Automate new client onboarding across Drive, Slack, Notion and Gmail

When a new contract arrives, it sets up folders, a Slack channel, a Notion page, and a welcome email automatically.

How the work actually flows

It branches. Every path runs; all paths must finish before it continues.

Pattern: Parallel Split (2) · Synchronisation (3) · Transient Trigger (23)

flowchart TD trig>"signed contract uploaded"]:::trig s0["extract client details"]:::task s1[("log details to sheet")]:::store s2["draft welcome email"]:::task s3["notify team on slack"]:::svc trig --> s0 s1 --> s2 s2 --> s3 gx{"+ which systems to set up"}:::gate s0 --> gx p00["create project folder"]:::task gx -->|"drive folder"| p00 p10["open new channel"]:::task gx -->|"slack channel"| p10 p20["create project page"]:::task gx -->|"notion page"| p20 jn{"+ all systems ready"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s1 out[/"ready to use client workspace"/]:::out pay{{"saves hours of onboarding chores"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA record or sheetEvery pathWaits for allResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationMessaging & NotificationsSpreadsheet & Database OpsFile & Cloud StorageHR & Recruiting
Connects
Google DriveSlackNotionGoogle SheetsGmailOpenAI

The problem it solves

Every new client means the same list of setup chores: making folders, starting a Slack channel, building a project page, and writing a welcome email. Doing this by hand for each new signing eats into billable time and things get missed when you're busy.

Who it fits

Agencies, consultancies, and freelancers who onboard new clients regularly.

How it works

  1. A signed contract PDF is uploaded to a designated Google Drive folder
  2. The system reads the client name, project name, and contact email from the file
  3. It builds an organized project folder in Google Drive, opens a Slack channel, and creates a Notion project page
  4. Project details are logged to a master Google Sheet for tracking
  5. It drafts a welcome email and notifies your team on Slack with all the new links
What you get

Welcome emails ready to send with one click

You get a new client's folders, Slack channel, Notion page, and welcome email ready automatically the moment their contract arrives.

What you get

A ready-to-use client workspace and a personalized welcome email, all set up automatically.

What you need

A Google Workspace account, a Slack workspace, a Notion workspace, and an OpenAI API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Back to the AI Playbook