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Client Onboarding Kickoff Pack

Example prompt: "When I add a new row to the 'New Clients' tab of our onboarding Google Sheet, create a shared folder in Google Drive named after the client, copy our standard client brief template into that folder, add the client as a contact in HubSpot tagged with the engagement type, create a project in Asana using our standard template with the engagement start and end dates, draft a welcome email in Gmail with the folder link and next steps, and put a 45-minute kickoff call on my Google Calendar for the Tuesday of the following week at 10am. Don't send the email or fire the calendar invite — show me everything in the preview first."

The Problem

Every new engagement starts the same way: a Drive folder, a CRM record, a project board copied from a template, a welcome email, a kickoff meeting. It is the same twenty minutes of clicking around every single time, and it's the kind of work that gets rushed or half-finished when a new contract lands in a busy week. The cost is small invisible errors — a folder named slightly wrong, the wrong template used, the kickoff booked into a no-good slot.

How GloriaMundo Solves It

We build a workflow triggered by a new row in the onboarding sheet. Integration steps create the shared Drive folder, copy the brief template into it, add the contact to HubSpot, and spin up the Asana project from the right template using the engagement dates. A conditional step picks the correct welcome-email template based on the engagement type, and an LLM step personalises it with the client's name and project specifics. Integration steps draft the email in Gmail and tentatively book the kickoff call in Google Calendar. Glass Box preview shows the folder path, the project structure, the drafted email, and the proposed meeting slot before anything is sent.

Example Workflow Steps

  1. Trigger (webhook): New row added to the 'New Clients' tab in Google Sheets.
  2. Step 1 (integration): Create a Google Drive folder named after the client and copy the standard brief template into it.
  3. Step 2 (integration): Add or update the contact in HubSpot, tagged with the engagement type.
  4. Step 3 (integration): Create a project in Asana from the standard template using the engagement start and end dates.
  5. Step 4 (conditional + llm): Pick the matching welcome-email template and draft a personalised version with the folder link and first-week next steps.
  6. Step 5 (integration): Save the draft in Gmail and create a tentative 45-minute kickoff event in Google Calendar for the following Tuesday at 10am.

Integrations Used

  • Google Sheets — holds the 'New Clients' tab that triggers the workflow
  • Google Drive — creates the shared client folder and brief document
  • HubSpot — stores the new client contact with the engagement tag
  • Asana — creates the project board from the agency template
  • Gmail — drafts the welcome email for review
  • Google Calendar — books the tentative kickoff meeting

Who This Is For

Agency operations managers and solo practitioners who take on enough new clients that the onboarding ritual has become repetitive, and who want each kickoff to feel considered rather than rushed.

Time & Cost Saved

Running onboarding manually — folder, template, CRM, project board, welcome email, meeting — takes most teams 20 to 30 minutes per client when nothing goes wrong. This workflow compresses that to a 2-minute review of the Glass Box preview. For an agency onboarding three or four new clients a month, that's an hour or more back each week.