Workflow Templates

Zoho CRM - Smart Meeting Scheduler This workflow automatically schedules meetings for new Zoho CRM leads by detecting their timezone, checking the sales rep’s Google Calendar, generating conflict-free time slots, creating a Zoom meeting and sending a personalized AI-generated email to the lead. If no slots are available, it sends a fallback message to the lead without updating Zoho CRM. When a meeting is created, all details are logged inside Zoho CRM for visibility. ⚡ Quick Implementation Steps (Fast Start Guide) Import the workflow JSON into n8n. Configure Zoho CRM, Google Calendar, Gmail, Zoom OAuth and Gemini AI credentials. Update meeting duration, working hours, buffer time and search window. Set email recipient to the lead’s email instead of test/static values. Add the webhook URL to Zoho CRM → Automation → Webhooks. Test with a new lead and activate the workflow. 📘 What It Does This workflow automates scheduling for new Zoho CRM leads. As soon as a lead is created, it retrieves full lead and owner details, detects the lead’s timezone and checks the assigned sales rep’s upcoming Google Calendar events. This helps identify when the rep is available. Using your settings—working hours, meeting duration, buffer before/after and days to evaluate—the system generates valid meeting time slots with no conflicts. If suitable slots exist, it authenticates with Zoom and creates a meeting for the earliest option, then generates a polished HTML invitation using Gemini AI and emails it to the lead. This ensures a fast, smart and personalized lead engagement process. If no slots exist, the workflow sends a fallback email informing the lead that no availability is open in the next few days. In this branch, Zoho CRM is not updated, because no meeting was scheduled. 🎯 Who’s It For This workflow is perfect for: Sales teams managing high inbound volume CRM managers automating lead qualification & engagement SaaS companies scheduling demos automatically Agencies booking consultation calls Any team struggling with timezone-based scheduling manually 🔧 Requirements to Use This Workflow Platform Requirements n8n (Cloud or self-hosted) Required Integrations Zoho CRM OAuth2 Google Calendar OAuth2 Gmail OAuth2 Zoom OAuth (account-level) Gemini AI / Google PaLM API Required Lead Fields Email (mandatory for sending the invite) Country / State (for timezone detection) Lead Owner (to fetch rep details) 🔄 How It Works Zoho CRM Webhook triggers when a new lead is created. Workflow fetches full lead and owner details. Detects the lead’s timezone using country/state mapping. Fetches the sales rep’s availability from Google Calendar. Generates valid time slots based on working hours, buffers and meeting duration. If slots exist: Authenticate with Zoom Create a Zoom meeting Generate personalized HTML invite using Gemini AI Send email to the lead Log meeting details in Zoho CRM If no slots exist: Generate fallback message Send fallback email to the lead (Zoho CRM is NOT updated in this path) 🛠️ Setup Steps (Configuration Guide) 1. Import Workflow Go to: n8n → Workflows → Import and upload the JSON file. 2. Add Required Credentials Configure the following inside n8n: Zoho CRM OAuth Google Calendar OAuth Gmail OAuth Zoom OAuth Gemini AI API key 3. Update Workflow Configuration Node Set: Meeting duration Buffer before/after Working hours Days to look ahead Default meeting provider (Zoom) 4. Fix Email Recipient In Send Meeting Invite node, set: sendTo = {{$('Detect Lead Timezone').item.json.Email}} yaml Copy code 5. Update Google Calendar Email/ID Ensure the calendar ID matches the sales rep’s Google Calendar. 6. Add Webhook in Zoho CRM Navigate to: Setup → Automation → Webhooks → Create Webhook → Lead Created Paste the webhook URL from n8n. 7. Test the Automation Verify: Correct timezone detection Calendar availability check Zoom meeting creation AI email sent to the lead Zoho CRM updated only when meeting is created 8. Activate Workflow Enable the workflow for live operation. 🧩 How To Customize Nodes 1. Adjust Meeting Logic Modify the Workflow Configuration node to change: Slot duration Buffer time Working hour ranges Days to consider 2. Expand Timezone Detection Edit the Detect Lead Timezone node to add new countries/states. 3. Personalize Email Content Update the prompt inside the Generate Personalized Invite node. 4. Add New Regions Duplicate timezone logic for new regions (Australia, Middle East, etc.) 5. Replace Zoom Swap Zoom with Google Meet, Microsoft Teams or Zoho Meeting. ➕ Add-Ons (Optional Enhancements) Auto-book calendar events when lead confirms a slot WhatsApp notifications via Twilio or Gupshup Slack/Email internal alerts for reps Follow-up reminder emails Log lead activity to Google Sheets Attach downloadable ICS calendar file 💼 Use Case Examples SaaS demo scheduling Consultation & discovery calls Global timezone-based sales teams Onboarding/support calls Event follow-up scheduling (And many more…) 🩻 Troubleshooting Guide | Issue | Possible Cause | Solution | |-------|----------------|----------| | Lead not receiving email | Gmail OAuth expired / wrong email field | Reconnect Gmail OAuth & fix sendTo value | | Wrong time slots | Incorrect timezone detection | Update mapping in Detect Lead Timezone | | Zoom meeting not created | Invalid/expired Zoom OAuth | Reconnect Zoom credentials | | CRM not updated after fallback email | Expected behavior | No CRM update when slots don’t exist | | Workflow not triggering | Missing Zoho webhook | Re-add webhook | | Empty AI email | Gemini key incorrect | Reconfigure Gemini credentials | 🤝 Need Help? If you want assistance setting up, customizing or extending this workflow, the n8n automation team at WeblineIndia is here to help. We specialize in: Advanced automation workflows Multi-timezone scheduling systems CRM-integrated AI communication Custom Zoho + n8n development End-to-end automation architecture 👉 Contact WeblineIndia for expert workflow development and enhancements.

SignSnapHome to Multi-CRM Auto Follow-up: Complete Real Estate Open House Automation Transform Your Open House Leads into Clients with Zero Manual Work Are you tired of manually entering open house visitor information into your CRM? Losing hot leads because you didn't follow up fast enough? This powerful n8n workflow automatically syncs every SignSnapHome open house sign-in to three major real estate CRMs and executes a customizeable 7-day follow-up sequence via email and SMS. Setup Video Here 🎯 What This Workflow Does This automation creates a complete, hands-free lead nurturing system for real estate agents using SignSnap Home for open house visitor management. Every time someone signs in at your open house, this workflow: Instantly captures all visitor data from SignSnap Home via webhook Intelligently scores each lead based on agent status and property interest Automatically syncs contact information to three CRMs simultaneously: HubSpot - For marketing automation and pipeline management Follow Up Boss - For real estate-specific lead management Monday.com - For team collaboration and task tracking Logs everything to Google Sheets for complete audit trail and reporting Sends personalized follow-ups over 7 days for qualified leads: Day 0: Immediate thank you email Day 2: SMS text message check-in Day 5: Market update email with consultation offer Day 7: Automatic task created in HubSpot for agent to call 🔥 Key Features Smart Lead Qualification Not all open house visitors are equal. This workflow automatically identifies qualified leads who receive the full follow-up sequence: ✅ Visitors who don't currently have a real estate agent ✅ Visitors who have an agent but haven't signed a buyer agreement Leads who already have representation get the basic treatment (thank you email + CRM sync) to respect existing relationships while still capturing their information for future opportunities. Multi-CRM Distribution Why limit yourself to one CRM? This workflow syncs to three platforms simultaneously: HubSpot**: Creates/updates contacts with full lead scoring and property visit history Follow Up Boss**: Adds leads with source attribution and detailed notes Monday.com**: Creates board items for team visibility and collaboration Complete Activity Tracking Every touchpoint is logged to Google Sheets across three tabs: Lead Master Log**: Complete record of every visitor with lead scores and qualification status Follow-up Activity**: Timestamp of every email, SMS, and task created Errors**: Captures any visitors without email addresses for manual follow-up TCPA-Compliant SMS Follow-up Automated SMS messaging via Twilio includes: Proper consent tracking (via open house sign-in) "Reply STOP to unsubscribe" compliance footer Personalized messaging based on agent status Complete activity logging for audit trail 💼 Perfect For Real Estate Agents** using SignSnap Home for open house management Real Estate Teams** who need centralized lead tracking across multiple CRMs Brokerages** wanting to standardize follow-up processes across agents Property Marketing Teams** managing multiple open houses simultaneously 🛠️ What You'll Need Required Accounts & Credentials: SignSnapHome account with webhook integration enabled HubSpot account (Free or paid tier) with API access Follow Up Boss account with API key Monday.com account with API token Twilio account with SMS-enabled phone number SMTP Email service (Gmail, SendGrid, etc.) Google Sheets with OAuth2 access Technical Requirements: Active n8n instance (cloud or self-hosted) Basic familiarity with n8n workflows 30 minutes for initial setup and credential configuration 📊 Lead Scoring Algorithm This workflow includes intelligent lead scoring to help you prioritize follow-up: Base Score: 50 points Scoring Adjustments: No real estate agent: +30 points (HOT lead!) Property rating 4-5 stars: +20 points Property rating 1-2 stars: -20 points No buyer agreement signed: +10 points Lead Status Categories: 70-100 points**: HOT 🔥 50-69 points**: WARM 40-49 points**: OPEN 0-39 points**: COLD The Day 7 follow-up task is automatically prioritized as HIGH for leads scoring 70+ points. 🚀 Setup Overview Step 1: Import Workflow Download this workflow JSON and import it into your n8n instance. Step 2: Configure Credentials Set up authentication for all seven services: HubSpot OAuth2 or API Token Follow Up Boss HTTP Basic Auth (API key as username) Monday.com API Token Twilio API credentials SMTP email settings Google Sheets OAuth2 Step 3: Create Google Sheets Structure Create one Google Sheet with three tabs: Tab 1: "Lead Master Log" Timestamp First Name Last Name Email Phone Property Lead Score Lead Status Has Agent Buyer Agreement Qualifies for Follow-up Source Tab 2: "Follow-up Activity" Timestamp Contact Email Contact Name Activity Type Message Property Success Notes Tab 3: "Errors" Timestamp Guest Name Property Phone Error Reason Step 4: Update Placeholders Replace these values in the workflow nodes: YOUR_GOOGLE_SHEET_ID_HERE - Your Google Sheet ID (or select manually) YOUR_EMAIL@DOMAIN.COM - Your from email address YOUR_TWILIO_PHONE_NUMBER - Your Twilio phone number (format: +15551234567) YOUR_MONDAY_BOARD_ID - Your Monday.com board ID Step 5: Configure SignSnap Home Activate the workflow in n8n Copy the webhook URL Go to SignSnapHome.com → Settings → Integrations Paste webhook URL and enable "Send on each submission" Step 6: Test! Have someone sign in at your next open house (or use test mode) and watch the magic happen! 📈 Expected Results Time Savings: 15-20 minutes per open house visitor (data entry, CRM updates, follow-up scheduling) Response Rate Improvements: Immediate thank you email: Builds rapport instantly Day 2 SMS: 98% open rate (vs 20-30% for email) Day 5 market update: Re-engages interested prospects Day 7 agent call task: Ensures no lead falls through cracks, make sure you set up your crm or change this to a simple notification node. Conversion Rate Impact: Many agents report 2-3x increase in open house visitor conversions with automated follow-up vs manual processes. 🎨 Customization Ideas This workflow is designed to be easily customizable: Adjust Follow-up Timing Change Wait node durations (Day 2 → Day 1, Day 5 → Day 3, etc.) Add more touchpoints (Day 10, Day 30, Day 90) Remove SMS and use email-only sequence Modify Lead Scoring Edit the JavaScript code in "Parse SignSnap Data" node Add new scoring criteria (property price range, visit duration, etc.) Change threshold values for HOT/WARM/COLD status Expand CRM Coverage Add Salesforce using HTTP Request node Include Pipedrive (native node available) Connect Zoho CRM (native node available) Add your brokerage's proprietary CRM via API Enhance Email Content Add property photos and listing details Include market statistics and neighborhood data Embed video tours or agent introduction videos Add social proof (testimonials, recent sales) Create Property-Specific Sequences Use IF nodes to branch by property address Send different messaging per listing Customize follow-up based on price range Include neighborhood-specific content 🔐 Compliance & Privacy This workflow is designed with real estate compliance in mind: TCPA Compliance (SMS): Consent established via open house sign-in "Reply STOP to unsubscribe" included in all messages Complete activity logging for audit trail Business relationship already established CAN-SPAM Compliance (Email): Easy unsubscribe mechanism Clear sender identification Accurate subject lines Business address included Data Privacy: No data stored in n8n workflow memory All data passed through encrypted connections CRM platforms handle data retention per their policies Google Sheets can be restricted to specific users 🆘 Troubleshooting "No email address" errors Make email required in SignSnap Home form settings Check "Errors" tab in Google Sheet for missed leads Follow up manually via phone using logged information CRM sync failures Verify all API credentials are current and not expired Check API rate limits (especially HubSpot free tier) Review execution logs in n8n for specific error messages SMS not sending Confirm Twilio account has sufficient balance Verify phone number format: +1XXXXXXXXXX (E.164 format) Check that recipient's country allows SMS from your Twilio number Ensure phone number was captured in SignSnap Home Wait nodes not resuming Confirm workflow is ACTIVE (not just saved) Check n8n queue system is running properly Verify execution mode settings allow waiting executions 📚 Additional Resources SignSnap Home: Website: https://signsnaphome.com Documentation: Contact SignSnap Home support Webhook setup guide: Available in app settings n8n Documentation: Webhook nodes: https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.webhook/ Wait node: https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.wait/ Code node: https://docs.n8n.io/code-examples/ CRM API Documentation: HubSpot: https://developers.hubspot.com/ Follow Up Boss: https://docs.followupboss.com/ Monday.com: https://developer.monday.com/ 🌟 Success Story "Before this automation, I was spending 30+ minutes after every open house manually entering contacts into HubSpot, then setting reminders to follow up. Now it's completely hands-free. The SMS follow-up on Day 2 alone has doubled my response rate. Best workflow I've ever implemented!" 🚦 Next Steps Download this workflow from the n8n Creator Hub Import into your n8n instance Follow the setup guide in the sticky notes Test with a sample submission before your next open house Monitor results in your Google Sheets activity log Customize and optimize based on your response rates 💡 Pro Tips A/B test your messaging**: Duplicate the workflow and test different email subject lines or SMS wording Track conversion rates**: Add a "Converted" column to your Google Sheet and update it when leads become clients Segment by property**: Use IF nodes to send different follow-up sequences for luxury vs starter homes Add social media enrichment**: Connect Clearbit or Hunter.io to automatically find LinkedIn profiles Create dashboard reports**: Connect Google Sheets to Data Studio for visual analytics 📞 Support For workflow-specific questions, please comment on this workflow in the n8n Creator Hub. For SignSnap Home account issues, contact SignSnap Home support directly. For CRM-specific questions, consult each platform's documentation linked above. 🏷️ Tags real-estate open-house crm-automation lead-nurturing sms-marketing email-automation hubspot follow-up-boss monday.com twilio google-sheets webhook multi-crm lead-scoring signsnap-home Version: 1.0 Last Updated: January 2025 Compatibility: n8n v1.0+ License: MIT Built with ❤️ for the real estate community. Questions or improvements? Drop a comment below!

Overview: GitHub to WordPress Tutorial Generator This workflow automates the process of creating technical tutorials for your blog. It runs on a weekly schedule, automatically identifies trending GitHub repositories, uses an AI to generate a detailed tutorial for each one, and then saves the content as a draft post on your WordPress site. Finally, it sends you an email notification so you can review and publish the new content. This is an excellent way to keep your blog fresh with relevant, trending topics without manual effort. How It Works Weekly Trigger: The workflow is set to activate every Monday at 10 AM, starting the entire process. Get Trending Repositories: The workflow makes an HTTP request to the GitHub API to find the most popular repositories. Split Items: The Split node processes the list of repositories from the GitHub API, handling each one as a separate item. This ensures that a unique tutorial is created for every trending repository. AI Tutorial Generation: The AI Tutorial Generator node, powered by the Google Gemini Chat Model, takes the information for each repository and, following a detailed prompt, creates a comprehensive tutorial. The prompt instructs the AI to include an introduction, prerequisites, code examples, best practices, and more. Format Content: A Code node then processes the AI's output. It extracts the title and content, ensuring the data is correctly formatted for the next steps. It's a key step to handle potential variations in the AI's output. Create WordPress Post: The WordPress node takes the formatted tutorial content and creates a new post on your blog, automatically setting the title, tags, and categories. It's saved as a draft, allowing you to review and edit it before publishing. Send Notification: Once the post is created, the Email node sends a notification to your email address, letting you know a new tutorial is ready for your review. Setup Steps Configure WordPress Credentials: In the Create Tutorial Post node, add your WordPress credentials. This includes your site URL, username, and application password. Set Up Email Credentials: In the Notify Admin node, add your email service credentials (e.g., SMTP, Gmail) to enable sending email notifications. Configure GitHub API Access: Manual Mapping: Run the Get Trending Repos node once to get sample data. In the Split Repository Items node, manually map the data by setting the "Field to Split Out" to json.items. This tells the workflow to process each repository in the API response. Optional: For higher API limits, you can create a GitHub Personal Access Token and configure the Get Trending Repos node to use it. Review AI Prompt: Go to the AI Tutorial Generator node and read the system message. You can adjust the prompt to change the style, length, or content of the tutorials the AI generates.

This n8n template demonstrates how to use AI to capture, qualify, and route inbound leads automatically from email or web forms. It extracts key business information using AI, scores the lead based on your ideal customer profile, creates CRM records, notifies your team on Slack, and logs all activity—including failures—to Google Sheets. Use cases include: automating sales inboxes, qualifying form leads for agencies or SaaS products, routing high-fit prospects to the right territory owner, and keeping your sales and ops teams aligned without manual data entry. Good to know The OpenAI model is used for lead data extraction and will incur a small cost per run depending on volume. This workflow supports either Salesforce or HubSpot as the CRM system—select which one in the configuration node. You’ll need valid credentials for Gmail (or another email service), OpenAI, Slack, Google Sheets, and your chosen CRM before running. How it works Triggers: A Gmail trigger polls for new inbound emails. A Webhook node receives submissions from any online form. Both sources merge into a single pipeline. Validation: Incoming data is checked for required fields (email or text). Invalid entries are routed to the Dead Letter Queue (DLQ) for review. AI Extraction: The OpenAI node extracts structured fields like company name, size, industry, role, region, problem statement, and budget signals from free-form text. Parsing & Scoring: The AI output is parsed, then a code node calculates a 0–100 lead score based on transparent criteria—industry, size, role, problem clarity, and budget mentions. It also assigns a lead tier (Hot, Warm, Cold, Unqualified). CRM Routing: Depending on your configuration, the workflow creates a Salesforce lead (default) or can be easily adapted for HubSpot. Territory or CRM owner routing can be extended here. Slack Notification: A rich Slack message summarizes the lead score and reasoning and includes a “Create intro email” button for quick action. Logging: All successful leads are logged to Google Sheets for reporting. Any failed or invalid leads are logged separately to the DLQ tab for auditing. How to use Configure your credentials for Gmail, OpenAI, Slack, Google Sheets, and your CRM. Open the Workflow Configuration node and fill in your target industries, buyer roles, company size, Slack channel ID, Google Sheets URL, and CRM choice. Create corresponding tabs in your Google Sheet for Leads and DLQ. Test by sending a sample email or form submission, then watch the workflow extract, score, route, and notify automatically. Requirements OpenAI account for text extraction Gmail (or other email provider) for the email trigger Slack for lead notifications Google Sheets for logging leads and DLQ entries Salesforce or HubSpot account for CRM integration Customizing this workflow This template can be expanded in many ways: Add HubSpot routing on the first Switch output. Integrate a Slack button handler to auto-generate intro emails. Add retry and backoff logic for resilience. Modify the scoring rubric in the code node to match your unique ICP. Connect additional sources, such as LinkedIn forms or landing page builders, for omnichannel lead capture.

Unleash the power of AI to automate your job search, tailor your applications, and boost your chances of landing your dream job! This comprehensive workflow handles everything from finding relevant job postings to generating personalized resumes and cover letters. Use cases are many: Automate your entire job application process:** Spend less time searching and more time preparing for interviews. Tailor your resume and cover letter for every application:** Maximize your ATS compatibility and stand out to recruiters. Efficiently track your applications:** Keep all your job search activities organized in one place. Discover new job opportunities:** Leverage the Adzuna API to find relevant listings. Good to know: Free Adzuna API:* This workflow utilizes the *free Adzuna API, making job search capabilities accessible without initial cost. OpenRouter Chat Model Costs:** AI model usage (for resume rewriting and cover letter generation) will incur costs based on the OpenRouter pricing model. Please check OpenRouter's official website for updated pricing information. Model Availability:** The AI models used may have geo-restrictions. If you encounter a "model not found" error, it might not be available in your country or region. How it works: Webhook Trigger: The workflow is initiated via a webhook, allowing you to trigger it manually or integrate it with other systems (e.g., a form submission with your desired job title and resume). Resume Extraction: Your uploaded resume (e.g., PDF) is automatically extracted into a readable text format. Job Search (Adzuna API): Using the provided job title, the workflow queries the Adzuna API to fetch relevant job postings. Job Filtering: Duplicate job listings are filtered out to ensure you receive unique opportunities. Job Info Extraction: Key details like job description, company name, and job URL are extracted from each posting. Skills Extraction (AI): An AI model (OpenRouter) analyzes the job description to identify the top skills and qualifications required. Resume Match Scoring (AI): Your resume is compared against the extracted job skills by an AI model, generating a compatibility score (1-5). Conditional Resume & Cover Letter Generation: If the resume match score is satisfactory (≥ 3): Tailored Resume Generation (AI): An AI model rewrites your resume, specifically highlighting the skills and experience most relevant to the target job, in an ATS-friendly and human-readable JSON/HTML format. Personalized Cover Letter Generation (AI): A custom cover letter is drafted by AI, uniquely tailored to the job description and your newly optimized resume, generated as well-formatted HTML. Google Sheets Integration: The generated cover letter, tailored resume, job URL, and application status are automatically updated in your designated Google Sheet for easy tracking. Gmail Notification: A personalized email containing the generated cover letter, tailored resume, and a direct link to the job posting on Adzuna is sent to your specified email address. Webhook Response: A final text response is sent back via the webhook, summarizing the sent application materials. How to use: Manual Trigger:** The workflow is set up with a manual trigger (Webhook) for initial testing and demonstration. You can easily replace this with an n8n form, a scheduled trigger, or integrate it into your existing tools. Input:** Provide your desired job search keyword and your resume (e.g., as a PDF) to the webhook. Review & Apply:** Review the AI-generated cover letter and tailored resume sent to your email, then proceed to apply for the job using the provided Adzuna link. Requirements: n8n Instance:** A running n8n instance (self-hosted or cloud). Adzuna API Key:** A free Adzuna API key (easily obtainable from their developer portal). OpenRouter Account:** For AI model access (costs apply based on usage). Google Sheets Account:** To store and track your job applications. Gmail Account:** To send automated application emails. Customizing this workflow: This workflow is highly customizable. You can: Integrate with other job boards (e.g., LinkedIn, Indeed) using their APIs. Add more sophisticated AI models or custom prompts for even finer control over resume and cover letter generation. Connect to other services for CRM, calendar management, or applicant tracking. Implement different filtering criteria for job postings. Expand the data stored in your Google Sheet (e.g., interview dates, feedback). Start automating your job search today and streamline your path to career success!

This workflow provides personalized travel destination recommendations by analyzing past trip history, user preferences, travel behavior patterns, and current trends. It uses Claude AI to generate intelligent, context-aware suggestions tailored to each traveler. How it works Receive Trip Request - Webhook captures user query with preferences and constraints Validate Input - Checks required fields, normalizes data, calculates user profile metrics Fetch Travel History - Retrieves past trips, ratings, and behavioral data from Google Sheets Analyze Patterns - Identifies travel patterns, preferred destinations, seasonal preferences Claude AI Recommendation - Generates personalized destination suggestions with reasoning Enrich with Live Data - Adds current weather, events, flight prices (optional) Store Recommendation - Saves suggestion to database with full context Send Personalized Response - Delivers recommendations via email or API response Daily Batch Updates - Scheduled job to refresh recommendations for all active users Trend Analysis - Weekly reports on popular destinations and emerging trends Setup Steps Import workflow into n8n Configure credentials: Anthropic API - Claude AI for recommendation engine Google Sheets - Trip history and user profiles SMTP / Gmail - Email notifications Weather API (optional) - Real-time weather data Flight API (optional) - Price comparisons Create Google Sheets with tabs: user_profiles - User data and preferences trip_history - Past trip records recommendations - Generated suggestions analytics - Trend analysis logs Set your API keys and sheet IDs in the configuration nodes Activate both webhook and scheduled workflows Sample Trip Request Payload { "userId": "USER-2025-1234", "userName": "Sarah Johnson", "userEmail": "sarah.j@example.com", "preferences": { "budget": "moderate", "travelStyle": "adventure", "interests": ["hiking", "local cuisine", "cultural sites"], "climate": "warm", "duration": "7-10 days", "travelMonth": "June" }, "constraints": { "maxBudget": 3000, "departureCity": "San Francisco", "companions": "solo", "accessibility": "none" }, "excludeRegions": ["visited_recently"], "prioritize": "unique_experiences" } Features AI-Powered Personalization** - Claude analyzes patterns and generates unique suggestions Behavioral Learning** - Improves over time based on trip ratings and feedback Real-Time Data Integration** - Weather, events, and pricing for recommended destinations Budget Optimization** - Suggests best value destinations within user budget Seasonal Intelligence** - Recommends optimal travel timing Trend Detection** - Identifies emerging destinations before they get crowded Multi-Factor Scoring** - Balances preferences, budget, timing, and uniqueness

Overview This workflow automates your entire sales outreach process across LinkedIn, Email, and WhatsApp using AI to create hyper-personalized messages for each prospect. Instead of spending hours crafting individual messages, the workflow analyzes your lead data and generates customized connection requests, emails, and WhatsApp messages that feel genuinely personal and researched. The workflow includes a built-in approval mechanism, so you can review all AI-generated messages before they're sent, ensuring quality control while still saving massive amounts of time. How It Works The workflow follows a seven-step process: Step 1: Data Collection The workflow starts by reading your lead data from a Google Sheet. Your sheet should contain information about each prospect including their name, title, company, industry, technologies they use, and any other relevant details that can be used for personalization. Step 2: Batch Processing To prevent overwhelming APIs and ensure smooth operation, the workflow processes leads in batches. Each lead's complete data is prepared and formatted for the AI agent to analyze. Step 3: AI Personalization This is where the magic happens. The AI agent receives all the prospect data and generates three distinct messages: A LinkedIn connection request (under 300 characters) that references their specific role, company, or industry A professional HTML email that demonstrates you've researched their business and explains how you can help A casual WhatsApp message that's friendly and approachable The AI is instructed to make these messages sound completely human, never generic or templated. Step 4: Data Cleanup and Storage The AI's output is parsed and cleaned up, then written back to your Google Sheet in separate columns. This creates a permanent record of all generated messages for your review. Step 5: Manual Approval Before anything gets sent, you receive an email asking for your approval. You can review all the generated messages in your Google Sheet, make any edits if needed, and then approve or reject the batch. This ensures you maintain full control over what goes out. Step 6: LinkedIn Automation Once approved, the workflow triggers your Phantombuster agent to send LinkedIn connection requests using the AI-generated messages. Phantombuster handles the actual LinkedIn interaction safely within their platform's limits. Step 7: Email and Notification Delivery Finally, the workflow sends out the personalized emails via Gmail and optionally notifies you via Telegram for each message sent. This happens sequentially to respect rate limits and maintain deliverability. Setup Requirements Before you can use this workflow, you'll need to set up several accounts and gather credentials: Essential Services: An n8n instance (cloud or self-hosted) A Google account with Google Sheets access A Gmail account for sending emails An OpenAI account with API access (for the AI agent) Phantombuster account (for LinkedIn automation) Optional Services: Telegram account and bot (for notifications) Credentials You'll Need: Google Sheets OAuth2 credentials Gmail OAuth2 credentials OpenAI API key Phantombuster API key and agent ID Telegram bot token and chat ID (if using notifications) How to Use This Workflow Initial Setup: Import this workflow into your n8n instance Add all required credentials in n8n's credential manager Create your Google Sheet with the following columns at minimum: First Name, Last Name, Title, Company Name, Personal Email, Industry, Website. Add three additional columns for output: Connection, AI Email, AI Whatsapp Message Copy your Google Sheet ID from the URL and update it in all Google Sheets nodes Open the AI Agent node and update the prompt with your personal information: your name, title, email, and LinkedIn URL Update the email addresses in the Gmail nodes to your actual email addresses Configure your Phantombuster agent for LinkedIn and add the API key and agent ID Running the Workflow: Add your lead data to the Google Sheet (you can start with just 2-3 leads for testing) Click "Execute Workflow" in n8n to start the process Wait for the AI to generate messages (this takes a few seconds per lead) Check your email for the approval request Review the AI-generated messages in your Google Sheet Reply to the approval email with your decision If approved, the workflow will automatically send LinkedIn requests, emails, and WhatsApp messages Best Practices: Start small. Process 5-10 leads at a time initially to test the quality of AI-generated messages and ensure everything works correctly. Once you're confident in the output, you can scale up to larger batches. Monitor your results. Keep track of response rates in your Google Sheet and adjust the AI prompt if certain types of messages aren't performing well. Respect rate limits. Gmail allows 100-500 emails per day depending on your account type, and LinkedIn has strict limits on connection requests (typically 100 per week through automation tools). Stay well within these limits to avoid account restrictions. Customizing This Workflow The workflow is designed to be highly customizable to fit your specific use case: Personalizing the AI Prompt: The most important customization is in the AI Agent node's prompt. You can modify it to: Emphasize different aspects of your value proposition Change the tone from formal to casual or vice versa Include specific pain points relevant to your target industry Add your company's unique selling points Adjust message length and structure Modifying the Output: You can change what the AI generates by editing the prompt. For example, you might want: Different message types (Twitter DMs instead of WhatsApp) Multiple email variations for A/B testing Follow-up message sequences Industry-specific templates Adding Features: The workflow can be extended with additional nodes: Add time delays between sends to appear more natural Include condition checks to segment leads by industry or company size Connect to your CRM to automatically log activities Add sentiment analysis to filter out negative-sounding messages Implement response tracking by monitoring your inbox Changing Tools: If you prefer different services, you can swap out nodes: Replace Phantombuster with other LinkedIn automation tools Use SendGrid or Mailgun instead of Gmail for higher volume Add Slack notifications instead of Telegram Connect to WhatsApp Business API for official messaging Data Source Alternatives: Instead of Google Sheets, you could: Connect directly to your CRM (HubSpot, Salesforce, Pipedrive) Use Airtable as your database Pull data from CSV files uploaded to cloud storage Integrate with lead generation tools like Apollo or Hunter Tips for Success The quality of your AI-generated messages depends heavily on the data you provide. The more information you have about each prospect (their role, company size, technologies used, recent news, pain points), the more personalized and effective the messages will be. Regularly review and refine your AI prompt based on the responses you're getting. If prospects aren't responding, your messages might be too sales-focused or not personal enough. Adjust the prompt to make messages feel more consultative and helpful. Don't send to your entire list at once. Even with approval gates, it's wise to test with small batches, measure results, iterate on your approach, and then scale up gradually. Always comply with email and LinkedIn best practices. Never spam, always provide value in your outreach, respect people's time and privacy, and make it easy for them to opt out if they're not interested. This workflow is a powerful tool that can save you hours of work while actually improving the quality of your outreach through AI-powered personalization. Use it responsibly and watch your response rates improve.

Meeting Minutes & Action Item Tracker Fully automated meeting documentation workflow that uses AI to transform raw transcripts into professional PDFs and actionable tasks. Features AI-powered summary generation (GPT-4) Automatic action item extraction with assignees, deadlines, and priorities Professional PDF generation with custom styling Multi-channel distribution (Email, Slack, Google Drive) Task creation in Google Tasks Personalized notifications to each assignee Deadline tracking and urgency detection Setup Instructions REQUIRED CREDENTIALS: OpenAI API - Get from Gmail OAuth2 - Connect your Google account Google Drive OAuth2 - Same Google account Google Tasks OAuth2 - Same Google account Slack OAuth2 - Connect your workspace htmlcsstopdf API - Get from CONFIGURATION STEPS: WEBHOOK: Note your webhook URL after activation EMAIL NODES: "Email All Participants": Uses participants array from input "Send Individual Task Emails": Change @yourcompany.com to your domain GOOGLE DRIVE: Select folder where PDFs should be stored Recommended: Create "Meeting Minutes" folder SLACK: Select channel for team notifications Recommended: Create #meeting-notes channel GOOGLE TASKS: Select task list where tasks should be created Default list works fine TESTING: Use the webhook URL with sample meeting data Check execution log for any errors Verify PDF in Google Drive Check emails were sent Confirm tasks created in Google Tasks Example Input Format POST : Headers: Content-Type: application/json Body: { "title": "Weekly Team Standup", "date": "2025-09-29", "participants": [ "john@company.com", "sarah@company.com", "joe@company.com" ], "duration": "30 minutes", "transcript": "John started the meeting by discussing the progress on the API development. Sarah mentioned that she's working on the dashboard and needs to prepare mockups by Thursday. The team agreed that Sarah will review the API documentation before the client demo on Friday. Akshita confirmed she finished the database schema redesign and needs to schedule a meeting with DevOps team by next Monday to discuss production deployment." } This will generate: Professional PDF with summary and action items Emails to all participants Individual task emails to John, Sarah, and Joe Tasks in Google Tasks Slack notification Output After execution, you'll get: Professional PDF stored in Google Drive Email sent to all participants with meeting overview Individual emails to each assignee with their tasks Slack notification with summary and download link Tasks created in Google Tasks with deadlines CUSTOMIZATION: Modify PDF styling in "Generate PDF Document" node Adjust email templates in Gmail nodes Change AI prompts in OpenAI nodes for different output Modify priority/deadline logic in "Parse and Enrich Data" Troubleshooting Workflow stops at validation: Ensure transcript has >50 words Check that webhook payload is correctly formatted No PDF generated: Verify htmlcsstopdf API credentials Check API usage limits Tasks not created: Verify deadline format is YYYY-MM-DD Check Google Tasks API connection Emails not sending: Confirm Gmail OAuth2 is connected Check that email addresses are valid Support For issues or questions, visit the n8n community forum. License MIT License - Feel free to modify and share!

Automated Pre-Issued Workshop Certificate Generator Description: This workflow automates the entire pre-issuance process of workshop participation certificates. When an attendee submits a registration form via a webhook, the workflow validates the data, verifies the attendee’s email, generates a unique Certificate ID and QR code, creates a styled certificate image, stores it on Google Drive, emails the certificate to the attendee, logs all details in Google Sheets, and notifies organizers via Slack — all fully automated. This template is ideal for institutions, event teams, training organizations, hackathons, and workshops that want to automate certificate issuing and remove manual processing. Key Features: Webhook-based registration intake** Required field + email validation using VerifiEmail API** Auto-generated Certificate ID, QR code, and verification URL** Dynamic HTML-to-Image certificate generation** Automatic email delivery with certificate attachment (Gmail)** Auto-upload certificate to Google Drive** Real-time Slack notification for organizers** Registration + certificate logging in Google Sheets** Instant webhook response with certificate metadata** How It Works (Short Summary): Webhook Trigger receives registration details. Validator checks for mandatory fields (name, email, event). Email verification ensures the email is deliverable. Certificate generation creates unique ID + QR + HTML. HTML-to-Image converts the certificate to PNG. Upload to Google Drive stores the certificate file. Email node sends the certificate to the attendee. Google Sheets logs the registration + certificate details. Slack message notifies organizers instantly. Webhook response returns success JSON. Use Cases: Workshops Webinars Training sessions Bootcamps Corporate events Hackathons Student registrations Event ticketing / entry pass systems Required Credentials: VerifiEmail API** – email validation at verifi.email HTMLCSStoImage API** – convert certificate HTML to PNG at htmlcsstoimg.com Gmail OAuth2** – send certificate emails Google Drive OAuth2** – store certificate files Google Sheets OAuth2** – logging Slack API** – organizer notifications Setup Instructions: Import this template into your n8n instance. Open the Webhook node and copy the generated webhook URL. Use this URL in your registration form / frontend / Postman. Add all required credentials in the Credentials Manager. Customize certificate HTML (colors, branding, logos) if needed. Test with a sample POST request containing all required fields: name email event date time venue organization designation Enable the workflow. Input Format (POST Body Required): { "name": "John Doe", "email": "john@example.com", "event": "AI Workshop 2025", "date": "25 Nov 2025", "time": "10:00 AM", "venue": "Auditorium Hall", "organization": "Tech University", "designation": "Student" } Output (Webhook Response): { "success": true, "message": "Registration successful! Certificate sent to your email.", "certificateId": "CERT-12345-ABCD", "verifyUrl": "https://workshopverify.com/cert?id=CERT-12345-ABCD" } Why This Workflow is Useful: Eliminates manual certificate design & sending Ensures professional, consistent certificates Reduces event staff workload Guarantees accurate data logging Provides instant attendee confirmation Enhances event experience with automation

🦷 Dental Clinic Appointment Booking System (n8n) This project is an automated appointment booking system for a dental clinic, built using #n8n. It helps streamline clinic operations by checking availability, creating events in Google Calendar, and sending email notifications to both the doctor and the patient. ✨ Features ✅ Check available slots before booking ✅ Create event in Google Calendar after patient confirmation ✅ Send email notification to the Doctor with appointment details ✅ Send email confirmation to the Patient with their booking details ✅ Unique Appointment ID generation for every booking 🚀 Live Demo https://devsabirul.github.io/Dental-Clinic-Receptionist-N8n/ 🛠 Tech Used n8n.io (Automation Platform) Google Calendar API (Manage bookings) SMTP / Gmail (Send email notifications) 📂 Workflow Setup Import Workflow JSON In n8n, go to Workflows → Import from File. Set Credentials Configure Google Calendar API Credentials in n8n. Configure Email SMTP / Gmail Credentials for sending emails. Update Clinic Info Replace placeholder Doctor’s email with the real email. Customize messages (email subject, body). 📧 Example Email Sent To Doctor: New Appointment Booked Patient: John Doe Phone: +123456789 Email: john@example.com Date: 31st August 2025 Time: 2:15 PM Appointment ID: APT-20250831-ABCD12 To Patient: Hello John Doe, Your appointment has been successfully booked. 📅 Date: 31st August 2025 🕒 Time: 2:15 PM 📍 Appointment ID: APT-20250831-ABCD12 Thank you, Dental Clinic 📌 Tags #n8n #automation #dentalclinic #calendar #appointment 🙌 Author 👨‍💻 Developed by MD Sabirul Islam

One-Line Description Automatically detects missed Zoom demos booked via Calendly and triggers AI-powered follow-up sequences. Detailed Description What it does: When a prospect books a demo through Calendly but fails to join the Zoom meeting, this workflow automatically detects the no-show, generates personalized recovery messages using AI, updates your database, and notifies your sales team—all within minutes of the meeting ending. It bridges Calendly, Zoom, and your follow-up channels to ensure no lead falls through the cracks. Who it's for: Sales teams** running high-volume demo calendars who lose 20-40% of booked meetings to no-shows Customer success managers** conducting onboarding calls where attendance tracking matters SDRs and BDRs** who need immediate alerts when prospects miss scheduled meetings Revenue operations teams** seeking to improve demo-to-opportunity conversion rates through faster follow-up Key Features: Real-time no-show detection** - Automatically checks Zoom participant lists against expected attendees within seconds of meeting end AI-generated recovery messaging** - Creates contextual, empathetic follow-up emails and LinkedIn messages tailored to each no-show scenario Instant team notifications** - Sends formatted Slack alerts with attendee details and suggested next actions so reps can manually follow up if needed Attendance tracking database** - Maintains a searchable record of all bookings and attendance status for reporting and analysis Multi-channel follow-up orchestration** - Coordinates email, Slack notifications, and optional CRM updates from a single automation Selective event filtering** - Processes only specific Calendly event types so you control which meetings trigger the workflow How it works: Booking capture: Calendly webhook fires when a demo is scheduled, extracting Zoom meeting details and attendee information Meeting monitoring: When the Zoom meeting ends, a second webhook triggers attendance verification by pulling the participant list from Zoom's API No-show identification: Workflow cross-references the expected attendee email with actual Zoom participants to confirm whether they attended Automated response: For confirmed no-shows, AI generates personalized recovery messages while the system updates your database and notifies your team via Slack Optional integrations: Simultaneously updates CRM deal stages or triggers additional follow-up sequences based on your configuration Setup Requirements Prerequisites: Calendly account** (any paid plan) with webhook access and Personal Access Token Zoom account** (Pro or higher) with Server-to-Server OAuth app credentials for API access OpenAI API key** for AI-generated follow-up message creation Slack workspace** with OAuth permissions to post messages (optional but recommended) n8n Data Table** created with columns: meeting_id, email, status (built-in n8n feature, no external database needed) Email sending service** configured in n8n (SMTP, Gmail, SendGrid, etc.) if enabling automated email sending CRM API access** (HubSpot, Salesforce, Pipedrive, etc.) if enabling deal updates (optional) Note: Zoom API has rate limits (varies by plan); this workflow makes 1-2 API calls per meeting end event. Estimated Setup Time: 45-60 minutes including Zoom app creation, Calendly webhook configuration, and Data Table setup Installation Notes Critical setup steps: Zoom webhook validation**: You must complete Zoom's webhook endpoint validation process before receiving real events. The workflow includes a dedicated validation path—run it once after creating your Zoom app. Calendly webhook creation**: Use the "Manual Setup Trigger" path in the workflow to programmatically create your Calendly webhook subscription. This only needs to run once. Event type filtering**: Replace the placeholder YOUR_CALENDLY_EVENT_TYPE_URI with your specific demo event type URI from Calendly to avoid processing all meeting types. Test with a real meeting**: Book a test demo, join briefly with a different email than the booking email, then leave. The workflow should detect the "no-show" for the booking email. Common pitfalls to avoid: Forgetting to enable the disabled "Send Recovery Email" node after testing (it's disabled by default to prevent accidental sends during setup) Not configuring Zoom Server-to-Server OAuth correctly (requires Account ID, Client ID, and Client Secret—not JWT credentials) Using a personal Calendly account instead of an organization account (webhooks require organization-level access) Overlooking the Data Table creation step—the workflow will fail without this internal database Testing recommendations: Start with Slack notifications only (leave email sending disabled) to verify the workflow logic Use your own email as a test booking to safely generate AI messages without sending to real prospects Check the Data Table after each test to confirm booking records are being created and updated correctly Customization Options Easy modifications: Swap email for SMS**: Replace the email node with Twilio SMS to send text message follow-ups instead Add delays**: Insert "Wait" nodes to schedule follow-ups hours or days later rather than immediately Change AI tone**: Modify the OpenAI prompt to match your brand voice (casual, formal, humorous, etc.) Multi-step sequences**: Duplicate the AI and email nodes to create a 3-touch follow-up cadence over several days Different CRM platforms**: The HubSpot node can be swapped for Salesforce, Pipedrive, or any CRM n8n supports Extension possibilities: Add Google Sheets logging for executive dashboard reporting on no-show rates Integrate with Calendly's rescheduling API to automatically send rebooking links Connect to Loom or Vidyard APIs to attach pre-recorded demo videos in follow-up emails Create a "second chance" discount workflow that offers incentives for rescheduling Build a predictive model by exporting no-show data to analyze patterns (time of day, lead source, etc.) Category Sales Tags calendly zoom no-show-recovery demo-automation lead-follow-up sales-automation meeting-tracking ai-messaging slack-notification openai Use Case Examples SaaS sales team**: A B2B software company runs 40+ demos per week. When prospects no-show, this workflow immediately notifies the assigned rep in Slack with a pre-written LinkedIn message, sends an empathetic recovery email offering a Loom recording alternative, and flags the deal in HubSpot for manual outreach within 2 hours. Agency onboarding**: A marketing agency conducts discovery calls with new clients. If a client misses their scheduled kickoff meeting, the workflow logs the no-show, updates the client status in their CRM, and sends a friendly rescheduling email with three alternative time slots—all before the account manager even notices. Customer success**: A customer onboarding team tracks training session attendance. When users don't join their scheduled implementation calls, the workflow automatically sends a resource-rich email with documentation links, notifies the CSM team channel, and schedules a follow-up task in their project management tool.

Who's it for This workflow is perfect for individuals, small businesses, or households who need to: Automatically process and categorize expense receipts Extract structured data from invoices and receipts using AI Store receipts in multiple locations (Google Drive and S3) Send automated email notifications with expense details Send documents to accounting systems via email hooks How it works This comprehensive expense processing workflow combines AI-powered document analysis with automated file management and notifications. Here's the complete flow: Form Submission: Users submit expenses through a web form with receipt upload and category selection (Personal, Business, or Shared/Home) AI Document Processing: The workflow extracts text from PDF receipts using OCR, then uses Google Gemini AI to parse and structure the data into a standardized JSON format including vendor details, amounts, dates, and categorization Smart Routing: Based on the expense category, receipts are automatically routed to different processing paths with category-specific folder organization Multi-Destination Storage: Receipts are uploaded to: Google Drive (organized by year/month folders) S3 cloud storage buckets Different destinations based on expense type Email Notifications: Sends formatted HTML email notifications with complete expense details and links to stored receipts Accounting System Integration: Automatically forwards business expenses to accounting systems via email hooks (customizable per user requirements) Requirements Credentials needed: Google Gemini API**: For AI-powered document analysis Google Drive OAuth2**: For personal and business drive access Gmail OAuth2**: For sending email notifications S3 Storage**: For cloud backup (AWS S3, Wasabi, etc.) Services used: Google Drive (multiple accounts supported) Google Gemini AI Gmail S3-compatible storage Form trigger webhook How to set up Step 1: Configure Credentials Set up Google Gemini API credentials in n8n Configure Google Drive OAuth2 for both personal and business accounts Add Gmail OAuth2 credentials Set up S3 storage credentials Step 2: Update Configuration Replace all placeholder values: YOUR_GEMINI_CREDENTIAL_ID with your Gemini credential ID YOUR_PERSONAL_GDRIVE_CREDENTIAL_ID with personal Drive credential YOUR_BUSINESS_GDRIVE_CREDENTIAL_ID with business Drive credential YOUR_GMAIL_CREDENTIAL_ID with Gmail credential YOUR_S3_CREDENTIAL_ID with S3 credential Update Google Drive folder structure: Replace YOUR_BUSINESS_DRIVE_ID and YOUR_SHARED_DRIVE_ID with actual drive IDs Update the JavaScript code in the three Code nodes with your actual folder mapping Configure email addresses: Replace user@example.com with your notification email Replace receipts@paperless-service.com with your accounting system's email hook (this is a mail hook for uploading documents to small business accounting systems - can be modified per user requirements) Update S3 bucket names: Replace business-expenses, personal-expenses, and shared-expenses with your bucket names Step 3: Set Up Folder Structure Create organized folder structures in your Google Drives: Drive Root/ ├── 2024/ │ ├── January/ │ ├── February/ │ └── ... (all months) ├── 2025/ │ ├── January/ │ └── ... (all months) └── 2026/ └── ... (all months) Step 4: Test the Workflow Activate the workflow Submit a test expense through the form Verify files are uploaded to correct locations Check email notifications are received How to customize the workflow Expense Categories Modify the form dropdown options and conditional logic to add/remove expense categories: Edit the "On form submission" node form fields Update the IF condition nodes for routing Add new processing paths as needed AI Processing Schema Customize the structured output parser schema to extract different fields: Modify the JSON schema in the "Structured Output Parser" node Update the AI system prompt for different extraction requirements Add new fields for specific business needs Storage Destinations Add or modify storage locations: Duplicate upload nodes for additional cloud services Modify folder organization logic in Code nodes Add new conditional routing for different storage rules Email Templates Customize the HTML email template: Edit the email message content in the Gmail node Add/remove expense fields in the table Modify styling and branding Folder Organization Update the JavaScript code in Code nodes to match your folder structure: Modify the CSV data with your actual folder IDs Change the date-based organization logic Add custom folder naming conventions Integration Extensions Extend the workflow with additional integrations: Add Slack notifications Connect to accounting software (QuickBooks, Xero) Integrate with expense management platforms Add approval workflows for business expenses