{"workflow":{"id":12633,"name":"Automate multi-step onboarding emails from Notion leads via Gmail and Telegram","views":37,"recentViews":0,"totalViews":37,"createdAt":"2026-01-11T08:06:56.538Z","description":"This workflow automates a complete 5-step user onboarding sequence by integrating **Notion** (as a CRM), **Gmail** (for sending emails), and **Telegram** (for team alerts).\n\nInstead of manually checking user sign-up dates, this workflow runs daily to detect where each user is in their journey and triggers the appropriate action.\n\n## How it works\nThe workflow checks your Notion database every 24 hours and performs the following actions based on the user's registration date:\n* **Day 0 (Welcome):** Sends an immediate welcome email via Gmail to new signups.\n* **Day 1 (Value):** Sends a \"Pro Tip\" email to encourage feature adoption.\n* **Day 3 (Check-in):** Sends a soft check-in email asking if the user needs help.\n* **Day 7 (Sales Push):** Sends a personal email from a manager to users who haven't converted yet, and **sends a Telegram notification** to your sales team about this hot lead.\n* **Trial Expiry:** Automatically detects when a trial is about to expire (3 days left) and sends a renewal reminder.\n\n## Setup steps\n1. **Duplicate the Notion Template**\n You need a specific database structure for this workflow to work.\n [πŸ‘‰ Click here to duplicate the CRM Template](https://www.notion.so/2e56bbcb3d0b8161ab0af95fc0a11bbf?v=2e56bbcb3d0b810db135000c03e11f51&source=copy_link)\n\n2. **Configure Content**\n Double-click the `πŸ“ CONFIGURATION` node. Here you can easily edit:\n * **Email Subjects & Bodies:** Customize the text for all 5 emails in one place.\n * **Telegram Chat ID:** Add your team's chat ID to receive alerts.\n\n3. **Connect Accounts**\n * Select your **Notion Database** in the Notion nodes.\n * Connect your **Gmail** account in the email nodes.\n * (Optional) Add your **Telegram** credentials.\n\n4. **Activate**\n Turn on the workflow. It is set to run daily by default.","workflow":{"id":"RyxP4Crl73QMcSq6","meta":{"instanceId":"3fb2af9cdaa3b086417bb209a816730631c685f10fca0ec5c921781cf9123cb6"},"name":"Send automated onboarding emails to Notion leads via Gmail","tags":[],"nodes":[{"id":"09b9b37a-213c-4eb9-ab90-489d4e116bfb","name":"Run Daily","type":"n8n-nodes-base.scheduleTrigger","position":[-1808,-176],"parameters":{"rule":{"interval":[{"field":"hours","hoursInterval":24}]}},"typeVersion":1.2},{"id":"0b3a9e50-ea04-4917-b31c-6afea67b1eac","name":"Manual Trigger","type":"n8n-nodes-base.manualTrigger","position":[-1808,-352],"parameters":{},"typeVersion":1},{"id":"8c177e20-1b16-4db4-b5fb-f201c89ed0b9","name":"πŸ“ CONFIGURATION","type":"n8n-nodes-base.set","notes":"πŸ‘‡ EDIT EMAILS HERE","position":[-1552,-272],"parameters":{"values":{"string":[{"name":"PRODUCT_NAME","value":"My SaaS Product"},{"name":"MANAGER_NAME","value":"Alex"},{"name":"TELEGRAM_CHAT_ID","value":"-1+1234567890"},{"name":"EMAIL_WELCOME_SUBJ","value":"πŸš€ Welcome! Let's get started"},{"name":"EMAIL_WELCOME_BODY","value":"Hi!

Thanks for joining. Reply to this email to get help."},{"name":"EMAIL_DAY1_SUBJ","value":"πŸ’‘ Pro Tip: How to get more value"},{"name":"EMAIL_DAY1_BODY","value":"Did you know that configuring your profile increases success by 35%?"},{"name":"EMAIL_DAY3_SUBJ","value":"πŸ‘‹ Checking in..."},{"name":"EMAIL_DAY3_BODY","value":"It's been 3 days. Do you need any help setting things up?"},{"name":"EMAIL_DAY7_SUBJ","value":"Personal assistance for you"},{"name":"EMAIL_DAY7_BODY","value":"I noticed you haven't fully activated your account. Reply 'YES' and I'll help."},{"name":"EMAIL_PAYMENT_SUBJ","value":"⚠️ Your trial is expiring"},{"name":"EMAIL_PAYMENT_BODY","value":"Your trial ends in 3 days. Upgrade now to keep access."}]},"options":{}},"notesInFlow":true,"typeVersion":2},{"id":"ed4799ac-1c78-4c15-bae0-6d0bb28bd753","name":"1. Get New Users","type":"n8n-nodes-base.notion","notes":"Step 0: Welcome","position":[-1152,-768],"parameters":{"filters":{"conditions":[{"key":"Pipeline Stage|status","condition":"equals","statusValue":"New"},{"key":"Onboarding: Welcome|checkbox","condition":"equals"}]},"options":{},"resource":"databasePage","matchType":"allFilters","operation":"getAll","databaseId":{"__rl":true,"mode":"list","value":""},"filterType":"manual"},"typeVersion":2.2},{"id":"117af622-a85a-4501-b073-2894c609af03","name":"πŸ“§ Send Welcome","type":"n8n-nodes-base.gmail","position":[-928,-768],"webhookId":"7b9b2f51-84fd-4a35-be50-0709e339af59","parameters":{"sendTo":"={{ $json.properties.Email.email }}","message":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_WELCOME_BODY }}","options":{"appendAttribution":false},"subject":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_WELCOME_SUBJ }}"},"typeVersion":2.1},{"id":"38c749d0-3a54-47a0-b1b7-cbe1286bf7a8","name":"βœ… Mark Welcome","type":"n8n-nodes-base.notion","notes":"⚠️ Select DB","position":[-704,-768],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Onboarding: Welcome|checkbox","checkboxValue":true}]}},"typeVersion":2.2},{"id":"eebc0ff3-558a-4545-b009-4b4962508379","name":"2. Get Day 1 Users","type":"n8n-nodes-base.notion","notes":"Step 1: Tips","position":[-1152,-512],"parameters":{"filters":{"conditions":[{"key":"Onboarding: Tip #1|checkbox","condition":"equals"},{"key":"Registration Date|date","date":"={{ new Date(Date.now() - 1 * 24 * 60 * 60 * 1000).toISOString().slice(0, 10) }}","condition":"before"}]},"options":{},"resource":"databasePage","matchType":"allFilters","operation":"getAll","databaseId":{"__rl":true,"mode":"list","value":""},"filterType":"manual"},"typeVersion":2.2},{"id":"351f5254-704f-4677-b870-700f4d4a5134","name":"πŸ“§ Send Tip #1","type":"n8n-nodes-base.gmail","position":[-928,-512],"webhookId":"d241fe16-4731-4e61-a3d3-39d425ba2857","parameters":{"sendTo":"={{ $json.properties.Email.email }}","message":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_DAY1_BODY }}","options":{"appendAttribution":false},"subject":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_DAY1_SUBJ }}"},"typeVersion":2.1},{"id":"d79fb447-59ed-4784-9e4f-dc876720b271","name":"βœ… Mark Tip #1","type":"n8n-nodes-base.notion","notes":"⚠️ Select DB","position":[-704,-512],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Onboarding: Tip #1|checkbox","checkboxValue":true}]}},"typeVersion":2.2},{"id":"966007fd-60e6-437f-996f-04c113c98b90","name":"3. Get Day 3 Users","type":"n8n-nodes-base.notion","notes":"Step 2: Check-in","position":[-1136,-224],"parameters":{"filters":{"conditions":[{"key":"Onboarding: Follow-up|checkbox","condition":"equals"},{"key":"Registration Date|date","date":"={{ new Date(Date.now() - 3 * 24 * 60 * 60 * 1000).toISOString().slice(0, 10) }}","condition":"before"}]},"options":{},"resource":"databasePage","matchType":"allFilters","operation":"getAll","databaseId":{"__rl":true,"mode":"list","value":""},"filterType":"manual"},"typeVersion":2.2},{"id":"e968eb2d-6dd5-44f6-9688-2c7e5d3f0054","name":"πŸ“§ Send Follow-up","type":"n8n-nodes-base.gmail","position":[-912,-224],"webhookId":"72e3ceb0-1ec6-4756-9c67-98d81f568207","parameters":{"sendTo":"={{ $json.properties.Email.email }}","message":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_DAY3_BODY }}","options":{"appendAttribution":false},"subject":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_DAY3_SUBJ }}"},"typeVersion":2.1},{"id":"cd7a391c-5674-4e6c-9fd0-f13544fb81ab","name":"βœ… Mark Follow-up","type":"n8n-nodes-base.notion","notes":"⚠️ Select DB","position":[-688,-224],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Onboarding: Follow-up|checkbox","checkboxValue":true}]}},"typeVersion":2.2},{"id":"f83d14c5-18c1-40df-9745-d92028cd1e40","name":"4. Get Day 7 Users","type":"n8n-nodes-base.notion","notes":"Step 3: Personal","position":[-1136,64],"parameters":{"filters":{"conditions":[{"key":"Onboarding: Personal|checkbox","condition":"equals"},{"key":"Registration Date|date","date":"={{ new Date(Date.now() - 7 * 24 * 60 * 60 * 1000).toISOString().slice(0, 10) }}","condition":"before"}]},"options":{},"resource":"databasePage","matchType":"allFilters","operation":"getAll","databaseId":{"__rl":true,"mode":"list","value":""},"filterType":"manual"},"typeVersion":2.2},{"id":"a9a0a80b-2955-4e0e-9184-23dd79c354cc","name":"πŸ“§ Send Manager Email","type":"n8n-nodes-base.gmail","position":[-912,64],"webhookId":"18887014-fb12-42c1-8a70-c1c3749045f4","parameters":{"sendTo":"={{ $json.properties.Email.email }}","message":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_DAY7_BODY }}","options":{"appendAttribution":false},"subject":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_DAY7_SUBJ }}"},"typeVersion":2.1},{"id":"0195b8df-0d83-45eb-b6eb-613b9733c3c2","name":"βœ… Mark Personal","type":"n8n-nodes-base.notion","notes":"⚠️ Select DB","position":[-688,64],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Onboarding: Personal|checkbox","checkboxValue":true}]}},"typeVersion":2.2},{"id":"c64c6dd2-d53b-48f1-8f05-2cd2a6271160","name":"πŸ“’ Notify Team","type":"n8n-nodes-base.telegram","position":[-480,64],"webhookId":"52f39afd-47f7-4941-ac34-9dac4a0506e8","parameters":{"text":"=πŸ”₯ Hot Lead Alert! (Day 7)\n\n🏒 {{ $json[\"properties\"][\"Company Name\"][\"title\"][0][\"plain_text\"] }}\n\n⚑️ Status: User registered 7 days ago and still hasn't converted.\n\nAssigned to: {{ $('πŸ“ CONFIGURATION').first().json.MANAGER_NAME }}","chatId":"={{ $('πŸ“ CONFIGURATION').first().json.TELEGRAM_CHAT_ID }}","additionalFields":{"parse_mode":"HTML","appendAttribution":false}},"typeVersion":1.2},{"id":"4098cada-111d-44c1-b315-63a6d68ed1df","name":"5. Get Expiring Users","type":"n8n-nodes-base.notion","notes":"Step 4: Payment","position":[-1152,352],"parameters":{"filters":{"conditions":[{"key":"Subscription Status|status","condition":"equals","statusValue":"Trial"},{"key":"System: Payment Alert|checkbox","condition":"equals"},{"key":"Expiry Date|date","date":"={{ new Date(Date.now() + 3 * 24 * 60 * 60 * 1000).toISOString().slice(0, 10) }}","condition":"before"}]},"options":{},"resource":"databasePage","matchType":"allFilters","operation":"getAll","databaseId":{"__rl":true,"mode":"list","value":""},"filterType":"manual"},"typeVersion":2.2},{"id":"e84a7d03-8f32-40d8-8f5a-e507a68d5257","name":"πŸ“§ Send Payment Alert","type":"n8n-nodes-base.gmail","position":[-928,352],"webhookId":"285c6cd3-e585-4196-9275-3b1976d08204","parameters":{"sendTo":"={{ $json.properties.Email.email }}","message":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_PAYMENT_BODY }}","options":{"appendAttribution":false},"subject":"={{ $('πŸ“ CONFIGURATION').first().json.EMAIL_PAYMENT_SUBJ }}"},"typeVersion":2.1},{"id":"720c1af0-95fd-4158-a923-5f1e8539303d","name":"βœ… Update Status","type":"n8n-nodes-base.notion","notes":"⚠️ Select DB","position":[-704,352],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Subscription Status|status","statusValue":"Expiring"},{"key":"System: Payment Alert|checkbox","checkboxValue":true}]}},"typeVersion":2.2},{"id":"26653e3f-9f04-4f1a-bd0e-3790406e6d2a","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[-1632,-432],"parameters":{"color":7,"width":280,"height":372,"content":"## πŸ“ CONFIGURATION\nSet all your email subjects and body texts here.\n\nAlso set your **Telegram Chat ID** for internal notifications."},"typeVersion":1},{"id":"221be588-79d8-4f31-b6e9-1c8c7a62679e","name":"Sticky Note 1","type":"n8n-nodes-base.stickyNote","position":[-1216,-864],"parameters":{"color":7,"width":796,"height":252,"content":"## Stage 1: Welcome (Day 0)\nIdentifies new signups and immediately sends the welcome email."},"typeVersion":1},{"id":"df43d5c5-7bfb-4edc-bd45-1c237d5ae087","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[-2288,-560],"parameters":{"width":352,"height":704,"content":"# πŸš€ SaaS Onboarding Drip\nThis workflow automates a 5-step email sequence for new users stored in Notion. It handles welcome emails, pro-tips, check-ins, and trial expiration alerts automatically.\n\n## How it works\n1. **Checks Database:** Runs daily to find users matching specific criteria (e.g., \"Registered 3 days ago\").\n2. **Sends Emails:** Uses Gmail to send the relevant email for that stage.\n3. **Updates CRM:** Marks the stage as \"Completed\" in Notion to prevent duplicate sends.\n4. **Alerts Team:** Sends a Telegram notification if a lead is unresponsive after 7 days.\n\n## Setup steps\n1. **Configure Nodes:** Open the `πŸ“ CONFIGURATION` node to set your email subjects, body text, and Telegram Chat ID.\n2. **Connect Accounts:** Add your credentials for Notion, Gmail, and Telegram.\n3. **Map Database:** In the Notion nodes, select your specific database and ensure property names match."},"typeVersion":1},{"id":"3f94f18c-559e-4b57-bd5e-d3ea72dab1c1","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[-1216,-592],"parameters":{"color":7,"width":800,"height":240,"content":"## Stage 2: Pro Tip (Day 1)\nSends a value-add tip 24 hours after registration to increase feature adoption."},"typeVersion":1},{"id":"321df32d-f09d-42b2-84d6-bee7c3e81fd6","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[-1216,-336],"parameters":{"color":7,"width":800,"height":272,"content":"## Stage 3: Soft Check-in (Day 3)\nAutomatically asks users if they need help setting up their account."},"typeVersion":1},{"id":"e029f2ce-4902-4971-ba07-fc029009d436","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[-1216,-48],"parameters":{"color":7,"width":928,"height":272,"content":"## Stage 4: Sales Push (Day 7)\nSends a \"personal\" email from a manager and alerts the team via Telegram about unconverted leads."},"typeVersion":1},{"id":"dce3d563-1cc0-4d60-a086-37efcd1ef333","name":"Sticky Note6","type":"n8n-nodes-base.stickyNote","position":[-1216,240],"parameters":{"color":7,"width":784,"height":272,"content":"## Stage 5: Trial Expiry\nDetects users whose trial ends in 3 days and sends an upgrade reminder."},"typeVersion":1}],"active":false,"pinData":{},"settings":{"executionOrder":"v1"},"versionId":"a75ad100-f8b8-45d4-b185-c10e2151e6a1","connections":{"Run Daily":{"main":[[{"node":"πŸ“ CONFIGURATION","type":"main","index":0}]]},"Manual Trigger":{"main":[[{"node":"πŸ“ CONFIGURATION","type":"main","index":0}]]},"1. 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