💬 Automate email follow-ups with Gmail & Google Sheets using multi-stage sequences

⚡ 298 views · 💬 Lead Nurturing & AI Sales Agents

Description

🔄 Daily Follow-Up System with Multi-Stage Sequences

What It Does

Automatically sends timed follow-up emails to leads based on a 4-stage sequence (Day 1, 3, 7, 14), updates tracking automatically, and calculates next follow-up dates. Set it once, add leads, and never manually track follow-ups again. Converts cold leads into warm opportunities through consistent, professional touchpoints.

How It Works

1. Schedule Trigger → Runs daily at 9 AM
2. Read Tracker Sheet → Gets all leads from Follow-Up Tracker
3. Filter Today’s Follow-Ups → Only processes leads where “Next Follow-Up Date” = Today
4. Process Individually → Handles each lead one at a time (prevents rate limits)
5. Route by Stage → Sends appropriate email based on Day 1/3/7/14 stage
6. Send Stage Email → 4 different templates for each follow-up milestone
7. Update Last Sent → Records when email was sent
8. Calculate Next Date → Automatically schedules next follow-up (or marks complete)

🚀 SETUP INSTRUCTIONS

Step 1: Create Follow-Up Tracker Sheet

• Create Google Sheet with tab “Follow-Up Tracker”
• Add columns: Name | Email | Project/Interest | Timeline | Next Step | Stage | Next Follow-Up Date | Last Sent Date | Status
• Populate with leads: Set Stage = “Day 1”, Status = “Active”, Next Follow-Up Date = desired start date
• Update YOUR_GOOGLE_SHEET_ID in nodes 2, 7, and 8

Step 2: Configure Email Templates

• Edit nodes 6-9 with your email templates
• Replace YOUR_CALENDAR_LINK with your actual booking link (Calendly, etc.)
• Replace YOUR_RESOURCE_LINK in Day 3 email with relevant content
• Customize sender name/signature in all templates

Step 3: Setup Gmail Connection

• Add Gmail OAuth2 credentials to all email nodes
• Test workflow with one test lead first
• Monitor Gmail sending limits (500/day for free accounts)

Step 4: Test the Sequence

• Add one test lead with Next Follow-Up Date = today
• Manually execute workflow to verify email sends
• Check that Google Sheet updates correctly
• Verify next stage is calculated properly

🔗 Nodes Used

Google Sheets, Gmail, Schedule Trigger, Filter

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup