{"workflow":{"id":14356,"name":"Send SaaS trial follow-up emails with MongoDB and Gmail","views":3,"recentViews":0,"totalViews":3,"createdAt":"2026-03-26T11:23:52.479Z","description":"## How it works \nThis workflow runs on a daily schedule to monitor users currently on a trial plan. It fetches user data from MongoDB, calculates their trial stage, and assigns a trigger label such as Day 3, Day 7, Day 13, or Last Day. Based on this stage, the workflow sends a targeted email using Gmail. This ensures consistent engagement and improves trial-to-paid conversion without manual effort.\n\n## Step-by-step \n\n- **Fetch and filter trial users** \n - **Schedule Trigger** – Runs the workflow daily at a fixed time. \n - **Find documents** – Retrieves users with an active trial plan from MongoDB. \n - **Code in JavaScript** – Calculates trial progress and assigns a trigger type (day_3, day_7, day_13, last_day). \n\n- **Send stage-based emails** \n - **Loop Over Items** – Iterates through each filtered user. \n - **Switch** – Routes users based on their trigger type. \n - **Send day 3 email** – Sends onboarding encouragement email. \n - **Send day 7 mail** – Sends mid-trial engagement email. \n - **Send day 13 mail** – Sends near-expiry reminder email. \n - **Send Last day email** – Sends final urgency email before trial ends. \n - **Merge** – Combines all branches and continues looping for remaining users. \n\n## Why use this? \n\n- Automates user engagement throughout the trial lifecycle \n- Improves activation and feature adoption with timely nudges \n- Increases conversion rates with strategic email timing \n- Eliminates manual tracking of trial users \n- Scales easily for large SaaS user bases ","workflow":{"meta":{"instanceId":"c91c5b6efe2709e07c37996245857ac5d863d575d07e0072127351337c204c40","templateCredsSetupCompleted":true},"nodes":[{"id":"bf726ab7-2509-48ff-b182-2e252140c2ff","name":"Schedule Trigger","type":"n8n-nodes-base.scheduleTrigger","position":[5504,4256],"parameters":{"rule":{"interval":[{}]}},"typeVersion":1.3},{"id":"0cabb810-baac-4860-8efa-a70020181309","name":"Find documents","type":"n8n-nodes-base.mongoDb","position":[5680,4256],"parameters":{"query":"={\n \"plan\": \"trial\"\n}","options":{},"collection":"users"},"typeVersion":1.2},{"id":"c71658b0-93b7-403c-a5ae-7fb764110d9b","name":"Code in JavaScript","type":"n8n-nodes-base.code","position":[5872,4256],"parameters":{"jsCode":"const today = new Date();\ntoday.setHours(0, 0, 0, 0); // normalize to midnight\n\nreturn items.map(item => {\n const start = new Date(item.json.plan_start_date);\n const end = new Date(item.json.plan_end_date);\n\n start.setHours(0, 0, 0, 0);\n end.setHours(0, 0, 0, 0);\n\n const diffFromStart = Math.floor((today - start) / (1000 * 60 * 60 * 24));\n const diffToEnd = Math.floor((end - today) / (1000 * 60 * 60 * 24));\n\n let trigger_type = null;\n\n if (diffFromStart === 3) trigger_type = \"day_3\";\n else if (diffFromStart === 7) trigger_type = \"day_7\";\n else if (diffFromStart === 13) trigger_type = \"day_13\";\n else if (diffToEnd === 1) trigger_type = \"last_day\";\n\n if (trigger_type) {\n return {\n json: {\n ...item.json,\n trigger_type,\n }\n };\n }\n}).filter(Boolean);"},"typeVersion":2},{"id":"8b901153-fdb4-47ee-a1e2-fee784b43ee7","name":"Loop Over Items","type":"n8n-nodes-base.splitInBatches","position":[6144,4256],"parameters":{"options":{}},"typeVersion":3},{"id":"92fe7d8f-ed54-4b41-b53c-3f8fcf5c01be","name":"Switch","type":"n8n-nodes-base.switch","position":[6368,4224],"parameters":{"rules":{"values":[{"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"b5946cb5-be13-4d8b-97b4-16956a784b44","operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.trigger_type }}","rightValue":"day_3"}]}},{"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"347fc24c-95ee-42aa-9e3c-ad02e33428c9","operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.trigger_type }}","rightValue":"day_7"}]}},{"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"5520a26b-6a28-4141-bbf4-7e37cec1079c","operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.trigger_type }}","rightValue":"day_13"}]}},{"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"3cc30190-7990-4077-9637-89e6f03a84d0","operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.trigger_type }}","rightValue":"last_day"}]}}]},"options":{}},"typeVersion":3.4},{"id":"1eaed7c1-fde9-48cb-827e-59b7650cefa7","name":"Merge","type":"n8n-nodes-base.merge","position":[6816,4224],"parameters":{"numberInputs":4},"typeVersion":3.2},{"id":"f891dc78-12dc-4788-b930-613bcdd2f177","name":"Send day 3 email","type":"n8n-nodes-base.gmail","position":[6592,3968],"webhookId":"f17b4e69-65c8-45d8-b558-54e754400264","parameters":{"sendTo":"={{ $json.email }}","message":"=\n\n\n

Hi {{$json.name}},

\n\n

Welcome to RecruitEase!

\n\n

It's been a couple of days since you started your trial. Have you explored how easy hiring can be?

\n\n \n\n

Most recruiters see results within their first few job postings.

\n\n

\n \n Start Hiring Now\n \n

\n\n

If you need help, just reply to this email — we’re here for you.

\n\n

Best regards,
Team RecruitEase

\n\n","options":{},"subject":"Start hiring smarter with RecruitEase"},"typeVersion":2.2},{"id":"7614911e-e4c1-4aac-9570-699aa04ffe3f","name":"Send day 7 mail","type":"n8n-nodes-base.gmail","position":[6592,4160],"webhookId":"17cf05fe-9433-4c88-8185-54f12a473782","parameters":{"sendTo":"{{ $json.email }}","message":"=

Hi {{$json.name}},

You’re halfway through your RecruitEase trial — let’s make it count.

RecruitEase helps you save time and make better hiring decisions.

Explore Features

Need help? Just reply — we’re here for you.

Best regards,
Team RecruitEase

","options":{},"subject":"You're halfway there — unlock smarter hiring"},"typeVersion":2.2},{"id":"9e0b3c3c-668e-4282-baf6-532e255354e8","name":"Send day 13 mail","type":"n8n-nodes-base.gmail","position":[6592,4352],"webhookId":"7648e7dc-bb41-4d01-b10d-8ad31d5efe3a","parameters":{"sendTo":"={{ $json.email }}","message":"=

Hi {{$json.name}},

Your RecruitEase trial is about to end.

Before it expires, make sure you:

Continue Now

You’re just one step away from transforming your hiring process.

Best regards,
Team RecruitEase

","options":{},"subject":"Your RecruitEase trial is almost over"},"typeVersion":2.2},{"id":"0914ef25-8817-416e-b694-5f99e93b464e","name":"Send Last day email","type":"n8n-nodes-base.gmail","position":[6592,4544],"webhookId":"40df6753-c1a4-48ef-b2c8-bf431dd99a78","parameters":{"sendTo":"={{ $json.email }}","message":"=

Hi {{$json.name}},

This is your final day of the RecruitEase trial.

After today, your access will expire and your hiring workflow may be interrupted.

If you’ve found value in simplifying recruitment with automation, now is the perfect time to upgrade.

Upgrade Now

Continue hiring smarter, faster, and more efficiently with RecruitEase.

Best regards,
Team RecruitEase

","options":{},"subject":"Last day — don’t lose your hiring progress"},"typeVersion":2.2},{"id":"f474438b-6111-41d2-bf83-48869bc9ff55","name":"Sticky Note6","type":"n8n-nodes-base.stickyNote","position":[4736,3712],"parameters":{"width":656,"height":1008,"content":"# Automated SaaS Trial Expiry Nudge Sequence\n\nThis workflow automates follow-up emails for users during their SaaS trial period. It ensures timely engagement by sending personalized nudges at key intervals—Day 3, Day 7, Day 13, and the final day before trial expiry. This helps improve user activation, retention, and conversion without manual tracking.\n\nThe workflow runs daily, checks user subscription data, and determines which stage each user is in. Based on this, it triggers the appropriate email communication. Each email is designed to guide users toward product adoption and encourage conversion before the trial ends.\n\n### How it works\n- Workflow runs daily at midnight \n- User data is fetched from database/spreadsheet \n- Trial dates are analyzed to determine stage \n- Users are tagged (Day 3, 7, 13, Last Day) \n- Loop processes each eligible user \n- Relevant email is sent based on stage \n\n### Setup\n- Configure Schedule Trigger (daily midnight). \n- Connect your database or spreadsheet. \n- Ensure plan start/end dates are available. \n- Connect Gmail account credentials (or any email provider). \n- Emails are based on a demo SaaS — update content to match your product."},"typeVersion":1},{"id":"7100a310-ea36-4793-b9dd-12ef2e358460","name":"Sticky Note7","type":"n8n-nodes-base.stickyNote","position":[6064,3712],"parameters":{"color":7,"width":928,"height":1008,"content":"## Step 2 : Send Stage-Based Nudge Emails\n\nLoops through filtered users and sends the appropriate email based on trial stage. "},"typeVersion":1},{"id":"026919c7-514f-4f18-80f5-1a25108e7ae4","name":"Sticky Note8","type":"n8n-nodes-base.stickyNote","position":[5424,3712],"parameters":{"color":7,"width":608,"height":1008,"content":"## Step 1 : Fetch & Filter Trial Users\n\nRuns daily at midnight, retrieves user and plan data, and filters users based on their trial stage (Day 3, 7, 13, or last day before expiry)."},"typeVersion":1}],"pinData":{},"connections":{"Merge":{"main":[[{"node":"Loop Over Items","type":"main","index":0}]]},"Switch":{"main":[[{"node":"Send day 3 email","type":"main","index":0}],[{"node":"Send day 7 mail","type":"main","index":0}],[{"node":"Send day 13 mail","type":"main","index":0}],[{"node":"Send Last day email","type":"main","index":0}]]},"Find documents":{"main":[[{"node":"Code in JavaScript","type":"main","index":0}]]},"Loop Over Items":{"main":[[],[{"node":"Switch","type":"main","index":0}]]},"Send day 7 mail":{"main":[[{"node":"Merge","type":"main","index":1}]]},"Schedule Trigger":{"main":[[{"node":"Find documents","type":"main","index":0}]]},"Send day 13 mail":{"main":[[{"node":"Merge","type":"main","index":2}]]},"Send day 3 email":{"main":[[{"node":"Merge","type":"main","index":0}]]},"Code in JavaScript":{"main":[[{"node":"Loop Over Items","type":"main","index":0}]]},"Send Last day email":{"main":[[{"node":"Merge","type":"main","index":3}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":13,"nodeTypes":{"n8n-nodes-base.code":{"count":1},"n8n-nodes-base.gmail":{"count":4},"n8n-nodes-base.merge":{"count":1},"n8n-nodes-base.switch":{"count":1},"n8n-nodes-base.mongoDb":{"count":1},"n8n-nodes-base.stickyNote":{"count":3},"n8n-nodes-base.splitInBatches":{"count":1},"n8n-nodes-base.scheduleTrigger":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"Avkash Kakdiya","username":"itechnotion","bio":"🚀 Founder of iTechNotion — we build custom AI-powered automation workflows for startups, agencies, and founders.\n💡 Specializing in agentic AI systems, content automation, sales funnels, and digital workers.\n🔧 14+ years in tech | Building scalable no-code/low-code solutions using n8n, OpenAI, and other API-first tools.\n📬 Let’s automate what slows you down.","verified":true,"links":["https://calendly.com/itechnotion_sales/schedule-your-expert-consultation-for-automation"],"avatar":"https://gravatar.com/avatar/cd18cea4647ff1df4cb154c7d172ca67dcf656f09a3f1ffece5646296d1822d5?r=pg&d=retro&size=200"},"nodes":[{"id":24,"icon":"file:merge.svg","name":"n8n-nodes-base.merge","codex":{"data":{"alias":["Join","Concatenate","Wait"],"resources":{"generic":[{"url":"https://n8n.io/blog/how-to-sync-data-between-two-systems/","icon":"🏬","label":"How to synchronize data between two systems (one-way vs. two-way sync"},{"url":"https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/","icon":"🎫","label":"Supercharging your conference registration process with n8n"},{"url":"https://n8n.io/blog/migrating-community-metrics-to-orbit-using-n8n/","icon":"📈","label":"Migrating Community Metrics to Orbit using n8n"},{"url":"https://n8n.io/blog/build-your-own-virtual-assistant-with-n8n-a-step-by-step-guide/","icon":"👦","label":"Build your own virtual assistant with n8n: A step by step guide"},{"url":"https://n8n.io/blog/sending-automated-congratulations-with-google-sheets-twilio-and-n8n/","icon":"🙌","label":"Sending Automated Congratulations with Google Sheets, Twilio, and n8n "},{"url":"https://n8n.io/blog/aws-workflow-automation/","label":"7 no-code workflow automations for Amazon Web Services"}],"primaryDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.merge/"}]},"categories":["Core Nodes"],"nodeVersion":"1.0","codexVersion":"1.0","subcategories":{"Core Nodes":["Flow","Data Transformation"]}}},"group":"[\"transform\"]","defaults":{"name":"Merge"},"iconData":{"type":"file","fileBuffer":"data:image/svg+xml;base64,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"},"displayName":"Merge","typeVersion":3,"nodeCategories":[{"id":9,"name":"Core Nodes"}]},{"id":39,"icon":"fa:sync","name":"n8n-nodes-base.splitInBatches","codex":{"data":{"alias":["Loop","Concatenate","Batch","Split","Split In Batches"],"resources":{"generic":[{"url":"https://n8n.io/blog/how-uproc-scraped-a-multi-page-website-with-a-low-code-workflow/","icon":" 🕸️","label":"How uProc scraped a multi-page website with a low-code workflow"},{"url":"https://n8n.io/blog/benefits-of-automation-and-n8n-an-interview-with-hubspots-hugh-durkin/","icon":"🎖","label":"Benefits of automation and n8n: An interview with HubSpot's Hugh Durkin"}],"primaryDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.splitinbatches/"}]},"categories":["Core Nodes"],"nodeVersion":"1.0","codexVersion":"1.0","subcategories":{"Core Nodes":["Flow"]}}},"group":"[\"organization\"]","defaults":{"name":"Loop Over Items","color":"#007755"},"iconData":{"icon":"sync","type":"icon"},"displayName":"Loop Over Items (Split in Batches)","typeVersion":3,"nodeCategories":[{"id":9,"name":"Core Nodes"}]},{"id":59,"icon":"file:mongodb.svg","name":"n8n-nodes-base.mongoDb","codex":{"data":{"resources":{"generic":[{"url":"https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/","icon":"🧬","label":"Why business process automation with n8n can change your daily life"},{"url":"https://n8n.io/blog/running-n8n-on-ships-an-interview-with-maranics/","icon":"🛳","label":"Running n8n on ships: An interview with Maranics"},{"url":"https://n8n.io/blog/automate-your-data-processing-pipeline-in-9-steps-with-n8n/","icon":"⚙️","label":"Automate your data processing pipeline in 9 steps"},{"url":"https://n8n.io/blog/how-uproc-scraped-a-multi-page-website-with-a-low-code-workflow/","icon":" 🕸️","label":"How uProc scraped a multi-page website with a low-code workflow"}],"primaryDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.mongodb/"}],"credentialDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/credentials/mongodb/"}]},"categories":["Development","Data & 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