Automation agency · Client services
Automation client offboarding
End an automation client relationship cleanly, with nothing left running under the agency's accounts or keys. The client names the new owner and confirms the handover through a shared link, and the agency's access is removed from every platform on the end date.
- Duration: 2 to 4 weeks
- How often: For every client that leaves
- Steps: 8 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
Automations keep running under the agency's accounts months after the client left.
Agency API keys stay inside the client's automations.
The client's new team gets a folder of exports and no explanation.
Engineers still have access to a former client's systems.
With it
Every automation moves to accounts the client owns, checked with a live run.
Agency-owned credentials are listed and replaced before the handover.
The client gets an approved handover pack with a runbook for each automation.
The agency's access is removed from every platform on the end date.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A client ends their support retainer or moves their automations in house. The delivery manager starts a run with the client name and the end date.
- 1
Confirm the end date and share the link
Day 1Delivery manager · Team
Check the notice period against the contract, record why the client is leaving, and send the client contact the shared run link.
Checklist
- Notice period checked against the contract
- Shared link sent to the client contact
- Team told which automations are affected
Fields to fill in
- Client name (required)
- Support end date (required)
- Client contact email (required)
- Reason for leaving (required)
- 2
Name the new owner and the receiving accounts
Week 1Client contact · Shared link
Through the shared link, the client names who takes over the automations and confirms the accounts that will own each automation and its platform billing.
Checklist
- New owner named
- Your own accounts created on each platform
- Platform billing moves to your accounts
Fields to fill in
- New owner name (required)
- New owner email (required)
- Accounts that take over each automation (required)
- 3
List what moves and what stops
Week 1Automation engineer · Team
List every automation, the account it runs under and the credentials it uses, and whether it moves to the client or is switched off on the end date.
Checklist
- Every automation listed
- Credentials owned by the agency listed
- Automations to switch off agreed with the client
Fields to fill in
- Handover inventory (required)
- Link to the workflow exports (required)
- 4
Draft the handover pack
Week 1Handover writer · AI agent
The handover writer turns the inventory into a handover pack: for each automation what it does, where it runs, which credentials to replace and how to pause it.
Fields to fill in
- Draft handover pack (required)
Checked by: The solutions architect corrects and approves the handover pack in step 5.
- 5
Approve the handover pack
Week 2Solutions architect · Team
Correct the pack against the inventory and the runbooks, and make sure nothing the agency owns is left out.
Checklist
- Every automation in the inventory is covered
- Agency-owned credentials marked for replacement
- Runbooks are current
Fields to fill in
- Link to the final handover pack (required)
Approval: The transfer stays locked until the solutions architect approves the handover pack.
- 6
Transfer the automations and replace credentials
Weeks 2 to 3Automation engineer · Team
Move each automation to the client's accounts, replace agency-owned credentials with the client's own, check one live run per automation, and email the new owner the approved handover pack and the exports.
Checklist
- Automations moved to the client's accounts
- Agency-owned credentials replaced
- One live run per automation checked
Fields to fill in
- Automations transferred (required)
- Automations switched off
- 7
Confirm you have everything
Week 3Client contact · Shared link
The client checks that the automations run under their accounts and that the emailed handover pack and exports are complete, then confirms it through the shared link or notes what is missing.
Checklist
- Automations run under your accounts
- Handover pack and exports received
- You know how to pause each automation
Fields to fill in
- Handover accepted (required)
- What is still missing
- 8
Remove agency access and close the account
End dateDelivery manager · Team
Remove the agency's access from every client platform, stop the alert routing, send the final invoice and record what the agency learned.
Checklist
- Agency access removed from every platform
- Alert routing to the agency stopped
- Client data deleted as agreed
- Final invoice sent
Fields to fill in
- Access removed on (required)
- Lessons for the agency
Done when
Every automation runs under accounts the client owns, the client has accepted the handover pack, the agency's access is removed, and the final invoice is sent.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Handover writer
Turns the engineer's inventory into a handover pack for the client's new owner.
What it does
- Reads the handover inventory and the new owner's details on the run
- Writes per automation what it does, where it runs, which credentials to replace and how to pause it
- Records the draft pack in its step and completes it
Checked by: The solutions architect corrects and approves the handover pack in step 5.
Questions this template answers
They move to accounts the client owns, with the agency's credentials replaced and a handover pack for each automation. Step 6 transfers each automation and replaces the agency-owned credentials, and in step 7 the client confirms through the shared link that everything runs under their accounts.
Give them an inventory, the workflow exports and a runbook for each automation, and check a live run after the move. Steps 3 and 4 build the inventory and the handover pack, and step 6 checks one live run per automation after the transfer.
List every credential the agency owns before anything moves, and replace each one with a credential the client owns. Step 3 lists them, and step 6 replaces them before the client confirms the handover in step 7.
Remove access only after the client has confirmed the handover, and do it platform by platform, including alert routing. Step 8 has a checklist item for platform access, alert routing and data deletion, and records the date access was removed.
Let AI turn the engineer's inventory into a handover pack, and have the solutions architect approve it before the transfer. In step 4 the handover writer drafts what each automation does, where it runs, which credentials to replace and how to pause it, and step 5 is the approval gate.
Record why each client leaves and what the agency would do differently, in the same place every time. Step 1 records the reason for leaving, and step 8 records the lessons for the agency when the run closes.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.