Send candidate outcome emails and SMS and notify referrers with Airtable

How it works

This workflow automates post-event and post-course communications for candidates, while also notifying referring partners at the correct milestones.

The workflow is triggered when Airtable updates timestamp fields related to Info Event Outcome or Course Outcome. Airtable controls when the workflow runs, and n8n controls what happens next. This separation avoids race conditions and keeps the system reliable.

After triggering, the workflow normalizes record data and determines exactly one action path using a centralized Code node. Based on the outcome, it sends the correct candidate email and SMS, and optionally notifies the referring person. Each message is sent only once using checkbox “sent” flags stored in Airtable.

Setup steps

Connect Airtable and select the table containing candidate records.

Ensure Airtable includes timestamp fields for Info Event Outcome and Course Outcome updates.

Ensure checkbox fields exist to track which messages have already been sent.