Built an n8n workflow that instantly triggers when a new coaching client submits a form — generating a personalised welcome email with AI, logging the client to Google Sheets, and saving 3–5 hours of admin work every week.
Every time a new client signed up, the coach had to manually write and send a welcome email, add their details to a tracking spreadsheet, and remember to follow up. With a growing client base, this was taking 3–5 hours every week — time that should have been spent on actual coaching.
The first impression clients received was also inconsistent — sometimes delayed, sometimes missing key information — which didn't match the professional brand the coach was building.
The moment a client submits the onboarding form, n8n picks it up instantly via webhook. No delays, no polling — real-time trigger.
The client's name, goals, and background from the form are passed to OpenAI which generates a warm, personalised welcome email — unique to each client, not a generic template.
The generated email is sent immediately through Gmail — from the coach's own address, looking completely personal and human.
All client details are written to a structured Google Sheet — name, email, start date, goals, onboarding status. The coach always has a clean overview of their client base.
3–5 hours saved every week — the coach stopped touching onboarding admin entirely and redirected that time to client work.
Every new client gets an instant, personalised welcome email the moment they sign up — no delays, no generic copy-paste.
Professional first impression, every time. The automated experience is more consistent and more personal than what was being done manually.
I build automation systems that handle your operations so you can focus on your clients.