Automate client onboarding

Two automation triggers create work for a client without anyone adding it by hand. An owner or admin manages them in Settings → Automations, and they count toward your plan’s automation allowance like any other rule.

When a new client is added

Choose the trigger A new client is added and the action Create a Job from a template, then pick the template. The Job is created for the new client as soon as they are added from the Add client dialog, the Get started page, the API, Zapier or Tidyflow Agent. Clients that arrive through a spreadsheet import or a Xero or QuickBooks sync do not trigger it.

Optional conditions:

• Status is: Prospect or Active. Use Prospect to start an enquiry checklist only for people who have not engaged you yet.
• Added via: Get started page, Added in Tidyflow, API or Zapier, or Tidyflow Agent or MCP.

The quick template New prospect → Onboarding Job sets this up with your Client Onboarding template.

When a proposal is accepted

Choose the trigger A proposal is accepted and the action Create a Job from a template. Templates linked to the services on the proposal are created anyway when it is accepted, so use this for extra work such as an onboarding checklist or a welcome call.

Add the condition Client was a prospect to run it only for brand-new clients. Without it, the rule runs every time any client accepts a proposal, including an annual re-engagement.

Good to know

• Jobs created by these rules are created on behalf of the workspace owner, who appears as the creator.
• Each rule runs once per new client or accepted proposal, so a repeated event never creates the Job twice.
• These rules only apply to new events. There is no option to run them against existing clients.
• A template used by an enabled rule cannot be deleted until the rule is disabled or changed.