Automate Email Follow-Ups with Gmail & Google Sheets Using Multi-Stage Sequences
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Xavier Tai
Description
🔄 Daily Follow-Up System with Multi-Stage Sequences
What It Does
Automatically sends timed follow-up emails to leads based on a 4-stage sequence (Day 1, 3, 7, 14), updates tracking automatically, and calculates next follow-up dates. Set it once, add leads, and never manually track follow-ups again. Converts cold leads into warm opportunities through consistent, professional touchpoints.
How It Works
Schedule Trigger → Runs daily at 9 AM
Read Tracker Sheet → Gets all leads from Follow-Up Tracker
Filter Today's Follow-Ups → Only processes leads where "Next Follow-Up Date" = Today
Process Individually → Handles each lead one at a time (prevents rate limits)
Route by Stage → Sends appropriate email based on Day 1/3/7/14 stage
Send Stage Email → 4 different templates for each follow-up milestone
Update Last Sent → Records when email was sent
Calculate Next Date → Automatically schedules next follow-up (or marks complete)
🚀 SETUP INSTRUCTIONS
Step 1: Create Follow-Up Tracker Sheet
Create Google Sheet with tab "Follow-Up Tracker"
Add columns: Name | Email | Project/Interest | Timeline | Next Step | Stage | Next Follow-Up Date | Last Sent Date | Status
Populate with leads: Set Stage = "Day 1", Status = "Active", Next Follow-Up Date = desired start date
Update YOUR_GOOGLE_SHEET_ID in nodes 2, 7, and 8
Step 2: Configure Email Templates
Edit nodes 6-9 with your email templates
Replace YOUR_CALENDAR_LINK with your actual booking link (Calendly, etc.)
Replace YOUR_RESOURCE_LINK in Day 3 email with relevant content
Customize sender name/signature in all templates
Step 3: Setup Gmail Connection
Add Gmail OAuth2 credentials to all email nodes
Test workflow with one test lead first
Monitor Gmail sending limits (500/day for free accounts)
Step 4: Test the Sequence
Add one test lead with Next Follow-Up Date = today
Manually execute workflow to verify email sends
Check that Google Sheet updates correctly
Verify next stage is calculated properly
This workflow was created by Xavier Tai and shared publicly on the n8n community template library. n8nFind indexes it for discovery — the workflow remains the property of its original creator.