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Triage tenant complaints with GPT-4.1, Slack, email and Google Sheets

Hyrum HurstHyrum Hurst
36 views
2/3/2026
n8n
Official Page

Who this is for

Property management teams handling multiple properties with high tenant complaint volumes who want AI-assisted triage.

What this workflow does

Automatically classifies tenant complaints by urgency and type, escalates high-priority complaints, schedules medium-priority follow-ups, acknowledges low-priority complaints, and logs all activity for reporting.

How it works

  1. Tenant submits a complaint through the portal.
  2. AI classifies complaint urgency and type.
  3. High-priority complaints trigger Slack notifications and follow-up tasks.
  4. Tenant receives an AI-personalized acknowledgment email.
  5. Google Sheets logs each complaint with details.

How to set up

Connect your form, Slack, Email, Google Sheets, and AI credentials. Customize AI prompts for your tenant complaint categories and test routing.

Requirements

  • n8n (cloud or self-hosted)
  • AI node access
  • Slack and Email credentials
  • Google Sheets

How to customize

Adjust complaint types, escalation rules, notification channels, or AI follow-up prompts.

Built by QuarterSmart. Created by Hyrum Hurst.

Triage Tenant Complaints with GPT-4, Slack, Email, and Google Sheets

This n8n workflow automates the process of triaging tenant complaints. It uses an AI agent (GPT-4) to categorize complaints, then routes them to the appropriate channels (Slack for urgent, Email for general) and logs all complaints in a Google Sheet for record-keeping. This streamlines complaint management, ensuring prompt action and clear communication.

What it does

  1. Receives Complaints: Listens for incoming tenant complaints via a webhook.
  2. Analyzes with AI: Passes the complaint details to an AI Agent configured with an OpenAI Chat Model (likely GPT-4) to categorize the complaint (e.g., "Urgent", "General") and extract key information.
  3. Categorizes and Routes: Uses a Switch node to evaluate the AI's categorization:
    • Urgent Complaints: Posts a notification to a designated Slack channel.
    • General Complaints: Sends an email to a specified recipient.
  4. Logs to Google Sheets: Records all complaint details and the AI's analysis into a Google Sheet, providing a centralized log for tracking and auditing.
  5. Prepares Data: Uses an "Edit Fields (Set)" node to structure the data for consistent output to subsequent nodes.
  6. Merges Outputs: Combines the outputs from the Slack and Email branches before logging to Google Sheets, ensuring all relevant information is captured.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance.
  • OpenAI API Key: For the OpenAI Chat Model (GPT-4 or similar).
  • Slack Account: With a channel for urgent notifications and an associated n8n credential.
  • SMTP Server/Email Service: For sending emails, configured with an n8n credential.
  • Google Account: With access to Google Sheets and an associated n8n credential.
  • Google Sheet: A pre-existing Google Sheet with appropriate columns for complaint details (e.g., complaint text, category, timestamp, resolution status).

Setup/Usage

  1. Import the Workflow:
    • Copy the provided JSON code.
    • In your n8n instance, click "New Workflow" and then "Import from JSON". Paste the code and import.
  2. Configure Credentials:
    • OpenAI Chat Model: Configure the "OpenAI Chat Model" node with your OpenAI API Key.
    • Slack: Configure the "Slack" node with your Slack API credential. Specify the channel ID for urgent notifications.
    • Send Email: Configure the "Send Email" node with your SMTP/email service credential. Set the recipient email address for general complaints.
    • Google Sheets: Configure the "Google Sheets" node with your Google Account credential. Specify the Spreadsheet ID and Sheet Name where complaints should be logged.
  3. Configure Webhook:
    • The "Webhook" node will provide a unique URL once the workflow is activated. This URL is where your tenant complaints will be sent (e.g., from a complaint form, another system, etc.).
  4. Customize AI Agent:
    • Adjust the prompt and tools within the "AI Agent" node to fine-tune how it categorizes complaints and extracts information. Ensure it can reliably identify "Urgent" vs. "General" complaints based on your criteria.
  5. Customize Switch Node:
    • Review the conditions in the "Switch" node to ensure they accurately reflect how you want to route complaints based on the AI's output.
  6. Activate the Workflow:
    • Once all credentials and configurations are set, activate the workflow.

Now, any complaint sent to the Webhook URL will be automatically processed, categorized, routed, and logged!

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