Yellow Wood — Sales Onboarding Guide

Step-by-step tutorial with tips, callouts, and built-in checklists.

  1. 1

    Initial Client Outreach

    Contact the client using the approved script and share the teaser video to set expectations.

    Steps

    • Reach out via email or phone with the scripted language.
    • Share the teaser video to build anticipation.
    • In your email, attach the overlay image for a branded touch. Make sure the image is attached inside the body and not as an attachment.
    • Right click on the image and select 'Insert hyperlink' to add the link: https://yellowwood.ca/Ox4xcehV6
    • Download the teaser video
    • Download the overlay image

    Pro tip

    • Position Yellow Wood as an exclusive, restorative design experience.
  2. 2

    Select Dates with the Client

    Confirm a date based on live availability and guest type (Travelling vs Local).

    Steps

    • Review Yellow Wood availability in real time.
    • If outside Canada choose ‘Travelling Guest’; if local choose ‘Local Guest’.
    • If scheduling over email, propose three date options and note availability may change.
    • Once the client confirms, proceed to book.

    Pro tip

    • Create urgency—slots are limited; book early for best experience.
  3. 3

    Book the Date in the Schedule Tab

    Use the booking tool to create the event and ensure host details are accurate.

    Steps

    • Go to booking@yellowwood.ca.
    • Log in. If you don’t have access, email muhammad@weishauptdesign.com.
    • Select the confirmed date and complete the Schedule form.
    • Enter your name and email as HOST.

    What happens next

    • Booking tool sends confirmations and itinerary details automatically.
    • Outlook calendar event will be synced for you and the Yellow Wood team.
    • Automated emails go out 10, 7, and 1 day before the visit with details.
    • Ask clients to check Junk/Spam/Promotions folders.
  4. 4

    Pre-Visit Client Brief

    Provide a concise client background brief to Marketing before their visit. This helps tailor conversations, identify opportunities, and ensure a meaningful experience.

    Steps

    • Send a short Pre-Visit Brief email to Marketing ahead of the client’s arrival.
    • Include context such as client history, key projects, opportunities, and known pain points.
    • Avoid assumptions—be factual and informative, even if the leadership team already knows the client.
    • Attach any relevant client bios or portfolio links to enrich the context.

    What happens next

    • Below is a complete example of an effective Pre-Visit Brief email.

    Download Pre-Visit Brief Templates

    Use these examples to guide how you write client background briefs before visits. They show the right tone, structure, and level of detail.

    Pro tip

    • Send your brief at least 3–5 days before the visit.
    • Clarity, neutrality, and background detail make briefs valuable for all departments.
  5. 5

    Submit Dietary Preferences

    Collect and submit dietary needs through the booking tool for each guest.

    Steps

    • Open your Event Dashboard.
    • Select the event, then the guest to update dietary info.

    Pro tip

    • If dietary restrictions are not provided within 7 days, the date will be released.
    • Remind clients early so we can tailor the experience.
  6. 6

    Notify the Yellow Wood Team

    Email the team with travel and scheduling context so Marketing can finalize plans.

    Steps

    • Booking tool will automatically email Stephan, Michael Barr, Muskoka, Pathik, and Jonathon after booking.
    • Include confirmed travel dates and whether flying into Pearson or Billy Bishop.
    • Add scheduling details, showroom visit plans, and any personal days.
    • Hotel: Avenue Road covers two nights at the Hazelton; extras are client’s responsibility.

    What happens next

    • Marketing will finalize itinerary and confirmations in a web-based invite.
  7. 7

    Coordinate Your Personal Travel

    Align your travel logistics with the client’s itinerary via HR.

    Steps

    • Work with HR to book your hotel and flights.
    • Confirm your schedule aligns with the client’s plans.
  8. 8

    Post-Visit Engagement

    Follow up personally after the automated thank-you to keep momentum.

    Steps

    • Automated ‘Thank You’ is sent the day after the visit.
    • Follow up to discuss next steps and answer questions.

    Pro tip

    • A thoughtful follow-up strengthens relationships and advances the sale.
  9. 9

    Remember: Yellow Wood is More Than a Showroom

    Guide clients smoothly through booking and set the stage for a high-touch, unforgettable visit.

    Steps

    • Be proactive, clear, and timely at every step.