Vehla Client Workspace Provisioning (Onboarding)

Vehla Client Workspace Provisioning (Onboarding)

1. 01

   Verify the client workstation meets Vehla's macOS 15.0 or later requirement on Apple Silicon before scheduling any setup time.

   Windows and Intel Macs cannot run Vehla, so confirm hardware first. A failed check here costs the agency a wasted onboarding slot and forces a refund conversation on a $1,150 Solo Productivity Setup.

2. 02

   Purchase the Vehla Pro license at $29.99 USD one-time and activate it on the client's primary Mac.

   The license covers activation on 2 Macs and includes free updates for life. Record the license key in the agency's client asset register so a replacement machine can be activated without a second purchase.

3. 03

   Build the client's first workspace in the Vehla command palette, mapping their recurring tasks to launcher shortcuts.

   Group shortcuts by workflow (intake, delivery, admin) rather than alphabetically. A solo practitioner typically needs 8 to 12 shortcuts; anything beyond that signals the workspace is trying to replace a project management tool Vehla is not.

4. 04

   Configure the clipboard manager, snippets, and notes surfaces around the client's recurring text blocks.

   Load proposal boilerplate, scope clauses, and status-update templates as snippets. This is the step clients notice within the first week, because it removes retyping from their daily routine.

5. 05

   Decide the AI processing path: on-device via MLX, or a cloud provider key stored in macOS Keychain.

   On-device MLX suits clients with confidentiality constraints. If the client wants OpenAI, Anthropic, or Gemini quality, connect their own API key so the agency never carries inference cost on the retainer.

6. 06

   Enable the AI actions the client will actually use: summarize, rewrite, explain, and reply.

   Turn on Recall, Flow, and MCP only if the client's workflow justifies them. Every enabled surface adds training time, and unused surfaces erode confidence in the setup.

7. 07

   Run a recorded walkthrough covering dictation, OCR, and quick capture, then hand over a written quick-reference guide.

   The recording doubles as the agency's reusable onboarding asset for the next Vehla client, which is how a 10-hour setup drops toward 6 hours on the second engagement.

8. 08

   Schedule a 14-day check-in to review which surfaces the client has abandoned and reconfigure accordingly.

   Adoption data from the check-in feeds the retention conversation and justifies any follow-on automation or persona work billed separately.