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Every 15 minutes

Book a kickoff meeting when a client starts onboarding

When a client's status changes to Onboarding in Airtable, a kickoff meeting is booked with them and the link is saved on their record.

Runs
Every 15 minutes
Apps
Airtable, Google Calendar
AI
Not needed
Access
Airtable read/write; calendar.events

Send this to your assistant

Create a ClickRuntime automation: when an Airtable client's status changes to 'Onboarding', create a kickoff event in Google Calendar inviting them, and store the event link.

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 marketing agency tracks new clients in Airtable. When a deal closes, someone moves the client to Onboarding, and then someone else is meant to book the kickoff call. Sometimes that happens the same day; sometimes the client waits a week and starts to wonder what they signed up for.

This automation books the kickoff the moment the status changes, so every new client gets an invite straight away and the first week of the relationship starts on time.

What you get out of it

  • A strong first impression

    A kickoff invite arriving right after the contract is signed shows the client you are organised and ready to start.

  • No handover gaps

    Moving the status in Airtable is all it takes. No one has to remember to tell someone else to book the call.

  • The link lives with the client record

    The meeting link is saved in Airtable, so anyone on the account can find it without searching calendars.

  • The same start for every client

    Each new client gets the same kickoff, with the same agenda, so nothing is missed for the busier accounts.

How it works

What happens, step by step

  1. Every 15 minutes ClickRuntime checks your Airtable clients table for clients marked Onboarding.

  2. It skips any client that already has a kickoff meeting linked.

  3. It creates a kickoff meeting in your Google Calendar and invites the client contact.

  4. It saves the meeting link back on the client's Airtable record.

Before it runs live

  • Connect Airtable
  • Connect Google Calendar

What you get

RunsEvery 15 minutes
Book a kickoff meeting when a client starts onboardingtoday, 9:00Succeeded
Google Calendar · KickoffKickoff: Northwind Interiors, Tue 4 Nov 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
  • 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 Airtable and Google Calendar 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.
kick_off_meeting_for_new_clients.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from datetime import date, datetime, time, timedelta
from clickruntime import on_trigger, credentials, http, report_fetched

TABLE = "https://api.airtable.com/v0/your-base-id/Clients"

@on_trigger
def run(event):
    h = {"Authorization": f"Bearer {credentials.secret('AIRTABLE_API_KEY')}"}
    recs = http.get(TABLE, headers=h, params={"filterByFormula": "AND({Status}='Onboarding',{Kickoff link}='')"}).json()["records"]
    report_fetched(len(recs))
    if not recs:
        return {"new": 0}
    cal = build("calendar", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    day = date.today() + timedelta(days=1 if date.today().weekday() < 4 else 7 - date.today().weekday())
    start = datetime.combine(day, time(10, 0))
    for r in recs:
        f = r["fields"]
        ev = cal.events().insert(calendarId="primary", sendUpdates="all", body={
            "summary": f"Kickoff: {f['Name']}", "attendees": [{"email": f["Contact email"]}],
            "start": {"dateTime": start.isoformat(), "timeZone": "Europe/London"},
            "end": {"dateTime": (start + timedelta(hours=1)).isoformat(), "timeZone": "Europe/London"}}).execute()
        http.patch(f"{TABLE}/{r['id']}", headers=h, json={"fields": {"Kickoff link": ev["htmlLink"]}})
    return {"booked": len(recs)}

FAQ

Common questions

When is the kickoff scheduled?
By default on the next working day at a time you choose, such as 10am. It can also look for the first free slot in your calendar.
Who is invited?
The client contact from the Airtable record, plus any team members you list, such as the account manager.
What if a client is moved back to Onboarding later?
A kickoff is only booked once per client. If the record already has a kickoff link, it is left alone.
What permissions does it need?
Airtable read/write; calendar.events. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
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 “Book a kickoff meeting when a client starts onboarding” from your assistant

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