The moment it happens

Get an email for each new Help Scout customer

You learn the name, email and company of every customer added to Help Scout.

Runs: The moment it happens
Apps: Help Scout
AI: Not needed
Access: read

Send this to your assistant

Create a ClickRuntime automation: when a new customer is created in Help Scout, email me their name, email address and company.

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

Add to ChatGPT Add to Claude

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

Why use it

Why teams use this automation

For a company that sells high-touch services, a new name in the Help Scout customer list is a moment worth noticing. It might be a first-time enquirer who deserves a personal reply, a known account's new contact, or a potential partner. But customers are added quietly in the background as conversations arrive, and nobody sees the list unless they go looking. Sales and account managers find out a week later, after the best moment to reply has passed.

When Help Scout reports a new customer, an email is sent straight away with the name, the email address and the details recorded. You do not have to open the customers list to spot who is new.

It suits founders, account managers and sales teams who want to treat first contacts differently from ongoing support.

What you get out of it

First impressions are personal
A new customer who gets a friendly, personal reply from the right person within the hour is more likely to stay and buy again. A prompt, warm reply also tends to set the tone for the entire relationship that follows.
Sales spots warm leads
A new contact from a target company may be worth a call. With an email on the spot, sales can follow up while the interest is real. Timing matters for a lead, since interest cools fast and competitors reply quickly.
Account managers notice new contacts at existing clients
A new person from a client company may signal a new buyer or a reorganization, which matters for renewals. Spotting a change of contact early gives you a chance to introduce yourself before a renewal conversation.
Easier to see growth
A running stream of new-customer emails gives a quick, informal measure of how many people are reaching out each week. Counting those emails over a month tells you whether outreach, press or a campaign is raising awareness.
Duplicates and oddities are noticed
If the same person appears twice with different addresses or a spam sender slips in, you will see it early and can clean the list. Cleaning up a duplicate immediately is much easier than sorting out dozens later.
Sets up a hand-off to sales or success
A new-customer email can be forwarded to sales, or the person added to a nurture list. Because it arrives immediately, the hand-off takes place while the context of their first message is still clear.

How it works

What happens, step by step

When a customer is added to Help Scout, Help Scout tells ClickRuntime straight away.
The automation picks out their name, email addresses and company.
You get a short email with those details, titled with the customer's name.

Before it runs live

Connect Help Scout
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Get an email for each new Help Scout customerjust nowSucceeded

Email · New Help Scout customerName: Sam Rivera Email: sam@northwind.example Company: Northwind

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 Help Scout 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_customer_notification_help_scout.pyexample

from clickruntime import on_event, notify

@on_event
def handle(event):
    c = event.json
    emails = ", ".join(e["value"] for e in c.get("emails", [])) or "no email"
    name = f"{c.get('firstName', '')} {c.get('lastName', '')}".strip()
    notify.email_me(f"New Help Scout customer: {name}",
                    f"Name: {name}\nEmail: {emails}\nCompany: {c.get('organization') or '-'}")
    return {"customer": c.get("id")}

FAQ

Common questions

Does a new conversation from an existing customer trigger it?

No. Only a customer record created for the first time triggers the email. Returning customers writing again do not, so the messages stay focused on first contacts. Only first-time records are announced. Repeat customers do not trigger it.

What information is in the email?

The customer's name, email address and any other details Help Scout recorded when the profile was created, such as company or phone. Fields that were not provided are simply left out. Anything Help Scout did not record is simply left out.

Can I send these to a CRM instead of email?

Yes, as a specific change. Creating a contact in a CRM or posting to a sales channel are common variations, and you can ask your AI assistant to set one up and approve it first.

What permissions does it need?

read. 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.

The moment it happens