AI Client Onboarding Agent: Auto Welcome Email Generator
AI Client Onboarding Agent: Auto Welcome Email Generator Subtitle: From Form Response to Personalized Welcome Email 🌍 Overview This workflow automates the client onboarding process. When a new client fills in the Google Form, their data flows into Google Sheets → gets structured → an AI model (Gemini) generates a personalized onboarding email → and finally, Gmail sends it directly to the client. Think of it as your automated client success assistant. 🟢 Section 1: Trigger – Capture New Client 🔗 Node: Google Sheets Trigger Watches for new rows added to the “Onboarding” Google Sheet. Starts the workflow whenever a new client submits the onboarding form. 💡 Why useful? You never have to check the sheet manually — the workflow kicks off the moment a client signs up. 📩 Example Input (from form): Name: Sarah Ali Email: sarah@startup.com Company: GreenTech Solutions Services Needed: Branding + Website 🟦 Section 2: Structure Client Data 🔗 Nodes: Client Data → Formats the raw form submission into a clean text summary (Name, Email, Company, Service, Extra Info). Client Checklist → Prepares a standard onboarding checklist with items like: Account setup Welcome call scheduled Document collection Service configuration Onboarding session First milestone review 💡 Why useful? It makes sure the AI has all key details + a clear structure before writing the email. 🟣 Section 3: AI-Generated Email 🔗 Nodes: Basic LLM Chain → Prompted to write a professional onboarding email body. Google Gemini Chat Model → Supports the LLM chain with Gemini 2.0 Flash for fast generation. 🧠 Prompt Logic: Starts with: Hi [Client Name], Includes personalized fields (Name, Company, Services Needed). Inserts onboarding checklist steps. Ends with: Best regards, Your [Company Name] Team 💡 Why useful? Instead of a generic welcome, each client gets a personalized email that feels human-written. 📩 Example Output Email: > Hi Sarah Ali, > > Welcome to GreenTech Solutions! 🎉 > > Here’s your onboarding plan: > > 1. Account setup > 2. Welcome call scheduled > 3. Document collection > 4. Service configuration > 5. Onboarding session > 6. First milestone review > > We’re excited to start working with you on Branding + Website. > > Best regards, > Your GreenTech Solutions Team 🟡 Section 4: Send Email 🔗 Node: Gmail Sends the AI-generated email to the client’s email address. Subject line: Welcome to Our Service, [Client Name] 💡 Why useful? No delays → the client gets a personalized welcome instantly after filling the form. 🔴 Section 5: Error Handling 🔗 Nodes: Error Handler → Listens for any errors during execution. Execution Failure → Logs failed runs. Execution Completed → Confirms successful runs. 💡 Why useful? Ensures nothing gets stuck silently — you’ll always know if something fails. 📊 Workflow Summary | Section | Node(s) | Purpose | Benefit | | ----------------- | ----------------------------- | ------------------------------------------ | ------------------------------ | | 🟢 Trigger | Google Sheets Trigger | Detect new client submissions | Fully automated start | | 🟦 Structure | Client Data, Client Checklist | Prepare structured client info + checklist | Clean, reliable input for AI | | 🟣 AI Generation | Basic LLM Chain, Gemini | Generate personalized onboarding email | Professional + tailored emails | | 🟡 Send Email | Gmail | Deliver onboarding email | Instant communication | | 🔴 Error Handling | Error Handler, NoOp nodes | Handle success/failure states | Reliable + transparent process | 🚀 Benefits Zero manual effort** → Clients get emails automatically. Consistency** → Every client follows the same onboarding structure. Personalization** → Emails include name, company, and services. Reliability** → Built-in error handling ensures smooth execution. Scalability** → Works whether you onboard 10 or 1,000 clients. An n8n automation workflow template by Yaron Been.
Yaron Been
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