Existing Chat-space onboarding notification and admin follow-up

A new member of the existing space receives the approved welcome, the space sees the join notification, and the flow owner gets a personal follow-up task.

Starter: When someone joins a space (an existing Google Chat space)

1. Send the newcomer a direct welcomeChatUse the Chat 'Send a message' step to send the joined user the space purpose, working norms, and links to the approved onboarding material.
2. Post the join event to the spaceChatUse the Chat 'Post in a space' step to tell the existing space that a new member joined and name the human owner for any role-specific introduction.
3. Create an IT follow-up taskTasksUse the Tasks 'Create a task' step to add a personal task for the flow owner to verify the person's onboarding checklist outside Chat. Google Tasks creates the task in the flow owner's primary task list; it is not assigned to the newcomer.

• Joined user — The user supplied by the space-joined starter. (e.g. Priya Shah)
• Space name — The existing Chat space that triggered the flow. (e.g. IT Operations)
• Onboarding guide link — A maintained internal guide URL inserted into the message. (e.g. https://docs.google.com/document/d/example)

Paste this draft into Google Workspace Studio's Describe it with AI box, then review and adjust the flow it builds. This is Google's Gemini feature — CertPilot does not run any AI.

• An eligible work or school Google Workspace account with Workspace Studio and Gemini enabled by your admin.
• Access to Chat and Tasks (subject to your admin's Studio step controls).
• An existing Google Chat space and an approved onboarding guide link.

Security notes

• Keep the welcome message free of credentials and sensitive access details; link only to material the joined user is allowed to view.
• Confirm the existing space's membership and external-user policy before posting the join event.
• Subject to your admin's Studio controls, DLP, and external-user approval policy.

What it does not do

• Workspace Studio cannot create a Chat space — this starter watches an existing space.
• Does NOT provision an account, add the person to other groups/spaces, or grant any application access.
• The created Google Task belongs to the flow owner; Workspace Studio's documented Tasks step does not assign it to the newcomer.

• Workspace Studio test runs take real actions — this test really sends Chat messages and creates a Google Task.
• Use a test Chat space and a test user you are authorised to add, then confirm the direct message, space post, and owner task.
• Remove the test member and delete the test task when finished.

Primary source

Last verified 26 August 2026

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• Quarterly access-review reminder to system owners

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