Introduction

In this article you will learn about how to send automated welcome emails to Google Workspace new users. When new employees join the company, we'd like to send a warm personalized welcome email to their new account to help them onboard smoothly. Furthermore, the welcome email plays a critical role in the onboarding process by sharing essential onboarding documentation, resources, and department-specific orientation information, ensuring that new users receive a comprehensive introduction to the organization.
Automated Welcome Email to Google Workspace New UsersIllustration of automated welcome email to new employees in Google Workspace with xFanatical Foresight Automation

By showcasing key features, offering helpful resources, and addressing common questions or concerns, welcome emails can significantly enhance user onboarding and drive adoption.

Now, we are going to show you how xFanatical Foresight can automate sending tailored welcome emails to your new members. It will save you tons of time. 

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It enables administrators to easily create and send automated welcome emails to new users, saving time and effort. xFanatical Foresight allows administrators to design visually appealing and engaging welcome email templates. With its intuitive interface and customizable templates, xFanatical Foresight simplifies the process of creating personalized welcome emails that resonate with users. 

Automation Setup Instructions

In this section, we guide you through the automation setup in xFanatical Foresight. We have 2 ways to set up automation rules, Set up automation from a template and Set up automation from scratch. After completing the automation rule, verify whether the automation meets your requirements.

To make a welcome email impactful, it's better to include in the email template key elements such as every new employee receives a shared drive link, which stores the new employee onboarding manual, company policies, office manuals, culture information and clear instructions on getting started etc.

Set Up Automation From a Template

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Click the Automated welcome email to new users template.
    Automated Welcome Email for new Google Workspace users template in xFanatical Foresight
  4. In the Templates > Automated welcome email to new users page, click Copy rule.
    Automated welcome email to new users

  5. For the first time use of the template rule, an dialog Action needed will display requesting necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
  6. Upon successful authorization, a dialog titled Copy of automated welcome email to new users will display.
  7. Click the Email action.
  8. In the Edit actions > Email screen,
    Configuring the Email action in xFanatical Foresight
    1. In Subject, customize the welcome email subject.
    2. In Email body, customize the welcome email content.
    3. Click Review.
  9. In the Review screen,
    The Rule review page in xFanatical Foresight rule editing screen.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  10. The rule is created in the Rules page. 
    xFanatical Foresight Workflow for Personalized Welcome Emails
    xFanatical Foresight workflow for automated welcome email to Google Workspace new users
Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page. 
  3. Click the New Rule The New Rule button in xFanatical Foresight button.
  4. In the Select a trigger screen, select User created trigger.
    Select the User created trigger
  5. In the Edit trigger > User created screen,
    The User created trigger configuration in xFanatical Foresight
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. Click Next.
  6. On the Select an action screen, select the Email action.
    The Email action in xFanatical Foresight
  7. In the Edit actions > Email screen,
    Configuration the Email action in the xFanatical Foresight
    Customizing the personalized email templates for Automated Welcome Emails to New Google Workspace Users use case in xFanatical Foresight.
    1. For the first time use of the action, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. In To, select the Primary Email variable from the User created trigger. 
    3. In Subject, enter the subject of the welcome email template.
    4. In Email body, enter the email content sent to the new user. To personalize the email template with variables, click The variable button in xFanatical Foresight to add a variable, e.g. the First Name of the new user.
    5. Click Review.
  8. In the Review screen,
    The rule review screen in the xFanatical Foresight rule configuration page
    1. In Rule name, enter a rule name.
    2. Click Save.
  9. The automation rule is created.
Verify Automation

Verify Automation

  1. Sign into your Google Admin Console.
  2. Add a new user to your Google Workspace. For more information, see Google’s documentation to add a new user in Google Admin.
    Create a new user in Google Admin Console
  3. Go back to xFanatical Foresight. 
  4. Wait momentarily, and you will get a notification on the top right of xFanatical Foresight. In the notification message, click View log.
    The successful in-app notification in xFanatical Foresight when an automation is complete
  5. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    The rule execution log in xFanatical Foresight
  6. The new user’s Gmail inbox will receive a personalized welcome message with the user’s first name populated.
    Personalized welcome email in the new user's Gmail inbox for new users sent from xFanatical Foresight.

Notes

  • Once the automation rule is established, xFanatical Foresight will auto-pilot the welcome emails. No manual intervention is required. xFanatical Foresight frees you up from hours of repetitive welcome emailing tasks every month. 
  • The automation also supports sending welcome emails when you bulk add new users in Google Workspace.
  • The welcome email may take a few minutes to hours of delays to show up in the new user's inbox. It takes up to 24 hours for Google to initialize new user accounts' services, causing the delay of welcome email delivery.
  • At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules ran successfully or not.
  • The automation rule is the simplest automation. It can be extended to
    1. Send different welcome email templates, based on users' assigned organizational units (OUs) during creation.
    2. Instead of sending from the admin's work email, send welcome emails from a more professional email alias, e.g. [email protected].
  • As a Google administrator, you have the flexibility to either send a standard welcome email to all new employees, regardless of their positions, or tailor welcome emails based on their respective departments. If necessary, you can request department heads to provide email templates for this purpose.

Conclusion

Automated welcome emails by xFanatical Foresight offer a powerful solution for enhancing user onboarding in Google Workspace. By leveraging the automated capabilities of xFanatical Foresight, organizations can deliver personalized and timely communication to new users, driving adoption and productivity. With its intuitive interface, xFanatical Foresight is a valuable asset for any organization looking to optimize their onboarding process.

Try a 14-day free trial with xFanatical Foresight and manage your tasks.

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