Agency OS Starter
Setup Instructions

Go to make.com and click "Create a new scenario." You'll see a blank canvas with a + button — this is where we'll build the automation. Give the scenario a name: "Agency OS Starter."

Click the + button, search for "Webhooks," and select "Custom Webhook." Choose "Catch Hook" — this creates a unique URL that listens for incoming data. Copy the webhook URL; you'll use it in step 2.

After the webhook, click + and add a Router. The Router lets the automation branch into multiple actions. Add 4 empty paths below the router — we'll populate each one in the steps that follow.

Click "Run once" on the scenario to activate it. Make.com will now listen for webhook data. Keep the tab open — you'll come back to this as you configure each path.

In Typeform, Calendly, Webflow, or any form tool, find the webhook or automation settings. Paste the webhook URL from Make.com into the form's webhook field. If your tool doesn't support webhooks directly, use Zapier as a middle step: form submission → Zapier → webhook URL.

Fill out your own intake form as a test. Check Make.com — the webhook should show a green checkmark with the captured data. Click on the webhook output to see what fields are available (email, name, company, etc.). These become your variables for the rest of the automation.

In Make.com, add a Gmail module to the first path of your router. Authorize your Gmail account (use your agency domain email, not a personal Gmail). Set the FROM field to your agency email. The TO field maps to {{email}} from the webhook payload.

Subject line: "Welcome to [Agency Name] — here's what's next." Body includes: personalized greeting with {{name}}, welcome message, kickoff call link, PDF attachment (upload your onboarding guide to Google Drive first and attach the link), and your signature. Use {{name}} and {{email}} as merge fields.

In the second router path, add a Delay module (wait 2 hours). Then add another Gmail/SendGrid module for the document collection request. Include a direct link to your Dropbox or Google Drive folder. List exactly which files you need: logo files, brand guidelines, content brief.

In ClickUp, create a new task titled "[Client Name] — Onboarding". Add subtasks: "Send welcome email," "Collect documents," "Schedule kickoff call," "Project kickoff." Set due dates: first task = day of signup, others spaced 3–5 days out. Mark this as a template for reuse.

In the third router path, add the ClickUp module. Map: Task name = "{{company}} Onboarding", List = your onboarding list, Assignee = your email (or map to the client email for visibility). Set the first subtask due date to +1 day from now.

In Calendly, create a new event type called "Project Kickoff Call." Set it to 45 minutes. Set your availability to Mon–Thu 10am–4pm only. Remove buffer time between meetings if your Calendly plan allows — the automation handles the follow-up, not you.

Back in Make.com, open the welcome email module. Add your Calendly scheduling link after the kickoff call paragraph: "Book your kickoff call at your convenience: [yourcalendly.com/yourname]. I'll send a calendar invite within 24 hours of confirmation."

Submit a test form entry. In Make.com, check each path: welcome email sent, ClickUp task created, delay fires, document request sends. In ClickUp, verify the task appeared with the right client name. You've built a fully automated onboarding system.