The moment it happens
Welcome new hires by email and in Slack
Each new starter gets a welcome email with first-day details, and the team gets an intro in Slack.
- Runs
- The moment it happens
- Apps
- Gmail, Slack
- AI
- Optional
- Access
- Gmail gmail.send; Slack chat:write
Send this to your assistant
Create a ClickRuntime automation: give me a link my HR form can send new hires to. Email each new hire a welcome with their first-day details, and post a short intro to #general.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
The first day at a new job sets the tone, and it is often handled by whoever remembers. HR sends a welcome email late, the manager forgets to introduce the person in the team channel, and the new hire sits at a laptop wondering who to ask for help. The team learns about the arrival from a calendar invite or not at all.
When your HR tool or a form sends the hire's details, a welcome email goes from Gmail to the new person and an introduction is posted in Slack for the team. ClickRuntime's built-in AI can optionally write both messages in a warm, personal tone using the role and start date.
Growing companies, agencies and startups that hire a few people a month get the most from a consistent welcome.
What you get out of it
Every hire gets the same warm start
A new colleague receives a welcome with practical first-day information regardless of how busy HR is, which improves how they feel about the company from the beginning. Consistency is part of looking organized.
The team knows who is joining
An introduction in Slack with name, role and start date gives colleagues a reason to say hello, so the newcomer is greeted and not left isolated in a quiet channel.
First-day questions are answered up front
The welcome email can carry details such as where to be, who to ask and what to expect, which prevents a stream of questions to the manager on day one.
HR and managers save repeated effort
Writing each welcome and introduction by hand takes minutes that add up across a year of hiring, and sometimes the message is simply forgotten when a week gets hectic. Even small tasks add up and compete with real priorities.
Personal without being manual
The optional AI step uses the person's role and details to make each message read as individual, so it does not feel like a form letter. Warmth is easier to maintain when the drafting is handled.
How it works
What happens, step by step
When a new hire is added through your new hire form, the details reach ClickRuntime straight away.
ClickRuntime sends the new starter a welcome email from your Gmail with their start date, arrival time, office and who to ask for.
A message appears in your #general Slack channel introducing them to the team with their role and start date.
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 Slack, then invite the app to the channel (type /invite @ClickRuntime there)
- 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
- Change what the AI looks for, or how it writes the result
- Add another app, for example also send it to Google Sheets
- Combine it with other Gmail and Slack 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
from clickruntime import on_event, credentials, notify
@on_event
def handle(event):
hire = event.json or {}
first = hire["name"].split()[0]
msg = EmailMessage()
msg["To"], msg["Subject"] = hire["email"], f"Welcome to the team, {first}!"
msg.set_content(f"Hi {first},\n\nWe're excited to have you start on {hire['start_date']}.\n"
f"Arrive at {hire.get('arrival_time', '9:30am')} at {hire.get('office', 'the office')} and ask for "
f"{hire.get('buddy', 'your manager')}. Your laptop will be ready.\n\nSee you soon!")
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()
notify.slack(f"👋 Please welcome {hire['name']}, joining as {hire['role']} on {hire['start_date']}!"
+ (f" Fun fact: {hire['fun_fact']}" if hire.get("fun_fact") else ""), channel="#general")
return {"welcomed": hire["email"]}FAQ
Common questions
Where does the hire's data come from?
Can the welcome email include attachments or links?
What if the person's work email does not exist yet?
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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