Onboard new Acuity clients with Mailchimp tags and a Gmail welcome

Every evening at 6pm on a cron schedule, find the clients who booked their very first appointment with the practice today and welcome them properly. This is an agent workflow because the tag inference and the personalized email drafting are judgment calls, not deterministic mappings.

Start by pulling today's bookings from Acuity Scheduling with List Appointments (scoped to today's date range). For each of those appointments, cross-check the client against Acuity's full client history using List Clients. The client history endpoint returns each client's prior appointment count, so a true first-timer is anyone whose only appointment on record is the one they just booked today. Deduplicate by client so a person who booked two sessions on the same day gets welcomed exactly once.

For every confirmed first-timer, call Get Appointment to pull their intake form answers. Read what they actually wrote (session goal, referral source, interest area, life stage, whatever they filled in) and infer two or three relevant Mailchimp tags from those answers. Keep tags short and reusable across future clients (for example: goal-anxiety, referral-instagram, interest-couples). Then use Mailchimp's Add or Update Member (Upsert) operation to add or update each first-timer in a dedicated New Clients audience with those tags applied.

Next, draft a personalized welcome-and-what-to-expect email in Gmail using Create a Draft, from the practitioner's address to the client. The email should reference specifics from the intake answers so it clearly reads as a human note rather than a template: mention their stated goal, acknowledge how they found the practice if they said, and set expectations for the first session and what to bring. Warm, first person, no filler.

Finally, use Google Sheets Append Values to log one row per new client to a dedicated tab: client name, email, appointment type and time, the tags applied in Mailchimp, and a link to the Gmail draft. This becomes the weekly new-client review sheet the practitioner can scan on Friday to sanity-check the welcomes and see who is coming in.

Do not auto-send the welcome email. Leaving it as a Gmail draft keeps a human in the loop for the highest-stakes message in the client relationship. If no new first-timers are found on a given day, the run should exit cleanly without touching Mailchimp, Gmail, or the sheet.