Setup n8n

Area: IT Workflow: workflows/it/setup-n8n.json

Purpose

Orchestrates the full n8n onboarding session for a new client — from initial request intake through meeting scheduling to post-meeting setup confirmation. The workflow is the operational backbone for every new Wulpers client that needs their n8n instance configured.

Pipeline

Form Trigger: Receive Setup Request
  → Code: Normalize Setup Request
  → Google Sheets: Log Setup Request         (setup_requests tab, status: pending)
  → Gmail: Schedule Setup Meeting            (sendAndWait — client confirms/declines)
  → IF: Meeting Confirmed?
      TRUE  → Gmail: Send Pre-Meeting Checklist
              → Wait: Hold Until Meeting Date (resumes on POST to webhook URL)
              → Gmail: Request Setup Confirmation  (sendAndWait — client approves/declines)
              → IF: Setup Approved?
                    TRUE  → Google Sheets: Mark Setup Complete  (status: completed)
                            → Gmail: Notify Setup Complete
                    FALSE → Gmail: Schedule Follow-Up Session
                            → No-op: Pending Follow-Up
      FALSE → No-op: Meeting Not Confirmed

Stages

Stage	Name	Status	Notes
1	Intake	Implemented	Form intake, normalization, Sheets log.
2	Meeting Scheduling	Implemented	Client confirms via sendAndWait; pre-meeting checklist sent; Wait holds.
3	Post-Meeting	Implemented	Client confirms setup complete or requests a follow-up.

Trigger — form fields

Field	Type	Required	Notes
Client Name	text	yes
Client Email	email	yes
Company	text	yes
n8n Plan	dropdown	yes	Cloud Starter / Cloud Pro / Self-Hosted / Trial.
Current Tools	textarea	yes	CRM, email platform, databases, spreadsheets, etc.
Automation Goals	textarea	yes	What the client wants to automate.
Availability	textarea	yes	Preferred days, times, and timezone.
Notes	textarea	no	Anything else worth mentioning.

Normalized request shape

{
  "setup_id": "<ISO-8601 timestamp>",
  "client_name": "string",
  "client_email": "string",
  "company": "string",
  "n8n_plan": "Cloud Starter | Cloud Pro | Self-Hosted | Trial",
  "current_tools": "string",
  "automation_goals": "string",
  "availability": "string",
  "notes": "string",
  "status": "pending",
  "submitted_at": "<ISO-8601 timestamp>"
}

Persistence — setup_requests tab

Create this tab in the target workbook before activating. Replace REPLACE_WITH_WORKBOOK_ID in both Sheets nodes with the actual spreadsheet ID. One row per submitted request; Stage 3 updates the same row keyed by setup_id.

Column	Type	Notes
setup_id	string	PK. ISO-8601 timestamp.
client_name	string
client_email	string
company	string
n8n_plan	enum	Cloud Starter / Cloud Pro / Self-Hosted / Trial.
current_tools	string
automation_goals	string
availability	string
notes	string
status	enum	pending → completed. follow_up can be added when Stage 3 is extended.
submitted_at	string	ISO-8601.
last_updated_at	string	ISO-8601. Updated by Stage 3 on completion.

Email flows

Gmail: Schedule Setup Meeting (sendAndWait)

Sent to the client. Displays their submitted availability and asks them to click Approve (proceed) or Decline (cancel). The IF node reads $json.data.approved.

Gmail: Send Pre-Meeting Checklist

Sent after confirmation. Instructs the client to have ready:

1. Access to their n8n instance (admin credentials or instance URL).
2. API keys / OAuth tokens for the tools they listed in current_tools.
3. Any existing workflows to migrate or reference.
4. A short list of the first automations they want (from automation_goals).

Wait: Hold Until Meeting Date

Pauses execution indefinitely. The operator manually resumes it by sending a POST to the node’s webhook URL once the meeting is complete. Find the URL inside the active execution in n8n.

Gmail: Request Setup Confirmation (sendAndWait)

Sent after the meeting. Client clicks Approve (setup done) or Decline (needs follow-up). The IF node reads $json.data.approved.

Gmail: Notify Setup Complete

Congratulatory email referencing the client’s n8n_plan and inviting them to reach out with questions.

Gmail: Schedule Follow-Up Session

Sent when the client declines the setup confirmation. Notifies them that the Wulpers team will reach out to reschedule. Execution ends at No-op: Pending Follow-Up — re-schedule manually.

Credentials

Credential type	Used by
gmailOAuth2	Gmail: Schedule Setup Meeting, Gmail: Send Pre-Meeting Checklist, Gmail: Request Setup Confirmation, Gmail: Notify Setup Complete, Gmail: Schedule Follow-Up Session.
googleSheetsOAuth2Api	Google Sheets: Log Setup Request, Google Sheets: Mark Setup Complete.

See credentials/README.md.

Tags

commercial.

Status

• active: false.
• Triggered by the public setup request form.
• Wait: Hold Until Meeting Date requires manual operator resume via webhook POST after the meeting.

Open questions

• Follow-up loop: When the client declines the post-meeting confirmation, the workflow ends at No-op: Pending Follow-Up with no automatic re-scheduling. Consider adding a second sendAndWait that proposes a follow-up date, or link this to a calendar booking tool (Calendly, Cal.com).
• Google Calendar invite: Currently the meeting date is communicated manually after the confirmation email. A Google Calendar: Create Meeting Event node could auto-create the calendar invite using the availability text as a cue once a specific date is agreed upon.
• Status transitions: status currently only moves pending → completed. Add follow_up and cancelled states as the follow-up flow is built out.
• Sender identity: All Gmail nodes use the Gmail Api Piplfy credential. Confirm whether setup emails should come from a shared inbox (e.g. setup@wulpers.com) rather than a personal account.

Changelog

Initial build

• Added intake form with 8 fields (Client Name, Email, Company, n8n Plan, Current Tools, Automation Goals, Availability, Notes).
• Normalization code maps form output to setup_requests schema; setup_id is the ISO-8601 submit timestamp.
• Sheets append on intake; Sheets update on completion (keyed by setup_id).
• Stage 2: sendAndWait confirmation + pre-meeting checklist + webhook-based Wait.
• Stage 3: sendAndWait setup confirmation with approve / follow-up branch.
• Tag: commercial.