Skip to content

The moment it happens

Start onboarding in monday.com and send a welcome email

When a client or new hire fills in your form, an onboarding item with all its steps is created in monday.com and they get a welcome email.

Runs
The moment it happens
Apps
Gmail, monday.com
AI
Not needed
Access
boards:write; gmail.send

Send this to your assistant

Create a ClickRuntime automation: when my onboarding form is submitted, create an item on my Onboarding board with subitems for each step, and send the person a welcome email from my Gmail.

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

Agencies and growing teams onboard clients and new hires the same way every time, yet someone still copies the checklist onto the board by hand and writes the welcome email from memory. On a busy day, a step is missed or the welcome goes out late.

Creating the item with every step and sending the welcome email the moment the form arrives makes the first impression consistent. The team picks up a complete checklist instead of building one.

What you get out of it

  • A great first impression

    The welcome email goes out within a minute of the form, which feels organised and attentive.

  • No missed steps

    Every onboarding step is added as a subitem, the same way every time.

  • Less copying and pasting

    Names, emails and details come straight from the form into monday.com.

  • Ready to assign

    The team sees a complete item on the board, ready to assign owners and dates.

How it works

What happens, step by step

  1. Someone submits your onboarding form, which sends their details to ClickRuntime.

  2. A new item is created on your monday.com board with their name and email.

  3. Each onboarding step is added to the item as a subitem.

  4. A welcome email is sent to them from your Gmail.

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 monday.com
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Start onboarding in monday.com and send a welcome emailjust nowSucceeded
monday.com · OnboardingNew item: Acme Bakery – 4 subitems (Kickoff call, Collect brand assets, Set up shared folder, Send first invoice). Welcome email sent.

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 Gmail and monday.com 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.
new_client_or_hire_monday_com_items_plus_welcome_email.pyexample
import base64
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
import json
from clickruntime import on_event, credentials, http

BOARD = 1234567890
STEPS = ["Kickoff call", "Collect brand assets", "Set up shared folder", "Send first invoice"]

def monday(query, **variables):
    resp = http.post("https://api.monday.com/v2", json={"query": query, "variables": variables},
                     headers={"Authorization": credentials.secret("MONDAY_API_TOKEN"), "API-Version": "2024-10"})
    resp.raise_for_status()
    return resp.json()["data"]

def send_email(to, subject, text):
    msg = EmailMessage()
    msg["To"], msg["Subject"] = to, subject
    msg.set_content(text)
    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()

@on_event
def handle(event):
    form = event.json or {}
    name, email = form.get("name", "New client"), form.get("email", "")
    item = monday("mutation ($b: ID!, $n: String!, $c: JSON) { create_item(board_id: $b, item_name: $n, column_values: $c) { id } }",
                  b=BOARD, n=name, c=json.dumps({"email": {"email": email, "text": email}}))["create_item"]["id"]
    for step in STEPS:
        monday("mutation ($p: ID!, $n: String!) { create_subitem(parent_item_id: $p, item_name: $n) { id } }", p=item, n=step)
    if email:
        send_email(email, f"Welcome aboard, {name.split()[0]}",
                   f"Hi {name.split()[0]},\n\nWelcome! Over the next week we'll book a kickoff call and set up your shared folder. "
                   "Reply to this email any time with questions.\n\nThe Northwind Studio team")
    return {"item": item}

FAQ

Common questions

Which forms work?
Any form that can send its answers to a link, such as Typeform, Tally, Jotform or your website form.
Can I change the onboarding steps?
Yes. The steps are a simple list your AI assistant can edit, and you can have different lists for clients and hires.
Can the welcome email include my own wording?
Yes. The email text is yours, with the person's name filled in.
What permissions does it need?
boards:write; gmail.send. 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 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 “Start onboarding in monday.com and send a welcome email” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.