# Run an AI student helpdesk with OpenAI and Google Sheets: n8n workflow

> Started by someone opening a chat with it, and works across Gmail, Google Sheets and Slack. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/run-an-ai-student-helpdesk-with-openai-and-google-sheets (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Customer support](https://millionrounds.com/workflows?category=Customer+support#library)

# Run an AI student helpdesk with OpenAI and Google Sheets

Started by someone opening a chat with it, and works across Gmail, Google Sheets and Slack. It hands the judgement calls to OpenAI. 20 steps, 2 branches: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Frun-an-ai-student-helpdesk-with-openai-and-google-sheets)

**20 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 3 Model 1 Logic 9 Service 7

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

- 1 **On Workflow Error** Error trigger *Starts it*
- 2 **Chat Message Received** Chat trigger *Starts it*
- 3 **Weekly Report Cron, Every Monday 9 AM** Schedule trigger *Starts it*
- 4 **Slack, Send Workflow Error Alert** Slack *Service*
- 5 **Extract Session & Message** Code *Logic*
- 6 **Read All Conversation Logs** Google Sheets *Service*
- 7 **Build Conversation Context** Code *Logic*
- 8 **Calculate Weekly Metrics** Code *Logic*
- 9 **Fetch Knowledge Base** Google Sheets *Service*
- 10 **Merge Context and KB** Merge *Logic*
- 11 **Email Weekly Report to Admin** Gmail *Service*
- 12 **Format Knowledge Base for Prompt** Code *Logic*
- 13 **Generate AI Reply via GPT-4o-mini** Open Ai *Model*
- 14 **Parse Reply and Check Escalation Flags** Code *Logic*
- 15 **Should Escalate to Human?** If *Logic*
- 16 **Alert Counsellor on Slack** Slack *Service*
- 17 **Prepare Session State for Save** Code *Logic*
- 18 **Was Query Unresolved?** If *Logic*
- 19 **Log Unresolved Query to FAQ Gaps Sheet** Google Sheets *Service*
- 20 **Append Conversation to Log Sheet** Google Sheets *Service*

## How it's built

- **Starts on:** Someone opening a chat with it
- **Steps:** 20, with 2 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets, Slack
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on someone opening a chat with it.

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?

Plan an afternoon. 20 steps is enough that you should read each one before running it.

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 20 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%2Frun-an-ai-student-helpdesk-with-openai-and-google-sheets)
- **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)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

Also customer support, with the same services where possible, closest in size first.

- [**Answer Facebook Messenger product questions with OpenAI** 20 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/answer-facebook-messenger-product-questions-with-openai)
- [**Route multilingual support requests with DeepL and OpenAI** 20 steps · calls a model · Gmail](https://millionrounds.com/workflow/route-multilingual-support-requests-with-deepl-and-openai)
- [**Run a Telegram RAG support chatbot with OpenAI and Pinecone** 20 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/run-a-telegram-rag-support-chatbot-with-openai-and-pinecone)
- [**Smart email assistant: automate customer support with Supabase** 20 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/smart-email-assistant-automate-customer-support-with-supabas)
- [**Telegram AI voice agent - multiple language support** 20 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/telegram-ai-voice-agent-multiple-language-support)
- [**Triage support tickets with OpenAI and HubSpot** 20 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/triage-support-tickets-with-openai-and-hubspot)