Auto-enroll Typeform signups into Google Groups with Gmail welcomes

Build me a webhook-triggered agent workflow that auto-enrolls new community signups into the right Google Groups discussion lists and sends them a personalized welcome email from Gmail.

Trigger: a Typeform outgoing webhook on my community signup form. The webhook payload contains the response inline, including the respondent's email and a multi-select interest field with topic tags like ai-builders, product-managers, founders, designers. Use the webhook trigger type and let me wire the URL into Typeform when the workflow is created.

What the agent should do on each new response:

1. Read the respondent's email and the list of interest tags they selected from the webhook payload.

2. Call Google Groups List Groups to fetch the real groups available in my workspace. Build a mapping from each interest tag to a matching group (use the group's name, description, or email-local-part to match the tag). Never invent groups that do not exist. If an interest has no clear match, skip that interest rather than guessing.

3. For every matched group, call Google Groups Create Membership to add the respondent's email as a MEMBER. If Google Groups returns an already-exists error for a particular group, treat it as success and continue. Collect the list of groups the person was actually enrolled in (including the ones they were already in).

4. Draft and send a personalized welcome email via Gmail Send a Message to the respondent's address. The email should: greet them by their first name if available, name the specific groups they were just added to, set expectations on traffic (rough volume) and posting etiquette for each group, and include a link to a self-serve unsubscribe and preferences doc. Ask me for the doc URL and the sender display name during the build.

Edge cases and rules: refuse to fabricate groups; if zero interests match any real group, still send a friendly welcome email explaining no lists matched and inviting them to reply with what they're looking for, but do not invent enrollments. If the respondent's email is missing from the payload, stop and log a clear error rather than guessing. Treat already-a-member responses as a no-op success.

Integrations to use: Typeform (webhook trigger only, no read calls needed since the payload is inline), Google Groups (List Groups and Create Membership), Gmail (Send a Message). One workflow, one trigger, agent-based.

Additional information

What does this prompt do?

Listens for new submissions to your community signup form and reads the respondent's email plus the interest topics they checked.
Looks up your actual Google Groups so members only get added to lists that really exist, and skips any interests with no matching group instead of guessing.
Adds the person to each matched group and sends a personalized welcome email from your Gmail that names the groups they joined, sets traffic and posting expectations, and links to a self-serve unsubscribe doc.

What do I need to use this?

A Typeform account with a community signup form that collects email and a multi-select interest question.
A Google Workspace account with admin access to the Google Groups you want to enroll people into.
A Gmail account you can send the welcome email from, and a short unsubscribe or preferences doc you can link to.

How can I customize it?

Change which form question drives routing, or add a fallback group like a general announcements list that everyone joins regardless of interests.
Adjust the welcome email tone, signature, and what the doc link points to, plus whether posting is open to all members or owner-only.
Decide how to handle interests that have no matching group: skip silently, flag them for review, or send the welcome without enrollment.

Frequently asked questions

What happens if someone picks an interest I don't have a group for yet?

The agent will skip that interest rather than invent a group. It only enrolls people in groups that actually exist in your workspace, so you never get a failed add or a phantom list.

Will the welcome email name the specific groups they were added to?

Yes. The agent reads back the exact groups it just enrolled the person in and lists them in the welcome so members know what to expect in their inbox.

Can I use this for a paid community or members-only lists?

Yes. As long as the Google Groups already exist in your workspace and the connected account has permission to add members, the workflow works the same way.

Does it handle people who pick more than one interest?

Yes. If someone selects three topics and you have groups for all three, they get added to all three and the welcome email lists each one.

What if the same person fills out the form twice?

Google Groups returns an "already a member" response for duplicates, so the agent treats it as a no-op and still sends a friendly welcome confirming their groups.