Client Onboarding Email Automation with Google Sheets + Gemini + Gmail

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
Google Sheets trigger fires when a new row is added
Workflow extracts client name, email, company, and service needs
Loads a standard onboarding checklist
Gemini model writes a custom email using client info + checklist
Gmail node sends the email with a welcome subject line
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.