Automated lead nurturing & qualification with Gmail, Google Sheets & Slack

How It Works ⚙️

This workflow automates the entire lead management lifecycle, from initial capture and qualification to agent assignment and personalized nurturing, ensuring no lead is left behind and agents focus on high-potential prospects.

1. 0. Webhook / Form Trigger (Lead Capture): 🚀 The workflow initiates immediately when a new lead submits an inquiry form on your website, a landing page, or via a webhook from an external lead source (e.g., Zillow, Realtor.com if integrated). 2. 1. Qualify & Categorize Lead (Function / If): 📝 This node processes the incoming lead data. It can: Validate essential information (e.g., valid email/phone). Categorize the lead based on source, property interest, or keywords in their message (e.g., "Buyer", "Seller", "Rental Inquiry", "Hot Lead"). Assign a preliminary "lead score" if desired. 3. 2. Update CRM (HubSpot / Salesforce / Custom): 📊 The lead's details, along with their assigned category and score, are immediately pushed to your Customer Relationship Management (CRM) system. This ensures a centralized and always-updated database. 4. 3. Assign Agent (Function / Google Sheets Lookup): 🧑‍💻 Based on the lead's category (e.g., location interest, property type, lead score), this node dynamically assigns the lead to the most appropriate agent in your team. This can involve looking up agent availability or specialization from a Google Sheet. 5. 4. Initial Auto-Response (Gmail / SendGrid): 📧 An immediate, personalized email is sent to the lead. The content of this email can vary based on the lead's category (e.g., a "Thank you for your inquiry" for a general lead, or "Here's more info on [Property Name]" for a specific property inquiry). 6. 5. Notify Assigned Agent (Slack / Gmail): 📢 The newly assigned agent receives an instant notification via Slack or email with all the lead's details and any assigned tasks or next steps. 7. 6. Start Nurturing Sequence (Wait / Gmail / If): 🔄 Based on the lead's category and score, a multi-stage nurturing sequence is initiated. This typically involves: Wait Node: Pauses for a predefined period (e.g., 3 days, 7 days). Email Node: Sends a follow-up email with relevant information (e.g., similar properties, neighborhood guides). If Node: Checks if the lead has responded or taken any action (e.g., opened previous email, clicked a link) to decide the next step in the sequence, or to exit the sequence if the lead has been engaged by an agent. This part can be significantly expanded.

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How to Set Up 🛠️

Setting up this comprehensive workflow requires careful configuration of each node and understanding of your lead management rules.

1. Import Workflow JSON: Open your n8n instance. Click on 'Workflows' in the left sidebar. Click the '+' button or 'New' to create a new workflow. Click the '...' (More Options) icon in the top right. Select 'Import from JSON' and paste the entire JSON code for this workflow.

2. Prepare Your Data Sources & Tools: Lead Capture Form/Source: Ensure your website forms or external lead sources can send data to a webhook or are accessible via API. CRM System: Have your CRM (e.g., HubSpot, Salesforce, or a custom Google Sheet/Airtable setup) ready for integration. You'll need API keys/credentials. Agent Assignment Logic (Optional Google Sheet): If using rules-based assignment, prepare a Google Sheet listing agents, their specialties, and areas. Email Sending Service: Gmail, SendGrid, Mailchimp, etc., with necessary credentials. Internal Communication Tool: Slack or another email account for agent notifications.