AI client onboarding agent: auto welcome email generator
AI Client Onboarding Agent: Auto Welcome Email Generator
Subtitle: From Form Response to Personalized Welcome Email
🌍 Overview
This workflow automates the client onboarding process. When a new client fills in the Google Form, their data flows into Google Sheets → gets structured → an AI model (Gemini) generates a personalized onboarding email → and finally, Gmail sends it directly to the client.
Think of it as your automated client success assistant.
🟢 Section 1: Trigger – Capture New Client
🔗 Node: Google Sheets Trigger
- Watches for new rows added to the “Onboarding” Google Sheet.
- Starts the workflow whenever a new client submits the onboarding form.
💡 Why useful? You never have to check the sheet manually — the workflow kicks off the moment a client signs up.
📩 Example Input (from form):
- Name: Sarah Ali
- Email: sarah@startup.com
- Company: GreenTech Solutions
- Services Needed: Branding + Website
🟦 Section 2: Structure Client Data
🔗 Nodes:
-
Client Data→ Formats the raw form submission into a clean text summary (Name, Email, Company, Service, Extra Info). -
Client Checklist→ Prepares a standard onboarding checklist with items like:- Account setup
- Welcome call scheduled
- Document collection
- Service configuration
- Onboarding session
- First milestone review
💡 Why useful? It makes sure the AI has all key details + a clear structure before writing the email.
🟣 Section 3: AI-Generated Email
🔗 Nodes:
Basic LLM Chain→ Prompted to write a professional onboarding email body.Google Gemini Chat Model→ Supports the LLM chain with Gemini 2.0 Flash for fast generation.
🧠 Prompt Logic:
- Starts with:
Hi [Client Name], - Includes personalized fields (Name, Company, Services Needed).
- Inserts onboarding checklist steps.
- Ends with:
Best regards, Your [Company Name] Team
💡 Why useful? Instead of a generic welcome, each client gets a personalized email that feels human-written.
📩 Example Output Email:
> Hi Sarah Ali, > > Welcome to GreenTech Solutions! 🎉 > > Here’s your onboarding plan: > > 1. Account setup > 2. Welcome call scheduled > 3. Document collection > 4. Service configuration > 5. Onboarding session > 6. First milestone review > > We’re excited to start working with you on Branding + Website. > > Best regards, > Your GreenTech Solutions Team
🟡 Section 4: Send Email
🔗 Node: Gmail
- Sends the AI-generated email to the client’s email address.
- Subject line:
Welcome to Our Service, [Client Name]
💡 Why useful? No delays → the client gets a personalized welcome instantly after filling the form.
🔴 Section 5: Error Handling
🔗 Nodes:
Error Handler→ Listens for any errors during execution.Execution Failure→ Logs failed runs.Execution Completed→ Confirms successful runs.
💡 Why useful? Ensures nothing gets stuck silently — you’ll always know if something fails.
📊 Workflow Summary
| Section | Node(s) | Purpose | Benefit | | ----------------- | ----------------------------- | ------------------------------------------ | ------------------------------ | | 🟢 Trigger | Google Sheets Trigger | Detect new client submissions | Fully automated start | | 🟦 Structure | Client Data, Client Checklist | Prepare structured client info + checklist | Clean, reliable input for AI | | 🟣 AI Generation | Basic LLM Chain, Gemini | Generate personalized onboarding email | Professional + tailored emails | | 🟡 Send Email | Gmail | Deliver onboarding email | Instant communication | | 🔴 Error Handling | Error Handler, NoOp nodes | Handle success/failure states | Reliable + transparent process |
🚀 Benefits
- Zero manual effort → Clients get emails automatically.
- Consistency → Every client follows the same onboarding structure.
- Personalization → Emails include name, company, and services.
- Reliability → Built-in error handling ensures smooth execution.
- Scalability → Works whether you onboard 10 or 1,000 clients.
n8n AI Client Onboarding Agent: Auto Welcome Email Generator
This n8n workflow automates the generation and sending of personalized welcome emails to new clients based on entries in a Google Sheet. It leverages AI to craft engaging messages and handles potential errors gracefully.
What it does
This workflow streamlines the client onboarding process by:
- Monitors Google Sheets: Triggers when a new row is added to a specified Google Sheet, indicating a new client.
- Generates Welcome Email Content: Uses a Langchain Basic LLM Chain with the Google Gemini Chat Model to generate a personalized welcome email.
- Prepares Email Data: Organizes the generated email content and client details into a structured format.
- Sends Welcome Email: Dispatches the personalized welcome email via Gmail to the new client.
- Handles Errors: If any step in the main workflow fails, an error workflow is triggered, which currently performs a "No Operation" (can be extended to send notifications, log errors, etc.).
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running n8n instance.
- Google Sheets Account: A Google account with access to Google Sheets.
- Gmail Account: A Google account with access to Gmail for sending emails.
- Google Gemini API Key: Access to the Google Gemini Chat Model (via Langchain integration).
- n8n Credentials: Configured credentials for Google Sheets, Gmail, and Google Gemini within n8n.
Setup/Usage
- Import the workflow: Download the provided JSON and import it into your n8n instance.
- Configure Credentials:
- Set up a Google Sheets credential for the "Google Sheets Trigger" node.
- Set up a Gmail credential for the "Gmail" node.
- Set up a Google Gemini Chat Model credential for the "Google Gemini Chat Model" node.
- Configure Google Sheets Trigger:
- Specify the Spreadsheet ID and Sheet Name of the Google Sheet where new client data will be added.
- Ensure the sheet contains relevant columns for client information (e.g.,
Client Name,Client Email,Service Purchased, etc.) which will be used by the AI model.
- Configure Basic LLM Chain:
- Review and adjust the prompt for the "Basic LLM Chain" node to guide the AI in generating the welcome email. Ensure it references the incoming data from Google Sheets appropriately (e.g.,
{{ $json["Client Name"] }}).
- Review and adjust the prompt for the "Basic LLM Chain" node to guide the AI in generating the welcome email. Ensure it references the incoming data from Google Sheets appropriately (e.g.,
- Configure Edit Fields (Set):
- Verify the fields being set for the email (e.g.,
to,subject,text). Adjust as needed to map data from previous nodes.
- Verify the fields being set for the email (e.g.,
- Configure Gmail Node:
- Ensure the "To" field is correctly mapped to the client's email address (e.g.,
{{ $json["Client Email"] }}). - Verify the "Subject" and "Text" fields are pulling the generated content from the "Edit Fields (Set)" node.
- Ensure the "To" field is correctly mapped to the client's email address (e.g.,
- Activate the Workflow: Once configured, activate the workflow. It will now automatically run whenever a new row is added to your specified Google Sheet.
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