Client Onboarding Automation AI Agent

What This Agent Does

This workflow automates the complete client onboarding process from initial project setup through welcome communications. When triggered, it parses client information, creates organized project folders in Google Drive, sets up a project tracking page in Notion with kickoff tasks, logs project details to a master spreadsheet, generates a personalized AI-drafted welcome email, and notifies your team via Slack—all in seconds.

Key benefits include:

• Save 45-60 minutes per client onboarding by eliminating manual folder creation, documentation setup, and email drafting
• Ensure consistency across all client projects with standardized folder structures and communication templates
• Reduce errors by automating data entry across multiple platforms
• Improve client experience with immediate, personalized welcome communications

This workflow is perfect for agencies, consultancies, and service businesses that onboard multiple clients and need to coordinate across Google Drive, Notion, spreadsheets, and team communication tools.

Who Is It For

This automation is designed for:

• Agency owners and project managers who onboard 3+ clients per month and want to eliminate repetitive setup tasks
• Consulting firms that need standardized project structures and centralized tracking across multiple engagements
• Service-based businesses looking to professionalize their client onboarding experience while reducing administrative overhead
• Operations teams responsible for coordinating between sales, delivery, and client success during project kickoff
• Small to medium-sized teams (5-50 people) who use Google Workspace, Notion, and Slack as their core productivity stack

If you're currently spending significant time creating folders, copying templates, updating spreadsheets, and drafting welcome emails for each new client, this workflow will transform your onboarding process.

Required Integrations

Google Drive

Why it's needed: Creates the organized folder structure where all project deliverables and client files will be stored.

Setup steps:

1. Navigate to Integrations in your TaskAGI dashboard
2. Click Connect next to Google Drive
3. Select the Google account that has access to your team's shared drives
4. Grant permissions for "Create, edit, and delete files and folders"
5. Verify the connection shows as "Active"

Configuration notes: Ensure the account you connect has appropriate permissions to create folders in your desired location. If using Shared Drives, the connected account must have "Contributor" or "Content Manager" access.

Notion

Why it's needed: Creates a dedicated project page in your Notion workspace for tracking tasks, milestones, and project documentation.

Setup steps:

1. Go to Integrations and select Notion
2. Click Connect to Notion
3. Select your workspace from the authorization screen
4. Choose which pages/databases TaskAGI can access (select your Projects database)
5. Click Allow access
6. In Notion, ensure your Projects database has the following properties: Project Name (title), Client Contact (email), Start Date (date), Status (select)

How to obtain credentials: Notion uses OAuth, so no manual API key is needed. You must be a workspace admin or have appropriate sharing permissions for the databases you want TaskAGI to access.

Google Sheets

Why it's needed: Logs all project details to a master tracking spreadsheet for reporting and historical reference.

Setup steps:

1. Create a master tracking spreadsheet in Google Sheets with columns: Project Name, Client Name, Contact Email, Start Date, Drive Folder URL, Notion Page URL
2. In TaskAGI, go to Integrations → Google Sheets
3. Click Connect and authenticate with the same Google account that owns the spreadsheet
4. Grant permissions for "View and manage spreadsheets"
5. Copy the spreadsheet URL—you'll need this when configuring the workflow

Configuration tip: Make the first row your header row. The workflow will append new rows starting from row 2.

OpenAI

Why it's needed: Generates personalized, professional welcome emails using GPT-4o-mini based on client and project information.

Setup steps:

1. Visit platform.openai.com and create an account or sign in
2. Navigate to API Keys in your account settings
3. Click Create new secret key, name it "TaskAGI Integration"
4. Copy the key immediately (it won't be shown again)
5. In TaskAGI, go to Integrations → OpenAI
6. Paste your API key and click Save
7. Ensure you have billing set up in your OpenAI account with at least $5 credit

Cost estimate: Each welcome email costs approximately $0.001-0.003 using GPT-4o-mini.

Gmail

Why it's needed: Sends the AI-generated welcome email directly to the client from your email address.

Setup steps:

1. Navigate to Integrations → Gmail
2. Click Connect Gmail account
3. Authenticate with the Google account you want to send emails from
4. Grant permissions for "Send email on your behalf"
5. Verify the connection shows your correct email address

Important: The "from" address will be the connected Gmail account. For team inboxes, consider connecting a shared account like projects@yourcompany.com.

Slack

Why it's needed: Notifies your team immediately when a new project is onboarded so everyone stays informed.

Setup steps:

1. Go to Integrations → Slack
2. Click Add to Slack
3. Select your workspace and authorize TaskAGI
4. Choose the default channel for notifications (e.g., #project-kickoffs or #team-updates)
5. Click Allow

Configuration tip: You can specify different channels per workflow, but setting a default helps with initial setup.

Configuration Steps

Step 1: Configure the Manual Trigger

The workflow starts with a manual trigger that accepts client information as input.

1. Click on the Manual Trigger node
2. Define the following input fields:
   • projectName (text) - The name of the client project
   • clientName (text) - The client's company or individual name
   • contactEmail (email) - Primary contact's email address
   • contactName (text) - Primary contact's full name
   • startDate (date) - Project start date
3. Mark all fields as required
4. Save the trigger configuration

Step 2: Configure Parse Client Info Function

This node processes the trigger data and formats it for downstream nodes.

1. Select the Parse Client Info node
2. In the function editor, ensure it extracts:

   {
     projectName: trigger.projectName,
     clientName: trigger.clientName,
     contactEmail: trigger.contactEmail,
     contactName: trigger.contactName,
     startDate: trigger.startDate
   }
   

3. This node should reference [[trigger.projectName]], [[trigger.clientName]], etc.

Step 3: Configure Set Config Variables

This node establishes reusable variables for folder locations and database IDs.

1. Click Set Config Variables node
2. Add these data fields:
   • parentFolderId: Your Google Drive parent folder ID (find this in the Drive URL after /folders/)
   • notionDatabaseId: Your Notion Projects database ID (found in the database URL)
   • masterSheetUrl: The full URL of your master tracking spreadsheet
3. Use the Edit Data interface to set these as static values

Step 4: Configure Create Project Folder

Creates the main project folder in Google Drive.

1. Select Create Project Folder node
2. Set Folder Name to: [[nodes.4083.projectName]] - [[nodes.4083.clientName]]
3. Set Parent Folder ID to: [[nodes.4084.parentFolderId]]
4. Enable Return folder URL option
5. Save configuration

Step 5: Configure Create Deliverables Subfolder

Creates an organized subfolder for client deliverables.

1. Select Create Deliverables Subfolder node
2. Set Folder Name to: Deliverables
3. Set Parent Folder ID to: [[nodes.4085.folderId]] (references the folder created in Step 4)
4. Save configuration

Step 6: Configure Create Notion Project Page

Sets up the project tracking page in Notion.

1. Select Create Notion Project Page node
2. Set Database ID to: [[nodes.4084.notionDatabaseId]]
3. Map properties:
   • Project Name (title): [[nodes.4083.projectName]]
   • Client Contact (email): [[nodes.4083.contactEmail]]
   • Start Date (date): [[nodes.4083.startDate]]
   • Status (select): Active
   • Drive Folder (url): [[nodes.4085.folderUrl]]
4. Enable Return page URL

Step 7: Configure Add Kickoff Task

Adds initial task content to the Notion page.

1. Select Add Kickoff Task node
2. Set Page ID to: [[nodes.4087.pageId]]
3. Set Content to:

   ## Kickoff Tasks
   - [ ] Schedule kickoff call with [[nodes.4083.contactName]]
   - [ ] Review project requirements
   - [ ] Assign team members
   - [ ] Set up communication channels
   

4. Set Append to to: End of page

Step 8: Configure Log to Master Sheet

Records project details in your tracking spreadsheet.

1. Select Log to Master Sheet node
2. Set Sheet URL to: [[nodes.4084.masterSheetUrl]]
3. Set Sheet Name to: Sheet1 (or your actual sheet name)
4. Map row values in order:
   • [[nodes.4083.projectName]]
   • [[nodes.4083.clientName]]
   • [[nodes.4083.contactEmail]]
   • [[nodes.4083.startDate]]
   • [[nodes.4085.folderUrl]]
   • [[nodes.4087.pageUrl]]

Step 9: Configure AI Draft Welcome Email

Generates a personalized welcome email using AI.

1. Select AI Draft Welcome Email node
2. Set Model to: gpt-4o-mini
3. Set Prompt to:

   Write a welcome email for:
   
   Client: [[nodes.4083.clientName]]
   Contact: [[nodes.4083.contactName]]
   Project: [[nodes.4083.projectName]]
   Start Date: [[nodes.4083.startDate]]
   
   The email should:
   - Welcome them warmly and express excitement
   - Confirm project details
   - Provide the Google Drive folder link: [[nodes.4085.folderUrl]]
   - Mention next steps including a kickoff call
   - Be professional but friendly, 200-250 words
   - Sign off as the project team
   

4. Set Max Tokens to: 500
5. Set Temperature to: 0.7 (for creative but consistent output)

Step 10: Configure Send Welcome Email

Sends the AI-generated email to the client.

1. Select Send Welcome Email node
2. Set To to: [[nodes.4083.contactEmail]]
3. Set Subject to: Welcome to [[nodes.4083.projectName]] - Project Kickoff
4. Set Body to: [[nodes.4090.content]]
5. Set From Name to: Your company name or team name
6. Enable HTML formatting if your AI prompt includes formatting

Step 11: Configure Notify Team on Slack

Alerts your team about the new project.

1. Select Notify Team on Slack node
2. Set Channel to: #project-kickoffs (or your preferred channel)
3. Set Message to:

   🎉 New Project Onboarded!
   
   *Project:* [[nodes.4083.projectName]]
   *Client:* [[nodes.4083.clientName]]
   *Contact:* [[nodes.4083.contactName]] ([[nodes.4083.contactEmail]])
   *Start Date:* [[nodes.4083.startDate]]
   
   📁 Drive Folder: [[nodes.4085.folderUrl]]
   📋 Notion Page: [[nodes.4087.pageUrl]]
   
   Welcome email sent to client ✅
   

4. Enable Link unfurling for better URL previews

Testing Your Agent

Running Your First Test

1. Click Test Workflow in the top-right corner
2. Fill in the test data form:
   • Project Name: "Website Redesign"
   • Client Name: "Acme Corporation"
   • Contact Email: Your own email (for testing)
   • Contact Name: "John Smith"
   • Start Date: Tomorrow's date
3. Click Run Test
4. Watch the execution panel as each node processes

Verification Checklist

After execution completes, verify:

✅ Google Drive (nodes 4085-4086):

• Navigate to your parent folder in Google Drive
• Confirm a new folder exists: "Website Redesign - Acme Corporation"
• Open it and verify the "Deliverables" subfolder exists

✅ Notion (nodes 4087-4088):

• Open your Projects database in Notion
• Find the new "Website Redesign" page
• Verify all properties are populated correctly
• Check that the kickoff tasks appear in the page content

✅ Google Sheets (node 4089):

• Open your master tracking spreadsheet
• Confirm a new row was added with all project details
• Verify the Drive and Notion URLs are clickable and correct

✅ Email (nodes 4090-4091):

• Check your inbox for the welcome email
• Review the AI-generated content for quality and accuracy
• Verify the Drive folder link works

✅ Slack (node 4092):

• Check your designated Slack channel
• Confirm the notification message appeared
• Verify all links in the message work correctly

Expected Execution Time

The entire workflow should complete in 15-25 seconds. If it takes longer than 60 seconds, check your integration connections.

Success Indicators

• All nodes show green checkmarks
• No error messages in the execution log
• All created resources (folders, pages, rows) are accessible
• Email received and Slack notification posted

Troubleshooting

"Permission Denied" Error on Google Drive

Symptom: Node 4085 or 4086 fails with "Insufficient permissions" or "Access denied"

Solutions:

• Verify the connected Google account has edit access to the parent folder
• If using Shared Drives, ensure the account has "Content Manager" or "Contributor" role
• Reconnect the Google Drive integration with full permissions
• Check that parentFolderId in node 4084 is correct and accessible

Notion Database Not Found

Symptom: Node 4087 fails with "Database not found" or "Invalid database ID"

Solutions:

• Verify the notionDatabaseId in node 4084 is correct (copy from the database URL)
• Ensure TaskAGI has access to this specific database (check Notion integration settings)
• Confirm the database has all required properties: Project Name (title), Client Contact (email), Start Date (date), Status (select)
• Reconnect the Notion integration and explicitly grant access to the Projects database

Google Sheets Append Fails

Symptom: Node 4089 fails with "Unable to append row" or "Sheet not found"

Solutions:

• Verify the masterSheetUrl in node 4084 is the complete URL including https://
• Ensure the sheet name in node 4089 matches exactly (case-sensitive)
• Check that the connected Google account has edit access to the spreadsheet
• Verify the number of values being appended matches your column count
• Make sure the spreadsheet isn't protected or locked

AI Email Generation Issues

Symptom: Node 4090 fails or generates poor-quality emails

Solutions:

• Verify your OpenAI API key is valid and has available credits
• Check your OpenAI account billing status at platform.openai.com
• If emails are too short, increase Max Tokens to 600-800
• If emails are too generic, add more specific instructions to the prompt