How to Automate New Client Onboarding Checklists Using Power Automate

The client onboarding process is usually time-consuming and error-prone when done manually, so automating it is always a good idea. This should help Managed Service Providers (MSPs) and IT professionals ensure consistent and scalable services.

Keep reading to learn how to automate the client onboarding checklist using Microsoft Power Automate, with integration into Microsoft 365, SharePoint, email, and third-party PSA tools. This also covers enforcing and tracking onboarding activities at the endpoint level using PowerShell, registry keys, CMD tools, and Group Policy.

How to automate the client onboarding process

Onboarding automation is not a single, linear process that every organization can follow. Instead, it involves many different components that work together to create a more seamless experience for both technicians and clients. Here are various methods or steps that should help you streamline onboarding with Power Automate.

📌 Prerequisites:

• Microsoft 365 Business or Enterprise plan (with Power Automate access)
• Predefined onboarding SOPs or checklist templates
• PowerShell remoting and execution rights on endpoints
• Azure AD access for user provisioning and device management

💡Tip: Check out Things to look out for before proceeding.

📌 Recommended deployment strategies:

Method 1: Create a SharePoint or Microsoft list for task tracking

This first step prompts admins to create a centralized task list on SharePoint Online or Microsoft Lists to track the onboarding status per client or technician. It simplifies task delegation and accountability by enabling real-time tracking.

📌 Use Cases:

• Standardizing onboarding across multiple technicians
• Allowing for service-based task segmentation

📌 Prerequisites:

• SharePoint Online or Microsoft Lists access
• Permissions to create and manage lists
• Optional: SharePoint site collection for onboarding templates

1. Open and sign in to SharePoint.
2. Select Site Content.
3. Click the New button and select Lists.
4. Choose Blank List or Import from Excel (for prebuilt templates).
5. Create the following columns:
   • Task name (Single line of text)
   • Assigned to (Person)
   • Status (Choice: Not Started, In Progress, Completed)
   • Target (Device/User/Group)
   • Timestamp (Date and Time)
   • Notes or evidence link (Multiline text or hyperlink)
6. Save the list as a template for reuse across clients.
7. Optionally, segment tasks by service (email setup, device provisioning, security configuration, etc.).

Method 2: Build a Power Automate flow to trigger the onboarding checklist

This step fully automates the creation and assignment of onboarding tasks. It launches the tasks when a trigger is detected (manual or automatic), and can send notifications, generate SharePoint lists, assign tasks, or integrate with external systems.

📌 Use Cases:

• Creating webhook triggers from PSA software
• Processing self-service intake from Microsoft Forms

📌 Prerequisites:

• Power Automate connectors authorized for SharePoint, Azure AD, and Outlook or Teams
• Optional: API or webhook integration with PSA tools like NinjaOne or Autotask

1. Sign in to Power Automate.
2. On the left menu, click Create.
3. Under Start from blank, click Automated cloud flow.
4. Choose a Trigger, such as:
   • Manual trigger (button)
   • Microsoft Forms submission (new client intake)
   • HTTP Webhook (from NinjaOne or other PSA)
5. Add Actions, such as:
   • Create a new SharePoint list instance or entry.
   • Send a Teams or email notification to the onboarding team.
   • Automatically assign tasks to technicians based on type or role.
   • Create placeholder accounts in Azure AD.
   • Launch scripts or webhook integrations for external tasks.
6. Use connectors, such as:
   • Office 365 Outlook / Teams
   • SharePoint
   • Azure AD
   • HTTP Webhook
   • PowerShell (via Azure Automation or script orchestration)
7. Save and test the flow for various client input types.

Method 3: Run endpoint configuration tasks using PowerShell

This step executes PowerShell scripts on endpoints to handle various tasks like device renaming, joining Azure AD, software installation, and local configuration enforcement. It speeds up endpoint readiness by removing manual technician involvement.

📌 Use Cases:

• Automating device provisioning before shipment
• Scheduling maintenance tasks for new users

📌 Prerequisites:

• Elevated privileges (local admin or via RMM agent)
• Execution policy set to allow script running
• Access to Azure Automation if using PowerShell in a cloud context

1. Write PowerShell scripts for different tasks, such as:
   • Renaming a local device: (sample)

Rename-Computer -NewName "CLIENT-SITE-001" -Restart

• • Deploying GPO-equivalent settings via script: (sample)

Set-ItemProperty -Path "HKLM:\SOFTWARE\Policies\Microsoft\Windows\System" -Name "EnableSmartScreen" -Value 1

• • Joining Azure AD or hybrid join (Intune configured)
  • Installing baseline software using package managers (e.g., Winget, Chocolatey)
  • Configuring backup and security agent deployment

2. Store scripts in Azure Automation or your RMM.
3. Use Power Automate (or the RMM) to remotely execute scripts based on checklist triggers.

Method 4: Use registry keys to track completion per device

This step adds custom registry entries per device to log which onboarding steps are completed. It works even when endpoints are offline and is useful for compliance, reporting, and preventing redundant actions.

📌 Use Case:

• Ensuring resilient tracking in low-connectivity environments

📌 Prerequisites:

• Administrator access
• Ability to read and write registry entries
• Endpoint must allow script execution or agent-based configuration

1. Create a new registry path:

HKEY_LOCAL_MACHINE\SOFTWARE\Org\Onboarding

2. Set values for completed steps under these registry entries:
   • LocalRenameDone (DWORD) = 1
   • AVInstalled (DWORD) = 1
   • BackupAgentSetup (DWORD) = 1
   • ChecklistStatus (String) = “Completed“
3. Use scripts to write these values upon task completion.
4. Scan these keys using NinjaOne, Power Automate, or Group Policy compliance tools.

Method 5: Use CMD for system validation and logging

This step uses simple CMD commands to validate the system state and log results to files. It allows for lightweight auditing and troubleshooting to support basic health checks and documentation.

📌 Use Case:

• Preparing auditing for endpoint configuration
• Troubleshooting new devices without RMM agents

📌 Prerequisites:

• Administrative Command Prompt access on endpoints
• Permission to run diagnostic commands

1. Open Command Prompt.
2. Run validation commands:

• • Check AV:

sc query Windefend

• • Get the device name:

hostname

• • List local users added:

net user

3. Log results to text files for auditing purposes:

systeminfo > C:\Logs\OnboardingSummary.txt

4. Collect and centralize logs using Power Automate or RMM agents.

Method 6: Enforce policy requirements via Group Policy or Intune

This step applies baseline security, compliance, and configuration policies through GPO or Intune profiles. It ensures standardized onboarding conditions for a more consistent security posture.

📌 Use Case:

• Enforcing baseline security policies for new sites
• Temporarily locking down a device for review

📌 Prerequisites:

• Active Directory (for GPO) or Azure AD + Intune setup
• Admin access to manage GPO objects or Intune configuration profiles
• Device compliance reporting set up for auditing

1. Create a Group Policy Object or Intune Configuration Profile.
2. Configure setting to:
   • Apply baseline security policies
   • Disable unapproved software or guest access
   • Set firewall and Defender settings
   • Enforce device compliance for onboarding success
3. Deploy new settings to the onboarding OU or device group.
4. Verify and log policy application status using:

gpresult /h C:\Reports\GPOStatus.html

⚠️ Things to look out for

Why does onboarding automation matter?

Client onboarding is crucial for MSPs and IT pros because it sets the operational tone and expectations for the client relationship. However, manual onboarding is highly susceptible to human error, missed steps, delays, and inconsistencies, especially when scaling across multiple clients or technicians. Automating this process can offer many benefits, such as the following:

• Improved consistency: Every client receives the same high-quality onboarding experience, even if a different technician handles the task.
• Faster time to value: Automated workflows speed up onboarding, so clients can get up and running much faster.
• Reduced technician workload: Automation eliminates repetitive manual steps and frees up IT staff to focus on more operation-related activities.
• Error reduction: Automated processes follow predefined logic and rules. This minimizes the risk of forgetting critical steps or making errors.
• Documentation and auditability: Power Automate can log every action taken for a complete paper trail for compliance, audits, and troubleshooting.
• Scalability: Automation supports multi-tenant environments, so many clients can be onboarded using the same reusable framework.
• Real-time visibility: Managers and technicians can monitor progress through dashboards, task lists, or status reports.
• Integration with existing tools: Onboarding checklists automated via Power Automate easily tie into Microsoft 365, SharePoint, NinjaOne, and other PSA or RMM platforms to centralize operations.

Additional considerations when automating the new client onboarding process with Power Automate

Before you start automating the client onboarding process, it’s important to prepare for the long term by being proactive and making a few essential considerations now.

• Multi-tenant scalability: Use dynamic content in Power Automate flows, such as client name, site code, and service level. This should reduce duplication of flows across clients and ensure consistency while preserving flexibility.
• User feedback: Gathering input or confirmations from end users adds transparency and helps identify onboarding gaps or miscommunication. It is good practice to include feedback forms or confirmation emails for each completed onboarding step.
• Backup and Microsoft 365 license validation: The checklist should include license assignment verification tasks to ensure critical services are provisioned and protected.
• Post-onboarding review and QBR planning: Add an automated calendar task in Outlook or Teams for a QBR follow-up 30-60 days after onboarding to client communication ongoing and reinforce value delivered.

Troubleshooting common issues

Power Automate flow failures

First, try reconnecting or updating connectors under Data > Connections in PowerShell. Ensure that the dynamic fields used in actions (like SharePoint or email) are not empty or misnamed. Lastly, ensure the user account building the flow has permission to create items in SharePoint or assign tasks in Teams.

PowerShell scripts don’t execute

This might be due to scripts blocked by execution policy, insufficient privileges, and version incompatibility. Make sure to run the scripts with elevated permissions on an updated PowerShell version. Then check the execution policy with Get-ExecutionPolicy and set it to allow your scripts using Set-ExecutionPolicy RemoteSigned -Scope LocalMachine.

Registry keys not created or missing

Ensure the script that writes the keys is executed without syntax errors. Additionally, ensure the device does not have restrictive endpoint protection software, like Defender, that may block script actions.

Checklist not assigned or created

Manually test the trigger or confirm webhook execution. Then check that the service account has Edit permissions on the target site.

NinjaOne services that can help with Power Automate client onboarding

NinjaOne offers various features that can enhance client onboarding workflows, such as the following:

Automating client onboarding to accelerate growth

Automation in client onboarding is now a necessity for MSPs to provide faster, more consistent, and higher-quality service. Microsoft Power Automate offers various capabilities that can integrate with other tools like SharePoint, PowerShell, and NinjaOne to streamline this workflow for IT teams. Always remember some simple considerations and troubleshooting steps to ensure success when executing this task.

Related topics:

• Improving Your Onboarding and Offboarding Process for New Users
• IT Client Onboarding Checklist for MSPs
• The Complete Guide to MSP Automation
• Onboarding New Devices in Half the Time
• IT Process Automation: Common IT Tasks to Automate