Wellness Retreat Client Onboarding Checklist for VAs

A booked retreat guest is not a served retreat guest - not until they have completed intake forms, signed waivers, shared dietary needs, confirmed travel details, and received every pre-arrival communication. A wellness retreat client onboarding checklist turns this multi-step process into a repeatable system your virtual assistant can run without your involvement.

When onboarding is sloppy, guests show up confused, allergies get missed, and your team scrambles on day one. This checklist eliminates that.

What the Onboarding Checklist Covers

Your fitness virtual assistant should manage eight categories of onboarding tasks from the moment a deposit clears to the day the guest arrives. Here is the full breakdown.

Phase 1 - Immediate Post-Booking (Day 0-1)

The moment payment processes, your VA should trigger these actions:

• Send a welcome email with a personal greeting, retreat dates, location address, and a summary of what to expect. Include the retreat leader's name and photo to build connection early.
• Deliver the intake form via JotForm, Typeform, or Google Forms. Collect: full legal name, date of birth, emergency contact, phone number, mailing address, and how they heard about the retreat.
• Send the liability waiver through a digital signature tool like DocuSign, HelloSign, or PandaDoc. Set a completion deadline of 7 days.
• Update the CRM status from "Booked" to "Onboarding" in GoHighLevel or Airtable. Log the booking date and payment amount.
• Add the guest to the retreat roster in Google Sheets or your retreat management platform.

Your VA should set a 48-hour reminder to check whether the intake form and waiver have been completed. If not, send a gentle nudge.

Phase 2 - Health and Dietary Information (Day 2-7)

This phase protects your guests and your liability. Your VA collects:

• Health questionnaire - Pre-existing conditions, injuries, medications, pregnancy status, mobility limitations. Use a PAR-Q+ form adapted for retreat activities.
• Dietary preferences and restrictions - Allergies, intolerances, vegan/vegetarian/keto preferences, religious dietary requirements. Be specific: "Are you allergic to tree nuts, or just peanuts?"
• Fitness level self-assessment - Current activity level, experience with yoga/meditation/hiking/other planned activities. This helps instructors modify programming.
• Mental health considerations - If your retreat includes breathwork, plant medicine, or intensive meditation, ask about mental health history with appropriate sensitivity and disclaimers.

Compile all health information into a single guest profile document. Share it with the retreat leader and relevant instructors at least two weeks before the retreat starts. Store it securely - this is protected health information.

Phase 3 - Travel and Logistics (Day 7-14)

Your VA coordinates the practical details:

• Collect arrival information - Flight numbers, arrival times, airport or train station. For driving guests, confirm they have directions and parking information.
• Arrange airport transfers if offered. Coordinate with the shuttle service or driver and confirm pickup times.
• Send a packing list tailored to the retreat. Include weather forecasts for the retreat dates, required gear, what is provided on-site, and what to leave at home.
• Confirm room assignments - Solo or shared, any roommate preferences, accessibility requirements. Update the room assignment spreadsheet.
• Share local information - Nearest hospital, pharmacy, ATM, and grocery store. Include the retreat venue's WiFi policy and cell coverage status.

Phase 4 - Payment Completion (Ongoing)

If your retreat uses installment payments, your VA tracks:

• Payment schedule - When each installment is due, amount, and method (Stripe, bank transfer, PayPal)
• Overdue payments - Send reminders at 3 days and 7 days past due. Escalate to you at 14 days.
• Final balance - Confirm full payment at least 30 days before the retreat. No guest should arrive with an outstanding balance.
• Refund requests - Follow your cancellation policy. Process approved refunds within 48 hours and update financial records.

Track all payments in a dedicated spreadsheet or accounting tool like QuickBooks or Wave.

Phase 5 - Pre-Retreat Communication (14-3 Days Before)

This phase builds excitement and reduces day-of confusion:

• 14 days out - Send a detailed itinerary with daily schedules, activity descriptions, and instructor bios.
• 7 days out - Send a "what to expect" email covering check-in procedures, house rules, and a brief FAQ.
• 3 days out - Final reminder with check-in time, emergency contact number, and any last-minute updates (weather changes, schedule adjustments).
• Add guests to the communication channel - Create a WhatsApp group, Telegram channel, or Slack group for real-time updates during the retreat.

Phase 6 - Day-of Check-In Prep

On the day guests arrive, your VA prepares:

• Check-in roster with guest names, arrival times, room assignments, and any special notes (birthday during retreat, first-time attendee, mobility needs)
• Welcome packets - Print or assemble digital welcome folders with the itinerary, venue map, WiFi password, emergency contacts, and house rules
• Verify all waivers and forms are complete - Flag any guests with outstanding documents for in-person completion at check-in
• Confirm catering and dietary notes are delivered to the kitchen team

Tools for Managing the Onboarding Checklist

Set up your wellness retreat client onboarding checklist in one of these systems:

• Airtable - Create a base with linked tables for Guests, Forms Status, Payments, and Travel. Use automations to send reminders.
• Asana or ClickUp - Build a template project that your VA duplicates for each new guest. Each task represents one checklist item.
• Google Sheets - Simple but effective. Use conditional formatting to highlight overdue items and checkboxes for completion tracking.
• GoHighLevel - Combine onboarding with your CRM. Use pipeline stages to move guests through each phase.

Whichever tool you choose, your VA should update it daily and flag any blockers to you immediately.

Handling Guests Who Do Not Complete Onboarding

Some guests will ignore your intake forms and waivers. Your VA needs a protocol:

• After two email reminders, switch to a phone call or text message.
• At 14 days before the retreat with forms still incomplete, escalate to you.
• Make it clear in your booking terms that incomplete waivers may prevent participation in certain activities.
• Never let a guest participate in physical activities without a signed waiver on file.

If a booked guest stops responding entirely during onboarding, your VA should follow the no-show follow-up workflow to determine whether they still plan to attend.

FAQ

When should onboarding start after booking?

Immediately. Your VA should send the welcome email and intake form within 24 hours of payment. The longer you wait, the harder it is to collect information and the less professional your operation appears.

How many reminders should a VA send for incomplete forms?

Three reminders over 10 days: one at 48 hours, one at 5 days, and one at 10 days. After that, escalate to a phone call. Most guests are not ignoring you - they are busy and the form slipped off their radar.

Should the VA handle health information directly?

Yes, but with proper data handling practices. Store health information in a secure, access-controlled location - not in open shared drives. Your VA should have clear instructions on who can see this information and how long to retain it after the retreat ends.

What if a guest has a severe allergy the kitchen cannot accommodate?

Escalate to you and the retreat chef immediately. Do not wait. Your VA should flag high-risk allergies (anaphylaxis-level) within hours of receiving the health questionnaire. Have a backup meal plan or connect the guest with local dining options.

Can I automate the entire onboarding process?

You can automate about 70% of it. Email sequences, form delivery, and payment reminders all work well with automation through GoHighLevel or Zapier. The remaining 30% - following up on incomplete forms, handling edge cases, coordinating with vendors - requires a trained virtual assistant making judgment calls.