How to Set Up Your Project Agent

Create personalized customer portals with AI-powered onboarding and support.

What is a Project Agent?

A Project Agent is an AI assistant embedded within a customer-specific project or portal. Unlike Embedded Agents (for websites) or Standard Agents (for demos), Project Agents are designed for ongoing customer relationships — onboarding, implementation, and active customer success.

When you create a Project for a customer, you can assign AI agents to specific tasks or phases. These agents guide your customers through each step of their journey with your product, providing personalized assistance 24/7.

Key capabilities:

• Customer-specific AI assistants
• Task and phase-based guidance
• Progress tracking across objectives
• Integration with customer data
• Personalized portal experience

Who Should Use Project Agents?

Project Agents are ideal for:

Availability: Project Agents are available on Pro and Plus plans.

Before You Start

Make sure you have:

• An OnboardFi account on the Pro or Plus plan
• At least one Account (client) created in your dashboard
• Contact information for the people who will access the portal
• A clear understanding of your onboarding or implementation phases

Time to complete: 20-30 minutes for initial setup

Understanding the Project Structure

Before creating a Project Agent, understand how Projects work:

Project
+-- Phases (stages of the journey)
|   +-- Phase 1: Kickoff
|   |   +-- Task 1: Welcome call
|   |   +-- Task 2: Account setup --> [Project Agent]
|   |   +-- Task 3: Team invitations
|   +-- Phase 2: Configuration
|   |   +-- Task 1: Integration setup --> [Project Agent]
|   |   +-- Task 2: Data import
|   +-- Phase 3: Go Live
|       +-- Task 1: Launch checklist --> [Project Agent]
+-- Project Clients (contacts with portal access)
+-- Documents (shared files and resources)

Key relationships:

• Project belongs to an Account (your customer)
• Phases contain Tasks
• Tasks can have Project Agents assigned
• Project Clients are individual contacts who access the portal

Step 1: Create a Project

Navigate to Projects

1. Log in to your OnboardFi dashboard
2. Click "Projects" in the sidebar
3. Click "New Project"

Step 1 of 4: Project Details

Note: You must create an Account before creating a Project. If you don't have one, you can create it from the Accounts page first.

Step 2 of 4: Project Structure

Choose how to structure your project:

Option A: Use a Template

Pre-built templates based on customer lifecycle stage:

Templates include pre-configured phases, tasks, and suggested agent placements.

Option B: Custom Phases

Build your own structure:

1. Click "Add Phase"
2. Name each phase (e.g., "Kickoff", "Configuration", "Go Live")
3. Add tasks within each phase

Step 3 of 4: Appearance

Customize the portal's look and feel:

Step 4 of 4: Contact Access

Add the people who will access this project's portal:

You can add more contacts later from the project settings.

Click "Create Project" to finish.

Step 2: Configure Project Agents

Once your project is created, you can assign AI agents to tasks.

Navigate to Agents Tab

1. Open your project
2. Click the "Agents" tab

Add a Project Agent

1. Click "Add Agent"
2. Choose "Tutorial Agent" (the available template type)
3. Configure the agent:

Associate with Tasks

1. In the task list, find the task you want to add AI assistance to
2. Click "Assign Agent"
3. Select the Project Agent you created

When customers access this task, they'll be able to interact with the assigned AI agent for guidance.

Step 3: Configure Portal Access

Authentication Settings

Navigate to Project Settings > Authentication:

Managing Project Clients

Add, edit, or remove contacts:

1. Go to Project Settings > Contact Access
2. Use the contact form to add new people
3. Toggle invitations to send or resend magic links

Magic links:

• Sent via email to each contact
• One-click access to the portal
• Time-limited for security
• Can be resent if expired

Step 4: Publish and Share

Publish the Project

1. Navigate to your project's overview
2. Click the "Publish" toggle in the header
3. Confirm publishing

Once published, your customer portal is live.

Portal URL

Your project portal URL:

https://[your-subdomain].onboardfi.com/portal/[project-slug]

Invite Customers

For magic link access:

1. Go to Contact Access
2. Add contacts with their email addresses
3. Enable "Send Invite" — they'll receive an email with their unique access link

For password access:

1. Set a password in Authentication settings
2. Share the portal URL and password with your customer

Project Agent Configuration Options

Agent Settings

Each Project Agent can be customized:

Integration Options

Project Agents can integrate with:

Configure integrations in Project Settings > Integrations.

Best Practices

Project Structure

• Keep phases focused — 3-5 phases is ideal for most projects
• Limit tasks per phase — 5-7 tasks keeps things manageable
• Assign agents strategically — Focus AI on complex or repetitive tasks
• Order matters — Arrange tasks in the sequence customers should complete them

Agent Configuration

• Task-specific prompts — Customize each agent's instructions for its specific task
• Clear objectives — Define exactly what success looks like for each agent
• Consistent personality — Use the same voice/style across all project agents

Customer Experience

• Warm welcome — Configure a welcoming initial message
• Progress visibility — Ensure customers can track their completion
• Easy access — Use magic links for frictionless portal entry
• Responsive support — Monitor sessions and be available for escalations

Monitoring and Analytics

Track Progress

View customer progress from the project dashboard:

Session History

Review AI conversations:

1. Go to the Sessions tab
2. Click on individual sessions to see transcripts
3. Identify where customers get stuck
4. Refine agent instructions based on patterns

What's Next?

Once your Project is running:

1. Monitor early customers — Review sessions to identify improvement opportunities
2. Create templates — Save successful project structures as reusable templates
3. Integrate CRM — Sync project status with your customer success tools
4. Add documents — Upload resources to the project's document space
5. Expand agents — Add more AI assistance as you identify high-value tasks

Quick Reference

Agent Types Comparison

Related Guides

• How to Set Up Your Embedded Agent — Deploy an AI sales rep on your website that qualifies leads 24/7
• How to Set Up Your Standard Agent — Create voice-guided product demos and interactive tutorials

Ready to build your customer onboarding portal? Log in to your dashboard to get started, or contact our team for a personalized walkthrough.