1.Detect new onboarding email
Integrate Gmail and email parsing tools to trigger on labeled onboarding messages and pull subject and metadata to prepare invites
Send cohort invites and update roster from email
Automatically monitor new labeled onboarding emails across Gmail. Create and update when onboarding emails arriveβso you can send cohort invites, update roster onboarding fields, and keep attendance ready without manual roster updates.
How this automation accelerates your welcome onboarding
When a new email with a configured label lands, onboarding can stall and cohorts miss the right moment. This automation extracts invite addresses, sends cohort invites, and updates roster entriesβso your team can reduce manual roster work.
Gmailor swap with your favorite app
2.Extract invite address token
Integrate Formatter by Zapier and regex parsing to normalize the last subject token and map it to the invite email field
Formatter by Zapieror swap with your favorite app
3.Send cohort invitation
Integrate Heartbeat and invitation templates to send an invite using the extracted value in the invite email field
Heartbeator swap with your favorite app
4.Update roster onboarding status
Integrate Google Sheets and spreadsheet updates to look up a matching roster row by email and mark onboarding fields complete
Google Sheetsor swap with your favorite app
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Explore all customer welcome sequences automations
Launch stronger customer onboarding with automated welcome emails, customer routing, and follow-up triggers
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
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