Automated Magaya New Client Onboarding Kickoff
Every morning, WebRun checks Magaya for new client records added since the last run, creates a structured onboarding checklist in Airtable for each new client, and drafts a professional welcome email in Gmail for your account team to review and send, ensuring every new client gets a consistent, prompt onboarding experience.
How do I automatically kick off client onboarding when a new client is added to Magaya?
WebRun checks Magaya every morning for new client records. For each new client, it creates a structured onboarding checklist in Airtable with standard tasks assigned to the account owner, and drafts a professional welcome email in Gmail for the team to review before sending. Every new client gets a consistent, same-day onboarding kickoff without any manual setup.
- Every new client gets an onboarding checklist created the same morning they are added to Magaya
- Account team sees a Gmail draft welcome email ready to personalize, cutting writing time significantly
- Airtable gives management a live view of where every client is in the onboarding process
Built for freight forwarders · logistics account managers · freight sales teams · NVOCC operators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.magaya.comin a real browser with your saved login - no setup, no API keys. -
1
Magaya - detect new client records added since last run
magaya.com
WebRun opens Magaya to detect new client records added since last run. - Open Magaya and check the CRM or client list for records created since the last run
- Capture the client name, primary contact name, email, phone, and any trade lane or commodity notes from the record
- Note the account owner or assigned sales rep
Done when Every new client added since the last run is identified with their key contact and account details.
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2
Airtable - create onboarding checklist for each new client
airtable.com
WebRun opens Airtable to create onboarding checklist for each new client. - Open the client onboarding Airtable base
- Create a new record for each new client with their details and a standard onboarding checklist of tasks
- Assign the record to the account owner and set the kickoff date to today
Done when Each new client has a populated onboarding record in Airtable with all standard tasks ready to action.
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3
Gmail - draft welcome email for account team to review
gmail.com
WebRun opens Gmail to draft welcome email for account team to review. - Draft a professional welcome email for each new client using their contact details and trade lane information
- Include an introduction to the team, the next steps, and key contacts at your company
- Save each email as a Gmail draft for the account team to personalize and send
Done when One ready-to-review Gmail welcome email draft exists for each new client.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the welcome email to the client automatically?
No. Every welcome email is saved as a Gmail draft for your account team to review and personalize before sending. Nothing goes to a client without human approval.
What is included in the standard onboarding checklist in Airtable?
The default checklist includes tasks such as collecting credit application, confirming trade lanes and incoterms, setting up the client portal, and scheduling an intro call. You can customize the task list to match your onboarding process.
What if the new client record in Magaya is missing an email address?
WebRun creates the Airtable onboarding record and flags the missing email field so the account team knows to collect it before the welcome email can be sent.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.