How to automate client onboarding from HoneyBook to Vista Social – Vista Social

Plan

× Free × Standard × Professional × Advanced ✓ Enterprise

This guide explains how to set up an automated workflow to onboard new clients or brands using HoneyBook, Zapier, and Vista Social.

What This Automation Does

Once a contract is signed in HoneyBook (or any client management system you use), the following actions will happen automatically:

A Vista Social client workspace is created
A welcome email is sent to the client
The client receives:
- A unique link to connect their social media profiles (Facebook, Threads, TikTok, etc.)
- A link to their content calendar for approvals and collaboration

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 (for sending the connection email)

🎥 Video guide

How to set up the automation in Zapier

💡 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

Go to Zapier.
Add HoneyBook, Vista Social, and Gmail to your apps.
Click Create Zap.

Step 2: Trigger — HoneyBook

App Event: Search for and select HoneyBook.
Event: Choose Project Stage Changed
Connect your HoneyBook account by getting your API key from your Integrations settings.
Test the trigger to make sure data is coming through.

Step 3: Creating a filter

Click the + icon and add a filter condition.
Select New Stage → (Text) Contains → SIGNED. This means the automation will only be triggered for projects with "SIGNED" status.

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.
Choose CLIENT under Type.
(Optional) Add the client’s timezone or any other custom tag.
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.
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
    💡 Tip: 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.

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. 💙