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The moment it happens

Send new sign-ups a welcome email matched to what they need

Each new customer gets a personal welcome email from your Gmail that points to the product features most relevant to them.

Runs
The moment it happens
Apps
Gmail, Pinecone
AI
Yes, uses the built-in AI allowance
Access
Pinecone read; gmail.send

Send this to your assistant

Create a ClickRuntime automation: when a new customer signs up, use what they told us on the sign-up form to pull the most relevant product info from Pinecone, write a short personal welcome and send it from my Gmail.

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

A standard welcome email lists every feature and helps nobody. New customers sign up for one reason, and the quickest way to keep them is to point them straight at the part of the product that solves it.

SaaS founders, customer success teams and online services use it to send a welcome that feels written for each customer, built from their own product documentation.

What you get out of it

  • Relevant from the first email

    Each welcome points to the features that match what the customer said they need.

  • Accurate product details

    Content comes from your own product docs in Pinecone, not from guesswork.

  • Personal, from a real inbox

    Sent from your Gmail, so replies come straight to you.

  • Sent in minutes

    The email arrives while the customer is still exploring the product.

How it works

What happens, step by step

  1. When a new customer signs up, the details arrive at your automation's link straight away.

  2. Your product information in Pinecone is searched using what they said they need.

  3. AI writes a short welcome that points them to the most relevant features.

  4. The email is sent 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 Pinecone
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Send new sign-ups a welcome email matched to what they needjust nowSucceeded
Gmail · SentHi Priya, since you're moving Northwind Physio's bookings online, start with Shared calendars: each therapist gets their own booking page...

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 Slack
  • Combine it with other Gmail and Pinecone 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.
personalised_outreach_emails_using_pinecone_context.pyexample
import base64
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, ai

HOST, NS = "https://kb-abc123.svc.aped-1234.pinecone.io", "product"  # your index host and namespace
def search(text, k=5):
    r = http.post(f"{HOST}/records/namespaces/{NS}/search", json={"query": {"inputs": {"text": text}, "top_k": k}}, headers={
        "Api-Key": credentials.secret("PINECONE_API_KEY"), "X-Pinecone-API-Version": "2025-04"}).json()
    return [h["fields"] for h in r["result"]["hits"]]
def send(to, subject, body):
    raw = f"To: {to}\r\nSubject: {subject}\r\nContent-Type: text/plain; charset=utf-8\r\n\r\n{body}"
    build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).users() \
        .messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(raw.encode()).decode()}).execute()

@on_event
def handle(event):
    s = event.json or {}
    if not s.get("email"):
        return {"skipped": "no email"}
    need = s.get("goal") or s.get("role") or "getting started"
    info = "\n\n".join(h["chunk_text"] for h in search(need, 4))
    body = ai.generate(f"Write a 100-word welcome email from Sam at Acme Scheduling to {s.get('name', 'there')}, who wants: "
                       f"{need}. Point to the most relevant feature from this product info, with one next step. Body only."
                       f"\n{info}", max_output_tokens=250).text
    send(s["email"], "Welcome to Acme Scheduling", body)
    return {"sent": True}

FAQ

Common questions

What does the sign-up need to include?
An email address and, ideally, a field such as what they want to achieve or their role. The more specific that answer, the better the match.
What if they gave no details?
The email falls back to a short general welcome with your most popular starting point.
Can I review emails first?
Yes. Ask for drafts instead, and each welcome is saved in Gmail for you to send.
What permissions does it need?
Pinecone read; gmail.send. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly 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 “Send new sign-ups a welcome email matched to what they need” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.