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AI Client Onboarding Agent: Auto Welcome Email Generator

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Created by: Yaron Been || yaron-nofluff

Yaron Been

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Last update 2 months ago

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AI Client Onboarding Agent: Auto Welcome Email Generator

This workflow automates welcoming new clients. When someone submits a form, their details are pulled from Google Sheets, a personalized onboarding checklist is generated using Google Gemini, and an email is sent directly to the client. It also includes error handling to ensure nothing is missed.

🟢 Section 1 – Trigger & Client Data Capture

Nodes:

  • ⏰ Trigger on New Client Form Submission → Fires when a new row is added in Google Sheets (from the client’s form).
  • 🧍 Extract and Structure Client Data → Collects and formats client details: name, email, company, services, extra info.

✅ Beginner view: This is the doorway. When a client fills the form, their info is automatically pulled into the workflow.

📑 Section 2 – Checklist & Personalization

Nodes:

  • 📋 Client Checklist → Creates a default onboarding checklist (account setup, welcome call, docs, etc.).
  • 🧠 Personalize Using Gemini → Sends client details + checklist to Google Gemini AI → generates a tailored onboarding email body.

✅ Beginner view: This is where the magic happens. Instead of a boring generic email, each client gets a customized message that feels personal.

📤 Section 3 – Delivery & Completion

Nodes:

  • 📧 Send Email to Client → Sends the personalized onboarding email directly to the client’s inbox.
  • ✅ Execution Completed → Marks the workflow as successfully finished.

✅ Beginner view: Think of this as the final handshake with the client — they get a warm, professional onboarding email without you lifting a finger.

🚨 Section 4 – Error Handling

Nodes:

  • ⚠️ Error Handler → Captures any failure in the workflow.
  • ❌ Execution Failure → Defines fallback/alert action if something breaks.

✅ Beginner view: This is your safety net. If an email fails or Gemini is unavailable, the workflow won’t just stop — you can set it up to alert you.

📊 Summary Table

Section Key Nodes Purpose Beginner Benefit
🟢 Trigger & Data Google Sheets Trigger, Data Extract Capture client info Auto-collects form submissions
📑 Checklist & AI Checklist, Gemini Generate personalized onboarding email Each client feels special
📤 Delivery Gmail, Execution Completed Send email & close flow Client gets email instantly
🚨 Error Handling Error Trigger, Failure Node Catch issues Ensures nothing is missed

🌟 Why This Workflow Rocks

  • Saves hours → no manual onboarding emails
  • Personalized at scale → Gemini tailors messages per client
  • Error-proof → built-in error handling keeps you safe
  • Scalable → works for 10 or 10,000 clients

👉 Example Flow in Action:

  1. A client named Sarah fills the onboarding form.

  2. Workflow captures her details → “Sarah, MarketingPro Agency, Needs Analytics Setup.”

  3. Gemini creates a custom email:

    Hi Sarah, welcome aboard! Here’s your onboarding plan tailored for Analytics Setup…

  4. Gmail sends it instantly.

  5. You get notified only if something fails.