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Client Onboarding Email Automation with Google Sheets + Gemini + Gmail

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Created by: Meak || meak

Meak

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Last update a month ago

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Client Onboarding Email Automation with Google Sheets + Gemini + Gmail

When a new client fills out your onboarding form, this workflow automatically creates a personalized welcome email and sends it — using the details they submitted.

Benefits

  • Triggers automatically on every new Google Sheets form response
  • Uses Google Gemini to generate a friendly, structured welcome email
  • Includes a checklist of next steps for the client
  • Sends email directly via Gmail
  • Handles errors safely so the workflow never stops

How It Works

  1. Google Sheets trigger fires when a new row is added
  2. Workflow extracts client name, email, company, and service needs
  3. Loads a standard onboarding checklist
  4. Gemini model writes a custom email using client info + checklist
  5. Gmail node sends the email with a welcome subject line
  6. Marks workflow as completed or logs failure if there is an error

Who Is This For

  • Agencies onboarding new clients
  • Coaches and consultants welcoming new members
  • SaaS or service businesses sending structured welcome steps

Setup

  • Connect Google Sheets (use the onboarding form sheet)
  • Add Gemini (Google AI) API key
  • Add Gmail OAuth2 credentials
  • Customize the checklist items if needed
  • Test with a sample form submission before going live

ROI & Monetization

  • Save 1–2 hours per new client on manual welcome emails
  • Give clients a smooth and consistent onboarding experience
  • Turn onboarding into a branded, automated touchpoint

Strategy Insights

In the full walkthrough, I show how to:

  • Build a clean onboarding checklist step by step
  • Use Gemini prompts to keep emails short and professional
  • Add error handling and logging for reliability
  • Extend workflow to create tasks or Slack notifications for your team

Check Out My Channel

For more AI automation systems that save time and improve client experience, check out my YouTube channel where I share the exact strategies I use to automate onboarding, scale client systems, and grow to $20k+ monthly revenue.