{"workflow":{"id":13062,"name":"Send candidate outcome emails and SMS and notify referrers with Airtable","views":14,"recentViews":0,"totalViews":14,"createdAt":"2026-01-28T12:06:47.618Z","description":"**How it works**\n\nThis workflow automates post-event and post-course communications for candidates, while also notifying referring partners at the correct milestones.\n\nThe 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.\n\nAfter 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.\n\n**Setup steps**\n\nConnect Airtable and select the table containing candidate records.\n\nEnsure Airtable includes timestamp fields for Info Event Outcome and Course Outcome updates.\n\nEnsure checkbox fields exist to track which messages have already been sent.\n\nConnect your email provider (Brevo) and SMS provider.\n\nCustomize message content inside the Email and SMS nodes if needed.\n\nInitial setup typically takes 15–20 minutes.\n\n**When to use this template**\n\nYou need reliable post-event and post-course messaging\n\nYou want to notify referring partners automatically\n\nYou must prevent duplicate emails or SMS","workflow":{"id":"9IrbnlGFKNh2EIqty18x-","meta":{"instanceId":"8c9556f02fcb7ec149e2983bac6c292ec5d9a1076f6d2d2d9d5aabc9fe6a862d"},"name":"wf3","tags":[],"nodes":[{"id":"97230906-69dc-4afc-bfee-e9807082da69","name":"Tag eventType = info","type":"n8n-nodes-base.set","position":[864,1008],"parameters":{"values":{"string":[{"name":"eventType","value":"info"}]},"options":{}},"typeVersion":2},{"id":"bc36d017-1ce4-4c4b-b209-421555cdbe56","name":"Tag eventType = course","type":"n8n-nodes-base.set","position":[864,1200],"parameters":{"values":{"string":[{"name":"eventType","value":"course"}]},"options":{}},"typeVersion":2},{"id":"c93fa83a-4ffb-4971-8d13-d3a79b5762aa","name":"Merge — Any Trigger","type":"n8n-nodes-base.merge","position":[1088,1104],"parameters":{},"typeVersion":2},{"id":"54ade592-b443-4be0-b709-56b328668725","name":"Code — Normalize + Decide Action","type":"n8n-nodes-base.code","position":[1312,1104],"parameters":{"jsCode":"function safeStr(v) {\n return (v ?? '').toString().trim();\n}\n\nfunction normalizeBool(v) {\n return v === true || v === 'checked' || v === 'true' || v === 1;\n}\n\nfunction toE164(phoneRaw) {\n const p = safeStr(phoneRaw);\n if (!p) return '';\n return p.startsWith('+') ? p : `+${p}`;\n}\n\nreturn items.map((item) => {\n const r = item.json || {};\n const f = r.fields || {};\n\n const eventType = safeStr(r.eventType); // 'info' | 'course'\n const recordId = r.id;\n\n const firstName = safeStr(f['First Name'] ?? f['First Name'] ?? f['First Name ']);\n const email = safeStr(f['Email']);\n const phoneE164 = toE164(f['Phone Number']);\n\n const referrerEmail = safeStr(f['Referrer Email'] ?? f['Referring Person Email']);\n\n const infoOutcome = safeStr(f['Info Event Outcome']); // Attended / Did Not Attend / Rescheduled\n const courseOutcome = safeStr(f['Course Outcome']); // Started / Did Not Start/Withdrawn / Completed\n\n // Sent flags (candidate)\n const postInfoAttendedSent = normalizeBool(f['Post-Info Attended Sent']);\n const postInfoNoShowSent = normalizeBool(f['Post-Info NoShow Sent']);\n const courseOutcomeMsgSent = normalizeBool(f['Course Outcome Message Sent']);\n\n // Sent flags (referrer)\n const referrerInfoNotified = normalizeBool(f['Referrer Notified – Info Outcome']);\n const referrerCourseStartNotified = normalizeBool(f['Referrer Notified – Course Start']); // NEW FIELD\n const referrerCourseEndNotified = normalizeBool(f['Referrer Notified – Course Outcome']); // reuse existing for end notification\n\n // Normalize course outcome to a key for templates\n let courseOutcomeKey = '';\n if (courseOutcome === 'Started') courseOutcomeKey = 'started';\n else if (courseOutcome === 'Did Not Start/Withdrawn') courseOutcomeKey = 'not_started_withdrawn';\n else if (courseOutcome === 'Completed') courseOutcomeKey = 'completed';\n else courseOutcomeKey = courseOutcome ? 'other' : '';\n\n // Decide ONE action route (candidate messaging)\n let action = 'none';\n\n if (eventType === 'info') {\n if (infoOutcome === 'Attended' && !postInfoAttendedSent) action = 'info_attended';\n else if (infoOutcome === 'Did Not Attend' && !postInfoNoShowSent) action = 'info_noshow';\n // Rescheduled => none\n }\n\n if (eventType === 'course') {\n if (courseOutcomeKey && !courseOutcomeMsgSent) action = 'course';\n }\n\n // Referrer notifications (separate from candidate messaging)\n const notifyReferrerInfo =\n eventType === 'info' &&\n !!referrerEmail &&\n !referrerInfoNotified &&\n (infoOutcome === 'Attended' || infoOutcome === 'Did Not Attend');\n\n // NEW: referrer course start notification (only when Started)\n const notifyReferrerCourseStart =\n eventType === 'course' &&\n !!referrerEmail &&\n !referrerCourseStartNotified &&\n courseOutcomeKey === 'started';\n\n // NEW: referrer course end notification (only when Completed OR Withdrawn/Did Not Start)\n const notifyReferrerCourseEnd =\n eventType === 'course' &&\n !!referrerEmail &&\n !referrerCourseEndNotified &&\n (courseOutcomeKey === 'completed' || courseOutcomeKey === 'not_started_withdrawn');\n\n return {\n json: {\n recordId,\n eventType,\n action,\n\n firstName,\n email,\n phoneE164,\n referrerEmail,\n\n infoOutcome,\n courseOutcome,\n courseOutcomeKey,\n\n hasEmail: !!email,\n hasPhone: !!phoneE164,\n\n notifyReferrerInfo,\n notifyReferrerCourseStart,\n notifyReferrerCourseEnd,\n\n applyLink: 'https://www.morestarts.co.uk/welding-course/',\n senderName: 'Morestarts',\n senderEmail: 'user@example.com'\n }\n };\n});\n"},"typeVersion":2},{"id":"f81f1c42-5553-42d8-88cb-ee1f6571ff26","name":"Switch — Route Action","type":"n8n-nodes-base.switch","position":[1536,1088],"parameters":{"rules":{"rules":[{"value2":"info_attended","outputKey":"output 0"},{"value2":"info_noshow","outputKey":"output 1"},{"value2":"course","outputKey":"output 2"}]},"value1":"={{ $json.action }}","dataType":"string"},"typeVersion":2},{"id":"bcc5ebd1-56db-47a0-b149-91625024f2b0","name":"WF6 Complete","type":"n8n-nodes-base.set","position":[2880,1104],"parameters":{"values":{"string":[{"name":"status","value":"WF6 Complete"}]},"options":{},"keepOnlySet":true},"typeVersion":2},{"id":"ed248688-095b-4cf9-af96-3934175c7135","name":"Airtable Trigger — Info Outcome Updated At1","type":"n8n-nodes-base.airtableTrigger","position":[640,1008],"parameters":{"baseId":{"__rl":true,"mode":"id","value":"Your_Base_id"},"tableId":{"__rl":true,"mode":"id","value":"Your_table_id"},"pollTimes":{"item":[{"mode":"everyMinute"}]},"triggerField":"InfoOutcomeUpdatedAt_TMP","authentication":"airtableTokenApi","additionalFields":{}},"credentials":{"airtableTokenApi":{"id":"credential-id","name":"Airtable Personal Access Token account"}},"typeVersion":1},{"id":"76b54aad-41af-4ed2-a536-1b04e4b7c555","name":"Course Outcome Updated At","type":"n8n-nodes-base.airtableTrigger","position":[640,1200],"parameters":{"baseId":{"__rl":true,"mode":"id","value":"Your_Base_ID"},"tableId":{"__rl":true,"mode":"id","value":"Your_Table_ID"},"pollTimes":{"item":[{"mode":"everyMinute"}]},"triggerField":"Course Outcome Updated At","authentication":"airtableTokenApi","additionalFields":{}},"credentials":{"airtableTokenApi":{"id":"credential-id","name":"Airtable Personal Access Token account"}},"typeVersion":1},{"id":"d042e3ab-1a45-4bbd-a45b-67fc387816e9","name":"Attended email","type":"n8n-nodes-base.sendInBlue","position":[1760,912],"parameters":{"sender":"user@example.com","subject":"Course Place Confirmed","receipients":"={{ $json.email }}","textContent":"=Hi {{ $json.firstName || $json.fields['First Name'] }},\n\nThank you for attending the info event at [course name].\n\nWe are pleased to confirm that your place on the course is secure, and we look forward to welcoming you on Monday.\n\nIf you have changed your mind for any reason, please let us know as soon as possible by emailing sender@gmail.com\n\nYour name\n","requestOptions":{},"additionalFields":{}},"credentials":{"sendInBlueApi":{"id":"credential-id","name":"onboarding workflow token 1/23/2026"}},"typeVersion":1},{"id":"91c4425d-91a0-4210-9e71-84fe60dd63f0","name":"Course outcome email","type":"n8n-nodes-base.sendInBlue","position":[1760,1488],"parameters":{"sender":"user@example.com","subject":"={{ \n $json.courseOutcomeKey === 'started' ? 'Welcome to the Course' :\n $json.courseOutcomeKey === 'not_started_withdrawn' ? 'Course Update' :\n $json.courseOutcomeKey === 'completed' ? 'Congratulations on Completing the Course' :\n 'Course Update'\n}}\n","receipients":"={{ $json.email }}","textContent":"={{\n $json.courseOutcomeKey === 'started'\n ? `Hi ${$json.firstName || 'there'},\n\nWelcome to the coursename, Course name at Academy name.\n\nWe are pleased to confirm that you have successfully started the course and wish you every success.\n\nIf you have any questions during the course, please get in touch.\n\nsendername`\n : $json.courseOutcomeKey === 'not_started_withdrawn'\n ? `Hi ${$json.firstName || 'there'},\n\nWe noticed that you did not start or withdrew from the Course name.\n\nIf you would like to join a future course or discuss your options, please contact us as soon as possible.\n\nsendername`\n : $json.courseOutcomeKey === 'completed'\n ? `Hi ${$json.firstName || 'there'},\n\nCongratulations on successfully completing the Course name.\n\nWe wish you every success moving forward and thank you for training with coursename.\n\nsendername`\n : `Hi ${$json.firstName || 'there'},\n\nCourse update.\n\nsendername`\n}}\n","requestOptions":{},"additionalFields":{}},"credentials":{"sendInBlueApi":{"id":"credential-id","name":"onboarding workflow token 1/23/2026"}},"typeVersion":1},{"id":"639245b4-65ca-48b4-964d-1240219619b6","name":"Airtable — Commit Post-Info Attended Sent","type":"n8n-nodes-base.airtable","position":[1984,816],"parameters":{"base":{"__rl":true,"mode":"id","value":"Your_Base-ID"},"table":{"__rl":true,"mode":"id","value":"Your_Table_ID"},"columns":{"value":{"id":"={{ $('Airtable Trigger — Info Outcome Updated At1').item.json.id }}"},"schema":[{"id":"id","type":"string","display":true,"removed":false,"readOnly":true,"required":false,"displayName":"id","defaultMatch":true},{"id":"First Name","type":"string","display":true,"removed":true,"readOnly":false,"required":false,"displayName":"First Name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Last Name","type":"string","display":true,"removed":true,"readOnly":false,"required":false,"displayName":"Last Name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"For funding purposes, please confirm your age. 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Airtable controls when the workflow runs, and n8n controls what happens next. This separation avoids race conditions and keeps the system reliable.\n\nOnce triggered, the workflow normalizes record data and determines exactly one action path using a centralized Code node. Based on the outcome, it sends the appropriate candidate email and SMS, and optionally notifies the referring person. Each message is sent only once using checkbox “sent” flags stored in Airtable.\n\n## Setup steps\n\nConnect Airtable and select the table containing candidate records.\n\nEnsure Airtable includes timestamp fields for outcome updates.\n\nEnsure all “sent” fields are checkbox fields.\n\nConnect your email and SMS providers.\n\nCustomize message content in the Email and SMS nodes if needed."},"typeVersion":1},{"id":"3882dd9b-d6fc-4f5a-a333-498d7556f520","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[608,800],"parameters":{"color":7,"height":512,"content":"## Trigger & Event Detection\nWatches Airtable-managed timestamp fields for outcome changes.\nAirtable controls when the workflow runs."},"typeVersion":1},{"id":"45e6a764-3d8e-4958-a7f2-452fd62790a9","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[1248,864],"parameters":{"color":7,"height":352,"content":"## Normalize & Decide Action\nCentral logic layer that normalizes fields and outputs one action path.\nPrevents fragile IF chains."},"typeVersion":1},{"id":"7f891657-972e-4676-8171-1113593a6f16","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[1680,448],"parameters":{"color":7,"height":352,"content":"## Candidate Messaging — Info Event Outcomes\nHandles post-info-event emails and SMS for attended and no-show outcomes.\nEach message is sent once only."},"typeVersion":1},{"id":"61f43fb4-03fb-4ffc-b25c-d42225e2f75d","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[1456,1312],"parameters":{"color":7,"height":336,"content":"## Candidate Messaging — Course Outcomes\n\nSends course outcome messages (started, withdrawn, completed).\nContent is driven by normalized outcome keys."},"typeVersion":1},{"id":"6e8e5889-947d-4486-95ac-dd5d8697178d","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[2160,720],"parameters":{"color":7,"height":352,"content":"## Referrer Notifications\nNotifies referring partners when candidates 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