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The moment it happens

Set up new clients in Sheets and book their kickoff call

When a new client form comes in, they are added to your clients sheet with an onboarding checklist, and a kickoff call is booked next week.

Runs
The moment it happens
Apps
Google Calendar, Google Sheets
AI
Optional
Access
Sheet edit; Calendar read+write

Send this to your assistant

Create a ClickRuntime automation: when a new client form comes in, add them to my clients sheet, create their onboarding task list and schedule a kickoff call next week.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A bookkeeping practice signs a new client most weeks. Each one means adding a row to the client sheet, copying the onboarding checklist, and emailing back and forth to find a time for the first call. Small steps get skipped when it is busy, and new clients notice.

This automation takes the client form as it arrives, adds the client and their onboarding tasks to your sheet, and books a kickoff call in a free slot next week. Every new client starts the same way.

What you get out of it

  • A consistent first week for every client

    The same checklist and the same kickoff call happen for everyone, so nobody's onboarding depends on how busy the week was.

  • No scheduling back-and-forth

    A slot is picked from your free time next week and sent as an invite. The client can still propose another time if it does not suit.

  • Tasks are ready before you start

    The onboarding list is in the sheet the moment the client signs, so the team can begin straight away.

  • Client details typed once

    What the client entered on the form goes straight into the sheet, avoiding retyping and spelling mistakes in names and emails.

How it works

What happens, step by step

  1. ClickRuntime starts when a new client form is sent to your trigger link.

  2. The client is added as a new row in your clients sheet, with the onboarding tasks listed under them.

  3. It looks at your Google Calendar for the first free hour next week.

  4. A kickoff call is booked at that time and the client is invited.

Before it runs live

  • Connect Google Calendar
  • Connect your Google Sheets account and pick the spreadsheets it may use
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Set up new clients in Sheets and book their kickoff calljust nowSucceeded
Google Calendar · InviteKickoff: Northwind Traders · Tue 28 Oct, 10:00-11:00 · invite sent to ops@northwind.example

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • 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
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Google Calendar and Google Sheets steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
client_onboarding_kickoff_events_and_task_sheet.pyexample
from datetime import datetime, timedelta, timezone
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials

SHEET_ID = "your-spreadsheet-id"
TASKS = ["Send welcome pack", "Collect documents", "Set up accounts access", "Kickoff call"]

@on_event
def handle(event):
    c = event.json or {}
    creds = Credentials(credentials.connection("google", "work"))
    rows = [[c.get("name"), c.get("email"), c.get("company"), datetime.now(timezone.utc).date().isoformat(), ""]]
    rows += [["", "", "", "", t] for t in TASKS]
    build("sheets", "v4", credentials=creds, cache_discovery=False).spreadsheets().values().append(
        spreadsheetId=SHEET_ID, range="Clients!A:E", valueInputOption="USER_ENTERED", body={"values": rows}).execute()
    cal = build("calendar", "v3", credentials=creds, cache_discovery=False)
    today = datetime.now(timezone.utc).replace(hour=0, minute=0, second=0, microsecond=0)
    week = today + timedelta(days=7 - today.weekday())
    busy = cal.freebusy().query(body={"timeMin": week.isoformat(), "timeMax": (week + timedelta(days=5)).isoformat(),
                                      "items": [{"id": "primary"}]}).execute()["calendars"]["primary"]["busy"]
    slots = [week + timedelta(days=d, hours=h) for d in range(5) for h in range(9, 17)]
    start = next(s for s in slots if all(not (b["start"] < (s + timedelta(hours=1)).isoformat() and b["end"] > s.isoformat()) for b in busy))
    cal.events().insert(calendarId="primary", sendUpdates="all", body={"summary": f"Kickoff: {c.get('company')}",
        "start": {"dateTime": start.isoformat()}, "end": {"dateTime": (start + timedelta(hours=1)).isoformat()},
        "attendees": [{"email": c.get("email")}]}).execute()
    return {"kickoff": start.isoformat()}

FAQ

Common questions

Which form tools work?
Any form that can send its answers to a trigger link, which covers most popular form builders and website forms.
How is the kickoff time chosen?
It looks for the first free hour in your working hours next week. You can set preferred days and times.
Can the task list differ by service?
Yes. If the form includes the service the client chose, a different checklist can be used for each one.
What permissions does it need?
Sheet edit; Calendar read+write. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Set up new clients in Sheets and book their kickoff call” from your assistant

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