Onboarding: What Happens After You Join the Ninja Dojo

Signing with Notice Ninja isn’t just onboarding software—it’s entering a dojo built for transformation. We turn tax notice inefficiencies into insights, workflows into wins, and teams into operational powerhouses.

Whether you’re managing high-volume payroll compliance, overseeing a national tax function, or scaling across jurisdictions, we don’t just deploy tools. We build alignment, automation, and confidence—starting before Day One.

Before the Kickoff: ROI Clarity Comes First

Our onboarding process begins even before the first official call. We walk each new client through a guided ROI conversation. Using our tailored questionnaire, we dig into your actual notice volumes, team workflows, jurisdictions, and current processes. This isn’t a sales tactic—it’s a financial snapshot that lays the groundwork for smart decision-making.

Together, we quantify the real costs of manual handling, the risk of missed notices, and the time buried in fragmented processes. In doing so, we help your team—and your leadership—see where time, money, and risk can be recovered.

For organizations dealing with hundreds of notices across multiple states and agencies, the picture is often clear: the cost of not modernizing is far greater than the cost of implementing NOTICENINJA.

The Kickoff Call: Planning for Success, Not Surprises

With ROI and goals aligned, we hold a 30-minute Kickoff Call to lay out every step of your onboarding journey. We cover:

• The NOTICENINJA workflows you’ll use

• File format and data import setup

• Primary contacts and training attendees

• Scheduling for Go-Live, training, and system review

“We’ve built an onboarding experience that feels more like teamwork and less like tech setup,” says Susana Charnecki, Head of Client Experience and Onboarding. “Many clients tell us it’s the best part of their implementation process.”

Immediately after, your team receives calendar invites for every milestone, so everyone knows what’s next and when.

From Sign-Up to Set-Up: Fast, Focused, and Built for Your Data

Once data files are ready, our implementation team launches your fully configured NOTICENINJA instance. This includes:

• Uploading your agency, account, and contact data

• Adding users and defining roles

• Building your workflows based on actual notice types and jurisdictions

We don’t train you in a sandbox—we train you in your environment, with your live data. Every example is real. Every screen reflects how your organization works. This makes onboarding not only faster, but far more intuitive.

For clients integrating with payroll, HRIS, or ERP systems, our open endpoint API can be configured during onboarding or scheduled for post-launch optimization.

Training That Drives Real-World Readiness

Every client completes four structured sessions—each tailored to your environment, your notices, and your teams. Below is an overview of the NOTICENINJA training program:

Each session is live and interactive, with Q&A throughout. Your team will train using your actual notices—ensuring relevance from the start.

Go-Live: From Readiness to Realization

By the time you go live with NOTICENINJA, your team isn’t learning—they’re executing. The system is tuned to your workflows, your actual client data is live, and training has already taken place inside your environment.

But readiness isn’t just about the system. We help you tackle one of the most invisible but costly issues teams face: the existing notice backlog. Rather than letting it linger or disrupt the new workflow, we work with you to triage, import, and manage it within your NOTICENINJA instance—so you start clean, with a level playing field. Read more about our approach here.

This isn’t the beginning of adoption—it’s the culmination of an onboarding journey that prioritizes impact. Your team is trained on your actual accounts. Your backlog is no longer buried. And what used to feel reactive now runs with precision.

Staying Sharp: Ongoing Training and Client Success

After Go-Live, learning doesn’t stop. Every other month, we invite clients to Client Webinars Live—which are Dojo Office Hours with interactive sessions that explore new features, workflow enhancements, and best practices across our client base. It’s where your team can ask questions, discover advanced use cases, and stay ahead of the curve.

Quarterly Business Reviews: Strategic Alignment, Not Just Support

Once you're up and running, we begin delivering structured Quarterly Business Reviews (QBRs) to ensure long-term value. These reviews are built around your data, including:

• What’s working and what’s not

• User activity and productivity

• Friction points in agency or notice workflows

• Opportunities to streamline or expand

If there are additional workflows or automations that make sense, we’ll surface them. If not, we focus on maximizing the value of what you already use. These are strategy sessions, not sales calls—and clients consistently rate them as one of the most valuable parts of our partnership.

This Isn’t Just Onboarding—It’s a Transformation

When you sign with Notice Ninja, you’re not adopting another tool—you’re investing in a new way of working. From the first ROI conversation through white belt certification and quarterly strategy reviews, you gain more than just visibility into your compliance processes—you gain control.

Your Dojo is ready.  Let's get you started.

RELATED POSTS

• Driving Excellence in Client Experience
• Drawbacks To Manual Handling
• The Tax Tightrope: Top 5 Notices PEO's Need to Know