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Intake Form to Calendar Pipeline

Example prompt: "When someone submits our client intake form on Typeform, create a 30-minute kickoff meeting on my Google Calendar for next week, add a task list to Trello with their project details, and send them a welcome email with the meeting link."

How to automate client onboarding from form submissions with GloriaMundo

The Problem

A new client fills out your intake form. Now begins the manual choreography: copy their details into your project tool, find a free slot on your calendar, create a kickoff meeting, draft a welcome email with the meeting link and any prep materials, and send it off. Each step is straightforward, but together they take 15-20 minutes per new client — and if you are busy, the welcome email goes out late, which is not the first impression you want. Worse, if two forms come in on the same day, you might double-book yourself or forget to create the task list for one of them.

How GloriaMundo Solves It

We build a workflow triggered when a new form response arrives. An integration step pulls the submitted fields — name, email, project type, preferred meeting times. A code step identifies the next available 30-minute slot on your Google Calendar that falls within the client's preferred window. An integration step creates the calendar event with the client as an attendee. Another integration step creates a task board or list in your project tool, pre-populated with onboarding checklist items tailored to the project type. An LLM step drafts a personalised welcome email referencing their project details and including the meeting link. Glass Box preview shows you the calendar event, task list, and email draft before anything is sent, so you can adjust the timing or wording.

Example Workflow Steps

  1. Trigger (composio_event): New form submission received on Typeform.
  2. Step 1 (integration): Fetch the form response fields — client name, email, project type, preferred times.
  3. Step 2 (integration): Fetch your Google Calendar availability for the coming week.
  4. Step 3 (code): Find the next available 30-minute slot within the client's preferred time window.
  5. Step 4 (integration): Create a Google Calendar event at the chosen slot with the client as attendee.
  6. Step 5 (integration): Create a Trello board or list with onboarding checklist items based on the project type.
  7. Step 6 (LLM): Draft a personalised welcome email with the meeting details, project summary, and any prep instructions.
  8. Step 7 (integration): Send the welcome email via Gmail.

Integrations Used

  • Typeform — source of client intake form submissions
  • Google Calendar — availability checking and meeting creation
  • Trello — project task board creation with onboarding checklist
  • Gmail — sends the personalised welcome email

Who This Is For

Freelancers, consultants, agencies, and small service businesses who onboard 3-5 new clients per month and want the process to feel polished and prompt without spending 20 minutes per client on administrative setup. Also useful for coaches, therapists, and tutors who use intake forms before a first session.

Time & Cost Saved

The full intake-to-welcome pipeline takes 15-20 minutes when done manually — checking calendars, creating events, setting up tasks, and writing a welcome email. This workflow reduces it to a quick review of the Glass Box preview. At 4 new clients per month, that is roughly an hour saved, plus the less tangible benefit of every new client receiving a prompt, professional welcome within minutes of submitting the form. The workflow uses integration, code, and LLM steps, costing a few credits per submission.