HoneyBook client kickoff: Gmail welcome, calendar holds, Slack ping

Build me an agent workflow that runs every time a new project is booked in HoneyBook and kicks off the client experience across Gmail, Google Calendar, and Slack.

Trigger: a HoneyBook webhook for the project_booked event. The payload includes the client name, project type (wedding, corporate, portrait, brand shoot, etc.), event date, budget, and any notes that were captured during the inquiry.

When the workflow fires, the agent should do four things in the same run:

1) Read the HoneyBook payload and figure out the project type, the event date, the client's first name, and any specifics worth referencing (budget, notes, location if present).

2) Use Gmail Create a Draft to compose a personalized welcome email addressed to the client. Match the tone to the project type: warm and excited for a wedding, polished and professional for a corporate event, friendly and casual for a portrait or family session. Reference the actual event date and at least one detail from the inquiry notes so it does not feel templated. Save it as a draft, do not send. Include a sign-off in the owner's voice.

3) Use Google Calendar Create Event three times to put milestone holds on the owner's primary calendar, all tied to the event date:

- A 30-minute kickoff call within the first week after the booking. Title it "Kickoff call with [Client Name]".

- A 60-minute planning checkpoint two to four weeks before the event date (closer to two weeks for short timelines, closer to four for longer ones). Title it "Planning checkpoint with [Client Name]".

- The event day itself, blocked end to end (default all-day if no specific time is in the payload). Title it "[Project Type]: [Client Name]".

Be smart about edge cases: if the event date is less than two weeks out, tighten or skip the planning checkpoint rather than scheduling it in the past, and skip the kickoff call slot if it would fall in the past.

4) Use Slack Send a Message to post a short kickoff summary to a channel I pick (default to #client-onboarding). The Slack message should include the client's name, the project type, the event date, a one-line teaser of the welcome email, and direct links to the Gmail draft and the three calendar events so I can review everything from one place.

Tone-matching the welcome email and spacing the milestones based on the event date are the two pieces of judgment I want the agent doing on each run. Everything else is straightforward field mapping.

Nothing should be sent to the client automatically. The email lives as a Gmail draft until I review and send it, and the calendar events are mine to share or keep private.

Additional information

What does this prompt do?

Watches HoneyBook for newly booked projects and reads the client name, project type, event date, budget, and any inquiry notes.
Drafts a warm, on-brand welcome email in Gmail that references the specifics of the event, then saves it as a draft so you can review and send in one click.
Holds three milestone dates on your Google Calendar: a kickoff call in the first week, a planning checkpoint two to four weeks before the event, and the event day itself.
Posts a short kickoff summary to Slack with the client name, the event date, and links to the Gmail draft and calendar holds so you can act from one place.

What do I need to use this?

A HoneyBook account on the Essential or Premium plan with API access enabled.
A Gmail account you want welcome drafts saved to.
A Google Calendar you want the milestone holds added to.
A Slack workspace and a channel for client kickoff notifications.

How can I customize it?

Change the tone of the welcome email per project type, like weddings, corporate events, family portraits, or brand shoots.
Adjust the milestone timing, for example a two week planning checkpoint instead of four, or a half day event block instead of full day.
Pick which Slack channel gets the kickoff summary, or route different project types to different channels.

Frequently asked questions

Will the welcome email send automatically?

No. It is saved to your Gmail as a draft so you can read it, tweak any wording, and hit send yourself. Nothing goes to the client without your review.

Does this work for any kind of HoneyBook project?

Yes. The agent reads the project type on the way in and matches the email tone and the calendar block to it, so weddings, corporate events, portraits, and brand work all get treatment that fits.

What if the event date is only a few weeks away?

The agent spaces the milestones intelligently. For short timelines it tightens the planning checkpoint so it still lands before the event, and it skips holds that would fall in the past.

Can I change which calendar the holds land on?

Yes. Point the workflow at any Google Calendar you own, including a shared team calendar, and the milestone holds will be created there.

Do I need a paid HoneyBook plan for this?

Yes. HoneyBook only exposes the API key required for this kind of automation on the Essential and Premium plans. Starter plans cannot connect.