New member onboarding with automated welcome emails and document collection

Purpose

1.1. Automate the entire process of onboarding new Aikido club members by sending personalized welcome emails, collecting required documentation, and recording key membership details in relevant systems.
1.2. Reduce manual workload for the club administrative team, eliminate delays, and ensure every new member receives timely orientation materials, club rules, waivers, and payment instructions.
1.3. Aggregate all necessary member documents (ID, signed waivers, health questionnaires) through guided, repeatable flows, storing them in secure repositories for compliance.

Trigger Conditions

2.1. New member creation in club management software or CRM.
2.2. Submission of sign-up form on official website.
2.3. Addition of email address to onboarding list in designated Google Sheet or Airtable.
2.4. New member entry in a designated folder in cloud storage (e.g., Dropbox, SharePoint).
2.5. Event webhook (e.g., from sign-up kiosk app).

Platform Variants

3.1. Gmail API
• Function: Automatically send personalized welcome messages via the Gmail account.
• Sample Configuration: Use OAuth, enable ‘Send email’, populate member details from onboarding form.

3.2. SendGrid
• Feature: Transactional email delivery for scalable welcome mailouts.
• Sample Configuration: API Key authorization, POST `/mail/send`, template with member variables.

3.3. Mailchimp
• Feature: Add new members to a mailing list and initiate an automated welcome email sequence.
• Sample Configuration: Trigger list merge fields update, automation workflow start.

3.4. Slack
• Feature: Notify admin or instructor channels of new onboarded members.
• Sample Configuration: Incoming webhook posts; mention member name, registration date.

3.5. HubSpot CRM
• Feature: Create new contact for each new member and update onboarding stage.
• Sample Configuration: API endpoint `/crm/v3/objects/contacts`, JSON with onboarding properties.

3.6. Dropbox
• Feature: Create a member-specific folder for document upload requests.
• Sample Configuration: API call to `/files/create_folder_v2` with unique member ID.

3.7. Google Drive
• Feature: Assign each member a document submission folder.
• Sample Configuration: Create folder API, share by email, set edit permissions.

3.8. DocuSign
• Feature: Send digital waiver request and collect e-signatures.
• Sample Configuration: Envelope creation, add member email, insert template ID.

3.9. JotForm
• Feature: Auto-send intake forms to new members for onboarding data collection.
• Sample Configuration: Pre-fill email, set up webhook submission to admin dashboard.

3.10. Typeform
• Feature: Share health questionnaires via auto-invite upon signup.
• Sample Configuration: API invite, pre-populated name/email, send on trigger.

3.11. Zapier
• Feature: Orchestrate onboarding sequences across services.
• Sample Configuration: Multi-step zap, trigger on new form entry, connect to CRM, email.

3.12. Microsoft Teams
• Feature: Bulk notify club staff in specific channels about each onboarded member.
• Sample Configuration: Incoming webhook connector, post onboarding details.

3.13. ActiveCampaign
• Feature: Tag new contacts and enroll in onboarding email automations.
• Sample Configuration: API call to `/api/3/contacts`, set onboarding tag.

3.14. Pipedrive
• Feature: Add new leads for first-contact tracking and process monitoring.
• Sample Configuration: Create person endpoint, stage=Onboarding.

3.15. Trello
• Feature: Auto-create onboarding checklist cards per member in the Membership board.
• Sample Configuration: Card creation, populate with member data, assign responsible admin.

3.16. Airtable
• Feature: Record all member onboarding process steps and status.
• Sample Configuration: API insert new row with onboarding metadata.

3.17. HelloSign
• Feature: Automated sending of waiver documents for digital signing.
• Sample Configuration: Use `signature_request/send`, set template and member email.

3.18. Salesforce
• Feature: Onboard new members as contacts and update related tasks.
• Sample Configuration: Use REST API `/services/data/vXX.X/sobjects/Contact/`, assign onboarding tasks.

3.19. WhatsApp Business API
• Feature: Send personalized onboarding welcome messages via WhatsApp.
• Sample Configuration: Use message template, dynamic member name insertion.

3.20. Calendly
• Feature: Offer link to book first induction session automatically.
• Sample Configuration: API schedule link email on onboarding trigger.

3.21. Google Forms
• Feature: Distribute required surveys and track completion.
• Sample Configuration: Prefilled links emailed to new member, set up response notification.

3.22. OneDrive
• Feature: Request upload of documentation to secured member-specific folders.
• Sample Configuration: API create folder, share unique upload link.

3.23. Monday.com
• Feature: Auto-generate onboarding tasks for club staff.
• Sample Configuration: Board item creation, fields set to member details.

3.24. Zoom API
• Feature: Schedule and send invitations for virtual orientation meetings.
• Sample Configuration: Create meeting, send invite to new member email.

3.25. Twilio
• Feature: SMS notifications for welcome and document reminders.
• Sample Configuration: `messages.create` API, dynamic member phone and message body.

Benefits

4.1. Reduces manual intervention, increases onboarding speed and professionalism.
4.2. Ensures all compliance and info-gathering steps are completed for every new member.
4.3. Enhances member experience through timely, personalized communication.
4.4. Consolidates members' data and documents in structured, secure repositories.
4.5. Improves tracking, reporting, and follow-up capabilities for staff and management.