Auto-triage Typeform applications into your paid Skool community

Build an agent workflow that triages applications to my paid Skool community end to end. I run a separate Typeform as my real application (more detailed than Skool's built-in membership questions), and I want this agent to decide who gets in.

Trigger: webhook from Typeform on a new response to my application form. If the webhook payload does not include the full set of answers I need, the agent should call Typeform Retrieve Responses for that response ID to get the complete payload.

Then the agent evaluates the applicant against my fit criteria. I want the prompt to include a clearly labeled FIT CRITERIA block I can edit (for example: must be actively running a business in X niche, must have realistic expectations, must be coachable, must not be a competitor or service provider farming for clients). The agent makes a single decision: ACCEPT or DECLINE. If I have configured any escalation rules (e.g. founders, referrals, edge cases), the agent should hold those for my manual review instead of auto-deciding.

If ACCEPT: call Skool Invite Member with the applicant's email. Allow me to optionally configure a starter course ID to unlock on join. Then send a personalized welcome email via Gmail Send a Message from my connected Gmail account. The welcome must quote one specific answer from their application verbatim (or near-verbatim) so it feels written by a human, not templated. Include a one-line explanation of what to do first inside the community.

If DECLINE: do NOT invite them to Skool. Send a polite, encouraging decline via Gmail Send a Message that thanks them for applying, gives a brief honest reason consistent with the fit criteria, and leaves the door open (e.g. "reapply once X is true"). Never reveal internal scoring details.

Voice: include a FOUNDER VOICE block in the prompt I can fill in with a short description of how I write (e.g. "warm, direct, lowercase, short sentences, no exclamation points, occasional dry humor, sign off with just my first name"). Both the welcome and decline emails must follow that voice. Subject lines should be short and human, not marketing-style.

Inputs to expose at the top of the prompt so the user can edit them without touching logic: Typeform form ID, Skool group identifier, optional starter course ID to unlock on accept, fit criteria block, escalation rules (optional), founder voice block, sender Gmail address.

Guardrails: never send more than one welcome or decline per applicant. If the Typeform response is missing an email address, do nothing and log the skip. If Skool Invite Member fails (e.g. email already a member), skip the invite step but still send the welcome email referencing that they are already in the group.

Additional information

What does this prompt do?

Watches your application Typeform and runs every new submission through the fit criteria you define.
Invites accepted applicants to your Skool group with optional access to a starter course.
Sends a personal welcome email that quotes one specific answer from the application so it sounds written by you, not a template.
Sends a warm, on-brand decline to applicants who are not the right fit, without inviting them.

What do I need to use this?

A paid Skool group on the Pro plan with the Zapier plugin enabled so the agent can send invites.
A Typeform account with the application form you already use to screen members.
A Gmail account to send the welcome and decline emails from your own address.
A short description of your fit criteria and a few notes on your writing voice.

How can I customize it?

Edit the fit criteria to match what actually matters for your community, like experience level, goals, or industry.
Swap in a different starter course or skip the course unlock entirely.
Rewrite the voice block so the welcome and decline emails sound exactly like you.
Add edge cases the agent should always escalate to you instead of auto-deciding, like founders or referrals from existing members.

Frequently asked questions

Why use a separate Typeform if Skool already has application questions?

Skool's built-in questions are short and limited. A dedicated Typeform lets you ask longer, conditional, and more revealing questions, then run a real triage on the answers before anyone gets in.

Will accepted members actually receive the invite automatically?

Yes. When an applicant passes your criteria, the agent sends them a Skool invitation by email. They click it, join the group, and land in the starter course if you chose to unlock one.

Can I review borderline applications before the agent decides?

Yes. In the customization step, tell the agent which kinds of applicants to escalate to you instead of auto-accepting or auto-declining, and it will hold those for your review.

Will the welcome email actually feel personal?

The agent quotes one specific answer the applicant gave, written in your voice. Your style notes get applied to every email so the tone matches the rest of your community.

What happens to people who do not get accepted?

They get a short, encouraging email from your Gmail address explaining the decision. They are not invited to Skool and nothing else is sent on their behalf.