# Manage weekly coaching check-ins with Google Sheets and Gmail: n8n workflow > Started by someone submitting a form, and works across Gmail, Google Sheets and Telegram. It hands the judgement calls to OpenAI. Source: https://millionrounds.com/workflow/manage-weekly-coaching-check-ins-with-google-sheets-and-gmai (Millionrounds; every figure on the page links to its filing or article) [Automation library](https://millionrounds.com/workflows) · [Chat assistants](https://millionrounds.com/workflows?category=Chat+assistants#library) # 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. Large Calls a model: OpenAI [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-weekly-coaching-check-ins-with-google-sheets-and-gmai) **32 steps** Large: read it before trusting it with anything live **5** Branches: places the flow splits **0** Loops or waits **3** Services it connects to ## The flow Starts it 3 Model 2 Logic 11 Service 16 The steps in the order they run, from what starts it. - 1 **Weekly Check-in Send Trigger** Schedule trigger *Starts it* - 2 **Client Check-in Form** Form trigger *Starts it* - 3 **DeepSeek Coach Model** Lm Chat Open Ai *Model* - 4 **Client Roster Tool** Google Sheets Tool *Service* - 5 **Missed Check-in Sweep Trigger** Schedule trigger *Starts it* - 6 **Read Active Clients** Google Sheets *Service* - 7 **Normalize Check-in** Set *Logic* - 8 **AI Check-in Coach** Agent *Model* - 9 **Read Active Clients for Sweep** Google Sheets *Service* - 10 **Read This Week Check-ins** Google Sheets *Service* - 11 **Filter Active Clients** If *Logic* - 12 **Validate Check-in** If *Logic* - 13 **Parse AI Response** Set *Logic* - 14 **Build Missed List** Code *Logic* - 15 **Build Check-in Email** Set *Logic* - 16 **Read Check-in History** Google Sheets *Service* - 17 **Telegram Invalid Check-in Alert** Telegram *Service* - 18 **If Client Found** If *Logic* - 19 **If Any Missed** If *Logic* - 20 **Email Check-in Link to Client** Gmail *Service* - 21 **Build AI Context** Code *Logic* - 22 **Gmail Invalid Check-in Notice** Gmail *Service* - 23 **Append Check-in to Log** Google Sheets *Service* - 24 **Telegram Unknown Client Alert** Telegram *Service* - 25 **Split Out Missed Clients** Split Out *Logic* - 26 **Telegram Missed Clients Alert** Telegram *Service* - 27 **Email All Clear to Coach** Gmail *Service* - 28 **Email Coaching Reply to Client** Gmail *Service* - 29 **Email Nudge to Client** Gmail *Service* - 30 **Telegram All Clear to Coach** Telegram *Service* - 31 **If Needs Attention** If *Logic* - 32 **Telegram Coach Attention Alert** Telegram *Service* ## 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. ## Run it in n8n - **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n) - **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-weekly-coaching-check-ins-with-google-sheets-and-gmai) - **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts. Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind. ## Connects to Each opens the other workflows that use it. [Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Telegram](https://millionrounds.com/workflows?service=Telegram#library) ## Workflows like it Also chat assistants, with the same services where possible, closest in size first. - [**Manage safety inspections and corrective actions with DeepSeek** 32 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/manage-safety-inspections-and-corrective-actions-with-deepse) - [**Triage project and UAT feedback with OpenAI and Jira** 32 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/triage-project-and-uat-feedback-with-openai-and-jira) - [**Build a comprehensive multimodal assistant on Telegram** 33 steps · calls a model · Telegram, in-memory vectors](https://millionrounds.com/workflow/build-a-comprehensive-multimodal-assistant-on-telegram) - [**Company knowledge base agent (RAG) with OpenAI** 31 steps · calls a model · Google Drive, Supabase](https://millionrounds.com/workflow/company-knowledge-base-agent-rag-with-openai) - [**Create a session-based Telegram chatbot with OpenAI** 31 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/create-a-session-based-telegram-chatbot-with-openai) - [**Intake Architect - Multi-Channel Professional Services Client** 31 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/intake-architect-multi-channel-professional-services-client)