Automation library · Chat assistants

Manage weekly coaching check-ins with Google Sheets and Gmail

Started by someone submitting a form, and works across Gmail, Google Sheets and Telegram. It hands the judgement calls to OpenAI. 32 steps, 5 branches: large, and worth reading before you trust it with anything live.

LargeCalls a model: OpenAI

Download free
32 stepsLarge: read it before trusting it with anything live
5Branches: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 3Model 2Logic 11Service 16

The steps in the order they run, from what starts it.

  1. 1Weekly Check-in Send TriggerSchedule triggerStarts it
  2. 2Client Check-in FormForm triggerStarts it
  3. 3DeepSeek Coach ModelLm Chat Open AiModel
  4. 4Client Roster ToolGoogle Sheets ToolService
  5. 5Missed Check-in Sweep TriggerSchedule triggerStarts it
  6. 6Read Active ClientsGoogle SheetsService
  7. 7Normalize Check-inSetLogic
  8. 8AI Check-in CoachAgentModel
  9. 9Read Active Clients for SweepGoogle SheetsService
  10. 10Read This Week Check-insGoogle SheetsService
  11. 11Filter Active ClientsIfLogic
  12. 12Validate Check-inIfLogic
  13. 13Parse AI ResponseSetLogic
  14. 14Build Missed ListCodeLogic
  15. 15Build Check-in EmailSetLogic
  16. 16Read Check-in HistoryGoogle SheetsService
  17. 17Telegram Invalid Check-in AlertTelegramService
  18. 18If Client FoundIfLogic
  19. 19If Any MissedIfLogic
  20. 20Email Check-in Link to ClientGmailService
  21. 21Build AI ContextCodeLogic
  22. 22Gmail Invalid Check-in NoticeGmailService
  23. 23Append Check-in to LogGoogle SheetsService
  24. 24Telegram Unknown Client AlertTelegramService
  25. 25Split Out Missed ClientsSplit OutLogic
  26. 26Telegram Missed Clients AlertTelegramService
  27. 27Email All Clear to CoachGmailService
  28. 28Email Coaching Reply to ClientGmailService
  29. 29Email Nudge to ClientGmailService
  30. 30Telegram All Clear to CoachTelegramService
  31. 31If Needs AttentionIfLogic
  32. 32Telegram Coach Attention AlertTelegramService

How it's built

Starts on
Someone submitting a form
Steps
32, with 5 branches
Size
Large: read it before trusting it with anything live
Connects to
Gmail, Google Sheets, Telegram
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Telegram accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 32 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 32 steps before you point it at anything that matters.