Structure · Rep Onboarding & Ramp

Build a Sales-Tool / Tech-Stack Onboarding Guide

Produce a tool-by-tool onboarding guide so a new rep can actually use the CRM, dialer, and prospecting stack — not just have logins.

managerrepIntermediate⏱ 4-6 hours
When to use
Use when you've added more than 3 sales tools and noticed reps are 'provisioned' but still don't log activities, route leads, or use the dialer correctly. Best when you can pair each tool section with a screen recording or live walkthrough.
The prompt
You are a sales operations lead at a digital marketing agency who has cleaned up too many CRMs polluted by reps who never learned the stack properly.
Agency: [AGENCY_NAME] | Tech stack: [TECH_STACK] | New rep: [NEW_REP_ROLE] | Critical daily workflows: [WORKFLOWS] | Source of truth: [CRM] | Ops owner: [OPS_OWNER]
Build a tech-stack onboarding guide that walks a new rep through each tool with set-up, daily-use workflows, common mistakes to avoid, and a Friday hands-on cert.

- One section per tool, identical structure: (1) what it's for, (2) setup checklist, (3) daily workflow (step-by-step), (4) integrations to know, (5) 3 common mistakes, (6) practical exercise.
- Must call out the "source of truth" rule for every workflow — where data must live.
- Include a Friday hands-on cert: rep performs 5 named workflows live with ops watching.
- Avoid vague phrases like "explore the platform" — every step must be observable.
- Link placeholder for screen recordings (Loom / Scribe) per tool.

Markdown — one H2 per tool, the 6 sub-sections above, then a final H2 "Friday Stack Cert" with a 5-task checklist and ops sign-off.
Variables
  • [AGENCY_NAME] — Your agency name
  • [TECH_STACK] — Named tools (e.g., HubSpot, Apollo, Aircall, Gong, Loom, Slack, PandaDoc)
  • [NEW_REP_ROLE] — Role being onboarded
  • [WORKFLOWS] — Critical daily workflows (logging activity, lead routing, deal stage update, proposal send)
  • [CRM] — Source-of-truth CRM
  • [OPS_OWNER] — Who runs the Friday cert
Example input
Agency: Loop & Co | Stack: HubSpot, Apollo, Aircall, Gong, Loom, Slack, PandaDoc | New rep: SDR | Workflows: log activity, sequence enroll, route MQL, dispo a call, send proposal | CRM: HubSpot | Ops: Sasha
Example output
Apollo — What it's for: prospecting + enrichment.
Setup: log in via SSO, install Chrome extension, sync to HubSpot, set ICP filter to saved "Loop & Co ICP."
Daily workflow: (1) Pull a saved-search list, (2) verify ICP fit, (3) bulk-export to HubSpot list "SDR — [your name] — [date]," (4) enroll in Sequence "Founder cold v3," (5) log first task in HubSpot. Source of truth: HubSpot. Apollo data only counts once it's in HubSpot.
Integrations: HubSpot bi-directional sync, Aircall click-to-dial.
Common mistakes: (1) enriching contacts that are out of ICP, (2) skipping the HubSpot list step, (3) emailing from Apollo instead of from the sequence.
Exercise: Build a list of 25 ICP contacts, push to HubSpot, enroll in sequence — show Sasha.

Friday Stack Cert (5 tasks live with Sasha): (1) log a discovery call with full MEDDPICC notes in HubSpot, (2) push a lead from Apollo → HubSpot → sequence, (3) dial via Aircall and dispo correctly, (4) send a Loom video using the brand template, (5) generate a PandaDoc proposal from the SEO template. Pass = 5/5.
Pro tips
  • Build the guide once with screen recordings — every future rep onboards in half the time and ops gets their Fridays back.
  • Audit a rep's CRM hygiene at day 30 and day 60 — if data quality drops, your stack guide is being skipped, not your reps being lazy.
  • Have the rep document one workflow themselves at end of week — best test of comprehension and improves your doc.
Works with
ClaudeChatGPTGemini
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