Automated Buildertrend New Client Onboarding Kickoff
When a new signed contract is created in Buildertrend, WebRun opens the new job record, populates a standard onboarding task list in the project, creates a kickoff meeting event in Google Calendar, drafts a welcome email for the homeowner in Gmail, and leaves the draft for your team to review before sending so every new build starts with a consistent, professional first impression.
How do I automatically kick off client onboarding for every new home-build contract?
The moment a new contract is signed in Buildertrend, WebRun populates a standard onboarding task list in the job, creates an internal kickoff meeting event in Google Calendar, and drafts a personalised welcome email for the homeowner in Gmail. Every draft and invite waits for human review so your team controls the first impression on every new build.
- Every new build starts with a complete onboarding task list in Buildertrend within minutes of signing
- Homeowner welcome email is personalised and ready to send without manual drafting
- Kickoff meeting is scheduled before the project coordinator even opens their calendar
Built for home builders · custom home project coordinators · residential contractors · new construction client experience teams
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.buildertrend.netin a real browser with your saved login - no setup, no API keys. -
1
Buildertrend - set up the new job with onboarding task list
buildertrend.com
WebRun opens Buildertrend to set up the new job with onboarding task list. - Open Buildertrend and navigate to the newly created job
- Confirm the job name, homeowner name, job address, and contract value are all recorded correctly
- Create the standard onboarding checklist as tasks in the project: collect deposit, confirm selections timeline, introduce project coordinator, and schedule kickoff meeting
Done when The new Buildertrend job has a complete onboarding task list and all key details confirmed.
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2
Google Calendar - create the kickoff meeting event
calendar.google.com
WebRun opens Google Calendar to create the kickoff meeting event. - Create a kickoff meeting event in Google Calendar for the project coordinator and the homeowner
- Set the event within the next 7 business days and include the job address and a short agenda in the description
- Invite the project coordinator but do not send the calendar invite to the homeowner until the team reviews
Done when A kickoff meeting event is created in Google Calendar for the project team.
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3
Gmail - draft the homeowner welcome email
gmail.com
WebRun opens Gmail to draft the homeowner welcome email. - Draft a personalised welcome email for the homeowner referencing their project name, address, and the name of their project coordinator
- Include a brief overview of the next steps and a note about the upcoming kickoff meeting
- Leave the draft unsent in Gmail for the project coordinator to review and personalise before sending
- Never send the welcome email automatically. Homeowner outreach requires human approval.
Done when A Gmail draft welcome email exists for the homeowner, unsent and ready for the project coordinator to review.
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 homeowner automatically?
No. The welcome email is saved as a Gmail draft and stays unsent until the project coordinator reviews, personalises if needed, and clicks Send.
What tasks does it add to the Buildertrend project?
It creates the standard onboarding checklist your team uses: collect deposit, confirm selections timeline, introduce project coordinator, and schedule the kickoff meeting.
Does it send the Google Calendar invite to the homeowner?
No. The kickoff event is created for the internal project team only. The homeowner is invited after the team has reviewed the timing and confirmed availability.
Related templates
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