Automated Email Blast with Follow-Ups & Response Tracking

This n8n workflow automates email blasts with follow-ups and response tracking by reading contact data from a Google Sheet daily, looping through contacts to send personalized emails based on follow-up stages via Gmail, updating the sheet with status changes, and monitoring replies for logging.

Why Use It

This workflow streamlines email marketing campaigns by automating personalized email distribution, managing follow-up sequences, and tracking responses without manual intervention, saving time, improving engagement, and providing actionable insights into contact interactions.

How to Import It

Download the Workflow JSON: Obtain the workflow file from the n8n template or create it based on this document. Import into n8n: In your n8n instance, go to "Workflows," click the three dots, select "Import from File," and upload the JSON. Configure Credentials: Set up Gmail and Google Sheets credentials in n8n. Run the Workflow: Activate the scheduled trigger and test with a sample Google Sheet.

System Architecture

Email Blast Pipeline**: Daily Trigger - 9 AM: Initiates the workflow daily at 9 AM via Cron. Read Contact Data from Google Sheet: Fetches contact details from the sheet. Loop Through Contacts: Processes each contact individually. Determine Follow-Up Stage: Identifies the current stage for each contact. Send Main/Follow-Up Email: Delivers the appropriate email via Gmail. Update Sheet Status: Updates the Google Sheet with the latest status. Response Tracking Flow**: Check Gmail for Replies: Monitors Gmail for email responses. Log Responses: Records responses in the Google Sheet.

Google Sheet File Structure

Sheet Name**: EmailCampaign
Range**: A1:F10 (or adjust based on needs)

| A | B | C | D | E | F | |------------|------------|---------------|---------------|---------------|---------------| | name | email | stage | last_email_date | status | response | | John Doe | john@example.com | Initial | 2025-08-07 | Pending | | | Jane Smith | jane@example.com | Follow-Up 1 | 2025-08-06 | Sent | "Interested" | | Bob Jones | bob@example.com | Follow-Up 2 | 2025-08-05 | Replied | "Follow up later" |

Columns**: name: Contact’s full name. email: Contact’s email address for sending emails. stage: Current follow-up stage (e.g., Initial, Follow-Up 1, Follow-Up 2). last_email_date: Date of the last email sent. status: Current status (e.g., Pending, Sent, Replied). response: Logged response from the contact (updated after reply detection).

Customization Ideas Adjust Schedule**: Change the Cron trigger to hourly or weekly based on campaign needs. Add Email Templates**: Customize email content for different stages or audiences. Incorporate SMS**: Add WhatsApp or SMS follow-ups using additional nodes. Enhance Tracking**: Integrate a dashboard (e.g., Google Data Studio) for real-time campaign analytics. Automate Segmentation**: Add logic to segment contacts by industry or interest for targeted emails.

Requirements to Run This Workflow Google Sheets Account**: For storing and managing contact data and responses. Gmail Account**: For sending emails and checking replies (requires IMAP enabled). n8n Instance**: With Google Sheets and Gmail connectors configured. Cron Service**: For scheduling the daily trigger. Internet Connection**: To access Google Sheets and Gmail APIs. API Credentials**: Gmail OAuth2 and Google Sheets API credentials set up in n8n.

Notes Ensure the Google Sheet is shared with the n8n service account or has appropriate permissions. Test the workflow with a small contact list to verify email delivery and response logging. Adjust the stage logic in the "Determine Follow-Up Stage" node to match your campaign structure.