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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.

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

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

  1. When a new hire is added through your new hire form, the details reach ClickRuntime straight away.

  2. ClickRuntime sends the new starter a welcome email from your Gmail with their start date, arrival time, office and who to ask for.

  3. 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

RunsThe moment it happens
Welcome new hires by email and in Slackjust nowSucceeded
Slack · #general👋 Please welcome Riley Chen, joining as Product Designer on Monday 2 November! Fun fact: has climbed Kilimanjaro twice.

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
  • 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

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_hire_welcome_email_and_slack_intro.pyexample
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?
From any system that can send a webhook when someone is hired or accepts an offer, like an HR platform or an internal form. The data it sends, such as name, email and role, fills in the messages.
Can the welcome email include attachments or links?
It can include links, such as to a handbook or an onboarding checklist. Attachments are possible too, though most teams share a link so documents are always current and nothing is out of date. Links are usually the safer choice.
What if the person's work email does not exist yet?
Send the welcome to the personal email in the hire record, or hold it until the work address is created. The Slack introduction does not depend on email, so it can go out when the person joins the workspace.
What permissions does it need?
Gmail gmail.send; Slack chat:write. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in 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 “Welcome new hires by email and in Slack” from your assistant

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