The moment it happens
Start client onboarding with a Trello card and welcome email
The moment a client signs, they get a welcome email and your board gets a Trello card with the full onboarding checklist and due dates.
- Runs
- The moment it happens
- Apps
- Gmail, Trello
- AI
- Not needed
- Access
- Trello write; gmail.send
Send this to your assistant
Create a ClickRuntime automation: when a contract-signed webhook arrives, create a Trello card from my onboarding template with due dates and email the client a welcome from Gmail.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A small design studio signs two or three new clients a month. Each signing kicks off the same routine: a welcome email with next steps, a card on the projects board, a checklist for the kickoff call, brand assets and invoices. When the account lead is travelling, the welcome goes out two days late and the kickoff call slips. A new client's first impression is silence right after they paid.
Starting onboarding the moment the contract is signed means every client gets the same prompt welcome and every project starts with the same complete checklist, no matter who is busy that week.
What you get out of it
Clients hear from you within minutes
A welcome email lands right after the signature, while the client is still thinking about the project. It sets the tone that you are organised and ready to start.
Every project starts with the full checklist
The card is copied from your template, so steps like collecting logins or booking the kickoff call are never left out. The checklist improves once and every new client benefits.
Due dates set from the signing date
Each card gets a due date counted from the day the contract was signed. The team can see at a glance which onboardings are on track.
No one has to be at their desk
Signings that happen on a weekend or while the account lead is on a flight are handled the same way. Monday starts with the card already on the board.
One signing, one card
If the signing tool sends the same event twice, the card is only created once. The board does not fill up with duplicate clients.
How it works
What happens, step by step
When your signing tool reports a newly signed client, ClickRuntime receives the details straight away.
It copies your onboarding template card in Trello, names it after the client and sets a due date.
It sends the client a welcome email from your Gmail with your next steps.
Each signing is remembered, so a repeated notification never creates a second card or email.
Before it runs live
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
- Connect Trello
- Paste your automation's link into the other app's webhook settings
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Act only on the items that match your own rules, and skip the rest
- Add an AI step, for example to summarize, sort or draft a reply
- Add another app, for example also send it to Slack
- Combine it with other Gmail and Trello steps into one automation
Under the hood
The code that runs this automation
import base64
from datetime import datetime, timedelta, timezone
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, state
LIST_ID = "your-onboarding-list-id"
TEMPLATE_CARD_ID = "your-template-card-id"
@on_event
def handle(event):
if state.get(event.event_id):
return {"skipped": "duplicate"}
client = event.json or {}
auth = {"key": credentials.secret("TRELLO_API_KEY"), "token": credentials.secret("TRELLO_TOKEN")}
due = (datetime.now(timezone.utc) + timedelta(days=14)).isoformat()
card = http.post("https://api.trello.com/1/cards", params={**auth, "idList": LIST_ID, "idCardSource": TEMPLATE_CARD_ID,
"keepFromSource": "checklists", "name": f"Onboarding: {client['name']}", "due": due}).json()
msg = EmailMessage()
msg["To"], msg["Subject"] = client["email"], "Welcome aboard"
msg.set_content(f"Hi {client['name']},\n\nThanks for signing. Next step: book your kickoff call and we'll take it from there.")
gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
gmail.users().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
state.set(event.event_id, card["id"])
return {"card": card["id"]}FAQ
Common questions
Which signing or form tools can trigger it?
Can the welcome email include my own wording and links?
Where does the checklist come from?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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