The moment it happens
Create Jira onboarding tasks and send a welcome email
When a new hire is confirmed, an onboarding epic with tasks appears in Jira and the new hire gets a welcome email from you, with their manager copied.
- Runs
- The moment it happens
- Apps
- Gmail, Jira
- AI
- Not needed
- Access
- Jira create issues; gmail.send
Send this to your assistant
Create a ClickRuntime automation: when a new hire arrives at the trigger link from our HR tool, create an onboarding epic with tasks in Jira project PEOPLE, send them a welcome email from my Gmail with their manager in copy, and post a note in #people.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A small company's office manager handles onboarding alongside everything else. Some new hires get a warm welcome email and a ready laptop; others arrive to find nobody expected them that day, depending on how busy the week was.
Creating the onboarding tasks and sending the welcome email as soon as a hire is confirmed gives every new person the same good start. Each task has an owner in Jira, and the new hire knows what to expect before day one.
What you get out of it
Every hire gets the same welcome
The email goes out for each hire, with the start date and what to bring. Nobody is forgotten in a busy week.
Tasks have owners
Laptop, accounts and first-week plans are Jira tasks with due dates. Progress is visible to everyone involved.
Managers are in the loop
The manager is copied on the welcome email and sees the epic. They can add their own first-week plans.
Less admin for the office manager
Routine steps happen on their own. Their time goes into the personal touches.
How it works
What happens, step by step
When a hire is confirmed, your HR tool sends their details to your automation's trigger link.
ClickRuntime creates an onboarding epic in Jira with a task for each step, due before the start date.
A welcome email is sent from your Gmail to the new hire, with their manager copied.
A short note is posted to your #people Slack channel.
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 Jira
- 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 Jira steps into one automation
Under the hood
The code that runs this automation
import base64
from email.mime.text import MIMEText
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, notify
JIRA, SITE = "https://api.atlassian.com/ex/jira/your-cloud-id", "https://acme.atlassian.net/browse/"
adf = lambda text: {"type": "doc", "version": 1, "content": [{"type": "paragraph", "content": [{"type": "text", "text": text}]}]}
def jira(method, path, **kw):
resp = http.request(method, JIRA + path, headers={"Authorization": f"Bearer {credentials.connection('jira', 'work')}", "Accept": "application/json"}, **kw)
return resp.raise_for_status() or (resp.json() if resp.content else None)
gmail = lambda: build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).users()
def send(to, subject, body, cc=None):
msg = MIMEText(body)
msg["To"], msg["Subject"] = to, subject
if cc: msg["Cc"] = cc
gmail().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
TASKS = ["Prepare laptop", "Create accounts", "Book first-week meetings", "Order welcome pack"]
@on_event
def handle(event):
h = event.json or {}
epic = jira("POST", "/rest/api/3/issue", json={"fields": {"project": {"key": "PEOPLE"}, "issuetype": {"name": "Epic"},
"summary": f"Onboarding: {h['name']} starts {h['start_date']}", "duedate": h["start_date"]}})
for task in TASKS:
jira("POST", "/rest/api/3/issue", json={"fields": {"project": {"key": "PEOPLE"}, "issuetype": {"name": "Task"},
"summary": f"{task}: {h['name']}", "parent": {"key": epic["key"]}, "duedate": h["start_date"]}})
send(h["personal_email"], f"Welcome to Acme, {h['name'].split()[0]}!",
f"Hi {h['name'].split()[0]},\n\nWe're delighted you're joining on {h['start_date']}. {h.get('manager_name', 'Your manager')} "
"will meet you at 9:30 on your first day. Your laptop and accounts will be ready.\n\nSee you soon,\nThe Acme team", cc=h.get("manager_email"))
notify.slack(f"{h['name']} joins {h.get('team', 'us')} on {h['start_date']}. Onboarding: {SITE}{epic['key']}", channel="#people")
return {"epic": epic["key"]}FAQ
Common questions
Can I write my own welcome email?
Can different roles get different tasks?
Where does the Slack note go?
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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