Templates · Agency Operations
Client Offboarding Bot Template
Handle client departures with exit survey, asset transfer, and feedback.
- Best for
- Agencies
- Estimated setup
- 5 minutes
- You fill in
- Agency Name, Account Manager Name, Agency Email, Agency Phone
The conversation, step by step
These are the messages and questions in the template as it comes. Words in brackets are filled in from your business details or from the visitor's earlier answers. A visitor sees only the steps that match the buttons they choose, and you can change any wording, add steps or remove them in the flow builder.
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We're sorry to see you go. To ensure a smooth transition, I'll walk you through the offboarding process.
First, can you tell us why you're leaving?
- Budget Constraints
- Changing Business Direction
- Not Seeing Results
- Found Another Agency
- Handling In-House
- Other
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Would you be willing to provide more detail? This helps us improve.
The visitor types a reply.
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Here's what happens during offboarding:
1. We'll complete any work in progress
2. You'll receive all final deliverables
3. We'll transfer account ownership back to you
4. We'll remove our access from your accounts
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Please confirm you have admin access to your Google Analytics, Google Ads, Meta Business, and Website CMS accounts.
- I Have Access to All
- I Need Help Regaining Access
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No problem. [Account Manager Name] will help you regain access to all accounts before we remove ours.
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You'll receive all creative assets, campaign data exports, reporting documentation, and any logins we created.
Where should we send the final files?
- Existing Google Drive Folder
- Create New Shared Folder
- Email Them to Me
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The visitor is saved as a lead, tagged:
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Your offboarding is scheduled. We'll complete all remaining work and deliver final files.
We wish you the best! If things change, we'd love to work with you again. Reach out anytime at [Agency Email].
What you get with each lead
Every lead this template collects appears in your Alma leads inbox with the answers the visitor gave and these tags, so you can sort and follow up: offboarding, churned. Alma emails you when a new lead arrives. On the Growth plan and up you can also send leads to other software through Zapier, and the Agency plan adds webhooks.
Questions your flow does not cover
A template answers the paths it was built for. To answer other questions in the visitor's own words, add AI answering for $25 a month: it replies from business information you provide as text, which the Alma team loads into your bot. The article on how a knowledge base chatbot works explains what to write.