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.
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
Someone submits your onboarding form, which sends their details to ClickRuntime.
A new item is created on your monday.com board with their name and email.
Each onboarding step is added to the item as a subitem.
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
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 monday.com steps into one automation
Under the hood
The code that runs this automation
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?
Can I change the onboarding steps?
Can the welcome email include my own wording?
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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