| Plan | × Professional × Advanced ✓ Scale ✓ Enterprise |
Automate your client onboarding process by connecting HoneyBook, Zapier, and Vista Social.
With this workflow, when a client reaches the appropriate stage in HoneyBook, Zapier can automatically create a client workspace in Vista Social and send the client a welcome email with the links they need to connect their social profiles and collaborate on content.
What this automation does
Once a project reaches the SIGNED stage in HoneyBook, the automation can:
- Create a client workspace (Profile Group) in Vista Social.
- Send a welcome email to the client.
- Include a unique profile connection link so the client can connect their social media accounts.
- Include a link to the client's content calendar for approvals and collaboration.
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Note You don't need to add extra seats in your Vista Social subscription for this process to work! |
Requirements
A HoneyBook account
A Zapier account
A Vista Social account
A Gmail account, or another supported email service, for sending the welcome email
This workflow uses Vista Social's Create a Profile Group (Premium) Zapier action.
🎥 Video guide
How to set up the automation in Zapier
Pro Tip To simplify setup, we’ve created a pre-built template you can start with. Click on this link and select Try This Zap to begin customizing the automation. |
Step 1: Create a New Zap
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Go to Zapier.
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Add HoneyBook, Vista Social, and Gmail to your apps.
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Click Create Zap.
Step 2: Trigger - HoneyBook
App Event: Search for and select HoneyBook.
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Event: Choose Project Stage Changed
Connect your HoneyBook account by getting your API key from your Integrations settings.
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Test the trigger to make sure data is coming through.
Step 3: Creating a filter
Click the + icon and add a filter condition.
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Select New Stage → (Text) Contains → SIGNED. This means the automation will only be triggered for projects with "SIGNED" status.
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Note For other CRMs, map this based on your platform’s project or contract status equivalent. |
Step 4: Action - Create a Profile Group in Vista Social
App Event: Search for and select Vista Social.
Event: Choose Create a Profile Group (Premium).
Connect your Vista Social account by getting your API key from your Integrations settings.
Continue with the setup and under Name, map the project/client name from HoneyBook.
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Choose CLIENT under Type.
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(Optional) Add the client’s timezone or any other custom tag.
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Click Test action to make sure the profile group is created successfully.
Step 5: Action - Send Email via Gmail
App Event: Search for and select Gmail (or your preferred email service)
Event: Choose Send Email.
Connect your Gmail account.
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Set up the email fields:
Map the recipient email using the client data from your CRM. In HoneyBook's case, select First Client Email.
Customize the email:
Add client name dynamically
Include the profile connection link (a no-login dashboard for connecting social accounts)
Link to their content calendar
- Personalize the closing and signature
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Note Use the email template we have provided as your starting point and tweak it to match your agency’s tone and process. |
Once everything is configured and personalized, hit Publish. This automation will now run every time a new client signs with your agency.
Key things to check
Before publishing your automation, verify the following:
- HoneyBook: The trigger is set to Project Stage Changed.
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Filter: The workflow only continues when New Stage contains
SIGNED. - Vista Social: The action is Create a Profile Group (Premium).
- Profile Group name: The client/project name is mapped correctly.
- Profile Group type: CLIENT is selected.
- Client email: The correct email field is mapped from HoneyBook.
- Profile connection link: The email includes the link the client needs to connect their social profiles.
- Content calendar: The email includes the client's calendar link.
- API keys: HoneyBook and Vista Social are connected using the appropriate API keys from their Integrations settings.
Expected behavior
After the Zap is published, a HoneyBook project that reaches the SIGNED stage will trigger the workflow.
Zapier will then:
- Create the corresponding client Profile Group in Vista Social.
- Send the client the configured welcome email.
- Provide the client with the links included in the email, such as the profile connection link and content calendar.
Frequently Asked Questions
Q: When does the automation run?
A: The workflow runs when the HoneyBook project's stage changes and the new stage contains SIGNED.
Q: Can I use a CRM other than HoneyBook?
A: The guide is built around HoneyBook, but the filter can be adapted for another CRM using that platform's equivalent project or contract status.
Q: Do I need to add an extra Vista Social seat for each client?
A: No. Extra seats are not required for this onboarding process.
Q: Can I customize the welcome email?
A: Yes. You can customize the email content, client name, profile connection link, content calendar link, closing, and signature.
Q: Can I use an email service other than Gmail?
A: The workflow uses Gmail in this example, but the source also refers to using your preferred email service for sending the connection email.
Q: What should I do if the Profile Group isn't created during the test?
A: Check that your Vista Social account is connected with the API key from your Integrations settings and that the required Profile Group fields are mapped correctly.
Need further help?
Our services team is ready to assist with the setup. Just shoot us a note for a quote on setting up your custom workflow. 💙
Related Reading:
Bulk Scheduling - CSV format explained
How to Export Your Calendar in CSV Format
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