Client Onboarding & Project InitiationPurpose
1.2. Ensures project initiation engages all required stakeholders, aligns timelines, and speeds up the archiving workflow.
1.3. Automated scheduling eliminates double-bookings and time zone mismatches, automates reminders, and streamlines resource allocation.
1.4. Automator sends confirmations, supports rescheduling, and integrates with compliance and archiving systems for complete workflow automation.
Trigger Conditions
2.2. New project creation in project management systems.
2.3. Signed statement of work or contract in document repository.
2.4. Automated trigger via API notify from e-signature completion or onboarding portal.
2.5. Manual trigger by project manager through dashboard automation button.
Platform Variants
3.1. Google Calendar
• Feature: Calendar API—automate event creation, send invitations, attach agendas.
• Configuration: Configure OAuth, set POST to calendar/events endpoint with meeting data.
3.2. Microsoft Outlook / Office 365
• Feature: Graph API—automated calendar events with attendee RSVP tracking.
• Configuration: Register app in Azure, set POST to /me/events with JSON payload.
3.3. Zoom
• Feature: Meetings API—automate instant meeting scheduling, calendar sync.
• Configuration: Use POST /users/me/meetings and include agenda and settings.
3.4. Cisco Webex
• Feature: Meetings API—automate scheduled video conferences; send join links.
• Configuration: POST to /v1/meetings; supply invitees and time settings.
3.5. Google Forms
• Feature: Form Submission Trigger—automator listens for form response.
• Configuration: Link form to workflow via webhook to trigger scheduling.
3.6. Slack
• Feature: Event Reminder and Messaging API—automate notifications to channels.
• Configuration: Use chat.scheduleMessage and reminders.add endpoints.
3.7. Salesforce
• Feature: Flow Builder/API—automating kickoff event creation after lead conversion.
• Configuration: Use Flow with “Create Record” on Event object.
3.8. HubSpot
• Feature: Workflow Automation—automates meeting creation upon deal stage update.
• Configuration: Add workflow action: "Book a meeting" and connect calendar service.
3.9. Monday.com
• Feature: Automation Recipes/API—automated trigger for calendar invite on item creation.
• Configuration: Use native calendar integration or POST with item create webhook.
3.10. Asana
• Feature: Rules automation—automator triggers Google/Outlook calendar event.
• Configuration: Create rule “When task is added > Create calendar event.”
3.11. Trello
• Feature: Power-Ups/API—automated card events tied to calendar integrations.
• Configuration: Use Calendar Power-Up and attach meeting details upon board changes.
3.12. Doodle
• Feature: Meetings API—automates poll-based scheduling for large groups.
• Configuration: Automator initiates POST /polls for time selection.
3.13. Calendly
• Feature: Webhooks/API—automated meeting slot booking for onboarding.
• Configuration: Use API /scheduled_events webhooks for automation.
3.14. Zapier
• Feature: Multi-app automation—automates cross-tool scheduling workflows.
• Configuration: Build Zap with trigger “New form submission” and action “Create meeting.”
3.15. DocuSign
• Feature: Connect API—automates scheduling after e-sign completion.
• Configuration: Webhook (Connect) triggers automation on “EnvelopeCompleted.”
3.16. Jira
• Feature: Automation for Jira—automated event scheduling on ticket move/status update.
• Configuration: Create rule “On issue status = Initiated > Schedule meeting.”
3.17. Notion
• Feature: Database automator—auto-create meeting in linked calendar when page is updated.
• Configuration: Use integration with Automator service or webhook.
3.18. Zoho CRM
• Feature: Schedule Meetings—workflow rule triggers calendar invite after contact creation.
• Configuration: Use workflow module > “Schedule Meeting” action.
3.19. Freshdesk
• Feature: Automator—automatically schedules onboarding calls when new ticket created.
• Configuration: Automation rule "On new ticket > Trigger meeting invite."
3.20. Airtable
• Feature: Automations—automated scheduling from onboarding base update.
• Configuration: Automate “On record updated > Create calendar event.”
3.21. Teams
• Feature: Microsoft Graph—automate meeting schedule inside Teams channels.
• Configuration: Use Graph API via bot to create calendar events in channel.
3.22. Intercom
• Feature: Custom bots—automate scheduling from chat interactions.
• Configuration: Bot triggers webhook to calendar platform.
3.23. ServiceNow
• Feature: Flow Designer—automated initiation when client onboarding request is logged.
• Configuration: Flow triggers Calendar Event API.
3.24. Pipedrive
• Feature: Workflow automation—auto-schedules meeting when deal progresses.
• Configuration: Automation “On deal move > Schedule meeting.”
Benefits
4.2. Automator reduces administrative burden, freeing staff for higher-value archiving tasks.
4.3. Automated reminders and RSVPs cut no-shows and accelerate project kickoff.
4.4. Promotes consistency, compliance, and auditing for archiving project launches.
4.5. Enhances client experience with seamless, predictable automated communications.