{ "workflow": { "id": 10148, "name": "Automated sales leaderboard with HighLevel CRM, GPT-4o, Notion & Slack", "views": 300, "recentViews": 0, "totalViews": 300, "createdAt": "2025-10-25T06:54:09.491Z", "description": "## 📘 Description:\nThis workflow automates sales performance tracking and motivational updates by integrating HighLevel CRM, Notion, GPT-4o, and Slack. It pulls all deals from HighLevel, cleans and summarizes sales data per representative, creates performance dashboards in Notion, and uses GPT-powered AI to generate personalized motivational Slack messages.\nIt eliminates manual leaderboard tracking and boosts sales engagement with real-time insights and daily motivation — ensuring every sales rep stays informed, recognized, and inspired.\n\n## What This Workflow Does (Step-by-Step)\n🟢 Manual Trigger – Starts the automation manually for data refresh or testing.\n\n📦 Fetch All Deals from HighLevel CRM – Retrieves all opportunities from HighLevel CRM, including deal names, reps, values, and stages for full visibility.\n\n🔍 Validate Deal Fetch Success (IF Node) – Verifies that fetched data contains valid deal IDs.\n- ✅ True Path: Continues to data cleaning.\n- ❌ False Path: Logs failed records to Google Sheets for debugging.\n\n🧹 Clean & Structure Deal Data – Normalizes raw deal data into a consistent schema (deal ID, rep ID, client name, value, status). Ensures clean inputs for analytics.\n\n📊 Summarize Sales by Representative – Aggregates deals per sales rep and computes:\n- Total deals handled\n- Total deal value\n- Total deals won\n- Average deal value\n\n🧾 Generate Notion Performance Dashboard – Creates personalized Notion dashboards for each rep with daily updated performance summaries and motivation metrics.\n\n⚙️ Transform Data for AI Input – Converts summarized data into AI-readable format for GPT-4o processing.\n\n🧠 GPT-4o Model Configuration – Sets up Azure OpenAI GPT-4o model to generate motivational and contextual Slack messages.\n\n🤖 AI-Generated Motivational Slack Messages – Uses LangChain + GPT-4o to create energetic, emoji-filled messages that celebrate rep achievements and encourage improvement.\n\n💬 Notify Sales Team in Slack – Sends the AI-generated performance summaries and motivational blurbs directly to each rep or the team Slack channel for transparency and engagement.\n\n🚨 Log Fetch or Validation Errors (Error Handling) – Records any fetch or validation failures in the Google Sheets “error log sheet” for easy review and error management.\n\n## Prerequisites\n- HighLevel CRM API credentials\n- Google Sheets for “Error Log” tracking\n- Notion API integration for dashboards\n- Azure OpenAI (GPT-4o) credentials\n- Slack API connection for notifications\n\n\n## Key Benefits\n ✅ Fully automated daily performance tracking\n ✅ Personalized AI-powered motivation in Slack\n ✅ Transparent visibility for managers and reps\n ✅ Improved accountability and sales performance\n ✅ Seamless integration across CRM, Notion, and Slack\n\n## 👥 Perfect For\n- Sales teams seeking real-time motivation and transparency\n- Managers who want automated performance dashboards\n- Teams using HighLevel CRM and Slack for daily operations\n- Companies aiming to gamify sales productivity", "workflow": { "id": "10DIaOOdZ9QBUom9", "meta": { "instanceId": "8443f10082278c46aa5cf3acf8ff0f70061a2c58bce76efac814b16290845177", "templateCredsSetupCompleted": true }, "name": "Sales Rep Performance Tracker", "tags": [], "nodes": [ { "id": "e4b514d1-ceed-4308-bf24-a94abc9a01fc", "name": "When clicking ‘Execute workflow’", "type": "n8n-nodes-base.manualTrigger", "position": [ -736, -128 ], "parameters": {}, "typeVersion": 1 }, { "id": "78510025-3729-4ff7-8349-a26ef82e1db1", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -544, -688 ], "parameters": { "height": 528, "content": "## 📦 Fetch All Deals from HighLevel CRM\n**Action:** \n- Retrieves all opportunities (deals) from the connected HighLevel CRM. \n\n**Description:** \n- Uses `getAll` operation to pull unlimited deal records. \n- Captures key fields for performance tracking: \n - Deal name, stage, assigned rep, value, client/company name, and update date. \n- Provides the raw dataset for later data cleaning and aggregation. \n- Ensures every deal is included for accurate sales metrics.\n" }, "typeVersion": 1 }, { "id": "b92239c9-9f54-4efc-9e9c-874bf8f66759", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -256, 32 ], "parameters": { "height": 384, "content": "## 🔍 Validate Deal Fetch Success (IF Node)\n**Action:** \nChecks if the fetched deal records contain valid IDs. \n\n**Description:** \nActs as a validation gate to ensure data integrity. \nIf `deal_id` is present → continue to processing. \nIf missing or empty → trigger the error logging branch. \nPrevents downstream errors by stopping invalid data early.\n" }, "typeVersion": 1 }, { "id": "5e0496ef-bb97-44fa-8df4-ed773f3e7eb9", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 64, 496 ], "parameters": { "height": 448, "content": "## 🚨 Log Fetch or Validation Errors (Error Handling Node)\n**Action:** \nAppends failed records or errors into a Google Sheets error log. \n\n**Description:** \nLogs all failed deal records for manual review or debugging. \nEach log includes `error_id` and `error` details for traceability. \nProvides a centralized view of all CRM fetch or data validation issues. \nHelps maintain clean and reliable automation flow.\n" }, "typeVersion": 1 }, { "id": "8f2b9f85-8750-4d8b-bba2-cb240a4954fe", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 1056, 400 ], "parameters": { "height": 432, "content": "## 🧠 GPT-4o Model Configuration\n**Action:** \n- Configures GPT-4o (Azure OpenAI) model for language generation. \n\n**Description:** \n- Defines system role for generating short, friendly, motivational messages. \n- Ensures tone consistency and optimized token usage. \n- Connects to downstream LangChain AI Agent node for contextual outputs. \n- Enables scalable and automated message generation via OpenAI.\n" }, "typeVersion": 1 }, { "id": "db313017-c7f5-4671-b994-c56e75d006ae", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 672, -912 ], "parameters": { "height": 544, "content": "## 🧾 Generate Notion Performance Dashboard\n**Action:** \n- Creates a personalized performance page for each rep in Notion. \n\n**Description:** \n- Generates a Notion page titled “{rep_id} - Sales Rep Performance Tracker”. \n- Includes performance stats, motivational summary, and leaderboard context: \n - Total deals, total value, deals won, average value. \n- Explains business value: transparent visibility → healthy competition. \n- Refreshes daily for up-to-date tracking and motivation. \n" }, "typeVersion": 1 }, { "id": "08277d6f-c97f-46dd-ace1-8dc01a2ef297", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 624, 176 ], "parameters": { "height": 416, "content": "## ⚙️ Transform Data for AI Input\n**Action:** \n- Prepares formatted JSON data for AI-based Slack message generation. \n\n**Description:** \n- Collects summarized data per rep and flattens it for GPT input. \n- Returns each record as an individual AI-friendly item. \n- Ensures smooth handoff to GPT node for text generation. \n- Critical for maintaining consistency between stats and motivational messages.\n" }, "typeVersion": 1 }, { "id": "9518f7ae-ea95-44e1-af79-291151d1124a", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ 1168, -624 ], "parameters": { "height": 544, "content": "## 🤖 AI-Generated Motivational Slack Messages\n**Action:** \n- Uses GPT-4o via LangChain to create custom Slack messages per rep. \n\n**Description:** \n- Takes summarized performance data and crafts 2–3 line motivational blurbs. \n- Includes emojis 🎯🔥💪 for energy and tone. \n- Mentions rep_id and highlights achievements positively. \n- Keeps output concise for Slack readability. \n- Human-like, encouraging messages improve team morale and competition. \n" }, "typeVersion": 1 }, { "id": "e052b33a-3d29-4eb1-aa8a-f497c121d9d1", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [ 1472, 192 ], "parameters": { "height": 464, "content": "## 💬 Notify Sales Team in Slack\n**Action:** \n- Sends AI-generated motivational summaries to the Slack channel or user. \n\n**Description:** \n- Posts formatted messages directly in Slack via Slack API. \n- Targets specific user or sales channel for transparency. \n- Reinforces accountability and recognition. \n- Builds engagement and team motivation with daily leaderboard updates. \n" }, "typeVersion": 1 }, { "id": "6956ad52-fc95-43b7-8194-fd952b56aea9", "name": "Fetch All Deals from HighLevel CRM", "type": "n8n-nodes-base.highLevel", "position": [ -464, -128 ], "parameters": { "filters": {}, "resource": "opportunity", "operation": "getAll", "requestOptions": {} }, "credentials": { "highLevelOAuth2Api": { "id": "credential-id", "name": "highLevelOAuth2Api Credential" } }, "typeVersion": 2 }, { "id": "bad87d8a-9bf2-4194-995f-2619a222975f", "name": " Validate Deal Fetch Success", "type": "n8n-nodes-base.if", "position": [ -192, -128 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "e2adb005-2b3c-4d1e-8445-442df1fe925a", "operator": { "type": "string", "operation": "notEmpty", "singleValue": true }, "leftValue": "={{ $json.id }}", "rightValue": "" } ] } }, "typeVersion": 2.2 }, { "id": "8c390668-b627-4943-8d4a-adc0c6f84cd9", "name": " Log Fetch or Validation Errors ", "type": "n8n-nodes-base.googleSheets", "position": [ 128, 320 ], "parameters": { "columns": { "value": {}, "schema": [ { "id": "error_id", "type": "string", "display": true, "removed": false, "required": false, "displayName": "error_id", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "error", "type": "string", "display": true, "removed": false, "required": false, "displayName": "error", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "error_id" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": 1338537721, "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y/edit#gid=1338537721", "cachedResultName": "error log sheet" }, "documentId": { "__rl": true, "mode": "list", "value": "1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y/edit?usp=drivesdk", "cachedResultName": "Interviewer Brief Pack " } }, "credentials": { "googleSheetsOAuth2Api": { "id": "credential-id", "name": "googleSheetsOAuth2Api Credential" } }, "typeVersion": 4.6 }, { "id": "616feb11-a8c0-4955-9202-ed1a12e34208", "name": "Sticky Note8", "type": "n8n-nodes-base.stickyNote", "position": [ 32, -704 ], "parameters": { "height": 544, "content": "## 🧹 Clean & Structure Deal Data\n**Action:** \n- Transforms raw CRM data into clean, structured records. \n\n**Description:** \n- Extracts and normalizes key fields into a consistent schema: \n - Deal ID, Rep ID, Client Name, Status, Stage ID, Value, Updated At. \n- Removes nulls and handles missing data (e.g., “Unassigned”, “Unknown”). \n- Prepares the dataset for further analysis and grouping by rep. \n- Simplifies the JSON format for easy downstream processing.\n" }, "typeVersion": 1 }, { "id": "c205c167-2333-43a9-a80b-43ebd068559d", "name": "Sticky Note9", "type": "n8n-nodes-base.stickyNote", "position": [ 304, -672 ], "parameters": { "height": 512, "content": "## 📊 Summarize Sales by Representative\n**Action:** \n- Aggregates deal-level data into performance summaries per sales rep. \n\n**Description:** \n- Groups deals by `rep_id` and computes: \n - Total deals handled \n - Total deal value \n - Total won deals \n - Average deal value per rep \n- Provides a summarized dataset for leaderboard and performance visualization. \n- Enables tracking of who’s closing deals effectively and who needs support.\n" }, "typeVersion": 1 }, { "id": "eda6d196-9842-46f0-b077-31ab9ccd40fd", "name": "Clean & Structure Deal Data", "type": "n8n-nodes-base.code", "position": [ 128, -128 ], "parameters": { "jsCode": "const deals = $input.all().map(i => i.json);\n\nconst cleaned = deals.map(d => ({\n deal_id: d.id,\n deal_name: d.name,\n rep_id: d.assignedTo || \"Unassigned\",\n status: d.status,\n stage_id: d.pipelineStageId,\n value: d.monetaryValue || 0,\n client_name: d.relations?.[0]?.contactName || \"Unknown\",\n company_name: d.relations?.[0]?.companyName || \"\",\n updated_at: d.updatedAt\n}));\n\nreturn cleaned.map(c => ({ json: c }));\n" }, "typeVersion": 2 }, { "id": "de0e86ce-8d99-40bb-8e9a-a25773785f72", "name": " Summarize Sales by Representative", "type": "n8n-nodes-base.code", "position": [ 368, -128 ], "parameters": { "jsCode": "const deals = $input.all().map(i => i.json);\n\n// Object to hold totals per rep\nconst summary = {};\n\nfor (const d of deals) {\n const rep = d.rep_id || \"Unassigned\";\n if (!summary[rep]) {\n summary[rep] = {\n rep_id: rep,\n total_deals: 0,\n total_value: 0,\n won_deals: 0,\n };\n }\n\n summary[rep].total_deals += 1;\n summary[rep].total_value += d.value || 0;\n\n // If your GHL marks won deals as 'won' or similar\n if (d.status && d.status.toLowerCase().includes(\"won\")) {\n summary[rep].won_deals += 1;\n }\n}\n\n// Convert to array for output\nreturn Object.values(summary).map(rep => ({\n json: {\n rep_id: rep.rep_id,\n total_deals: rep.total_deals,\n total_value: rep.total_value,\n won_deals: rep.won_deals,\n avg_value: rep.total_value / rep.total_deals,\n },\n}));\n" }, "typeVersion": 2 }, { "id": "4014211b-b50d-46d2-a0dc-dba3e3bb7766", "name": "Generate Notion Performance Dashboard", "type": "n8n-nodes-base.notion", "position": [ 752, -336 ], "parameters": { "title": "={{ $json[\"rep_id\"] }} - Sales Rep Performance Tracker\n", "pageId": { "__rl": true, "mode": "id", "value": "265802b91fa080f69fffd0fc1daffe3d" }, "simple": false, "blockUi": { "blockValues": [ { "text": { "text": [ { "text": "={{ $json[\"rep_id\"] }} - Sales Rep Performance Tracker\n", "annotationUi": {} } ] }, "type": "heading_1", "richText": true }, { "textContent": "=👋 Hello {{$json[\"rep_id\"]}}, here’s your latest performance update! 🎉 \n\n**Sales Rep Performance Tracker** \n🔎 **Problem:** No visibility into which rep is actually performing well. \n✅ **Solution:** Track your daily performance, updated every midnight.\n\nHere’s your performance summary for today: \n- 📊 **Total Deals:** {{$json[\"total_deals\"]}} \n- 💰 **Total Value:** {{$json[\"total_value\"]}} \n- 🏆 **Deals Won:** {{$json[\"won_deals\"]}} \n- 📈 **Average Deal Value:** {{$json[\"avg_value\"]}}\n\n📅 **Next Update:** The leaderboard will be refreshed every day at midnight to show your ranking alongside your peers. \n\n**Value:** Transparent performance insights → healthy competition → better accountability. \n\nKeep up the great work and aim for the top! 🚀 \nStatus: *Ongoing* |" } ] }, "options": {} }, "credentials": { "notionApi": { "id": "credential-id", "name": "notionApi Credential" } }, "typeVersion": 2.2 }, { "id": "4c6b43f1-6397-46df-b4e2-880fb400dcb9", "name": " Transform Data for AI Input", "type": "n8n-nodes-base.code", "position": [ 704, 0 ], "parameters": { "jsCode": "// Collect all incoming data\nconst allData = items.map(item => item.json);\n\n// Transform and flatten the structure\nconst formattedData = allData.map(item => ({\n rep_id: item.rep_id,\n total_deals: item.total_deals,\n total_value: item.total_value,\n won_deals: item.won_deals,\n avg_value: item.avg_value\n}));\n\n// Return each record as a separate item (AI node-friendly)\nreturn formattedData.map(data => ({ json: data }));\n" }, "typeVersion": 2 }, { "id": "891ba41f-f222-4a41-b557-14808b3fabc4", "name": "GPT-4o Model Configuration", "type": "@n8n/n8n-nodes-langchain.lmChatAzureOpenAi", "position": [ 1072, 224 ], "parameters": { "model": "gpt-4o", "options": {} }, "credentials": { "azureOpenAiApi": { "id": "credential-id", "name": "azureOpenAiApi Credential" } }, "typeVersion": 1 }, { "id": "e676ef5c-e9f9-4b2b-b6b7-8a52b8b91179", "name": " AI-Generated Motivational Slack Messages", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 1088, 0 ], "parameters": { "text": "=Generate a motivational Slack message for the following sales reps based on their performance data:\n\n{{JSON.stringify($json)}}\n\nFormat it like this:\n- Use emojis 🎯🔥💪 for motivation\n- Mention each rep_id and highlight their performance briefly\n- Keep it under 2–3 lines per rep\n", "options": { "systemMessage": "=You are a motivational message generator for a sales team. \nYou will receive sales rep data including total deals, total value, won deals, and average deal value.\nUse this data to create short, positive, and personalized motivational messages suitable for posting in Slack. \nKeep it friendly, energetic, and relevant to the rep’s performance.\n" }, "promptType": "define" }, "typeVersion": 2.1 }, { "id": "45ff779d-dc4e-4a83-bcfc-5197aecdc91f", "name": "Notify Sales Team in Slack", "type": "n8n-nodes-base.slack", "position": [ 1520, 0 ], "webhookId": "ddaa7632-9e35-4bd3-82d6-572d5cae84cc", "parameters": { "text": "={{ $json.output }}", "user": { "__rl": true, "mode": "list", "value": "U09HMPVD466", "cachedResultName": "newscctv22" }, "select": "user", "otherOptions": {} }, "credentials": { "slackApi": { "id": "credential-id", "name": "slackApi Credential" } }, "typeVersion": 2.3 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "d7102749-1f49-4575-a6cc-b80eb1664bbe", "connections": { "GPT-4o Model Configuration": { "ai_languageModel": [ [ { "node": " AI-Generated Motivational Slack Messages", "type": "ai_languageModel", "index": 0 } ] ] }, "Clean & Structure Deal Data": { "main": [ [ { "node": " Summarize Sales by Representative", "type": "main", "index": 0 } ] ] }, " Transform Data for AI Input": { 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