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Monitor Instagram hashtag trends and email reports with Apify and Gmail

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Created by: Growth AI || growthai
Growth AI

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Last update 5 hours ago

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📺 Full walkthrough video: https://www.youtube.com/watch?v=Me4d4BILvHk

What it does

This workflow automatically monitors trending content on Instagram using keywords you define. It scrapes the most engaging posts, calculates an engagement score based on likes and comments, ranks content in a leaderboard, and delivers a professional HTML email dashboard — while storing historical data in a structured table for long-term trend tracking.

No manual research. No tab switching. Just the top-performing Instagram content in your inbox, automatically.

Who's it for

Social media managers, content creators, brand managers, marketing teams, and agencies who need to track hashtag performance and trending Instagram content for competitive analysis, content inspiration, and influencer discovery.

How it works

The workflow runs a full scraping cycle for each keyword in your list:

  • Instagram Monitoring: Scrapes hashtag-based posts with likes and comments
  • Engagement Scoring: Ranks content based on likes and comments
  • Email Report: Delivers a formatted HTML dashboard with clickable links to original posts
  • Data Storage: Pushes all results into a DataTable for historical tracking and trend analysis

Requirements

  • Apify account (free tier works — no recurring cost)
  • Gmail account for report delivery
  • n8n instance (cloud or self-hosted)
  • Instagram Scraper: apify~instagram-scraper

How to set up

Step 1: Configure Apify credentials

Step 2: Add your keywords

Open the "Query social media" DataTable and add one keyword per row. The Loop Over Query node automatically runs a full Instagram scraping cycle for every keyword — no limit on the number of keywords.

Step 3: Configure search parameters

Instagram:

  • Target hashtags via directUrls
  • Results type: posts
  • Time filter: onlyPostsNewerThan: 7 days
  • Result limit: 15

Step 4: Set up email reporting

  • Configure Gmail OAuth2 credentials in n8n
  • Update the recipient email address in the Send a message node
  • Customize subject and styling as needed

Step 5: Schedule the workflow

Add a Schedule Trigger to run the workflow automatically — daily, weekly, or at any interval that suits your monitoring needs.

Engagement scoring methodology

Instagram
Score = (likes × 1) + (comments × 2)
Focused on recent content to capture trending moments. Carousel sub-items excluded to avoid duplicates.

Performance levels

  • High: Score ≥ 10,000 — viral or highly engaging content
  • Medium: Score ≥ 1,000 — solid engagement, worth monitoring
  • Low: Score < 1,000 — baseline engagement

Results & dashboard

The automated email report includes:

  • Instagram leaderboard: Top 10 posts ranked by engagement score
  • Per-post detail: Account, content preview, score, level, and direct link to original post
  • Historical DataTable: One row per post with keyword, score, date — queryable over time

How to customize

Keyword targeting

  • Add as many keywords as needed — one row per keyword in the DataTable
  • Use brand names, product names, competitor terms, or campaign hashtags
  • Adjust for seasonal trends or campaign periods

Scoring adjustments

Modify the Code node to:

  • Change metric multipliers based on your priorities
  • Add recency bonuses for fresher content
  • Filter out low-quality or spam content

Reporting enhancements

  • Add multiple email recipients
  • Export results to Google Sheets or Airtable
  • Set alert thresholds for high-performing content
  • Connect to Slack or Teams for real-time notifications

Use cases

Brand & competitive monitoring
Track brand mentions and competitor content performance on Instagram simultaneously.

Content strategy
Identify top-performing posts, discover effective hashtags, and spot emerging trends before they peak.

Influencer discovery
Find creators driving the most engagement in your niche and evaluate potential collaborators based on real performance data.

Campaign tracking
Monitor hashtag campaigns, track sponsored content performance, and measure share of voice over time.

Limitations

  • Subject to Apify scraper quotas (free tier: ~$5 credit/month included)
  • Some private or restricted content may not be accessible
  • Dependent on third-party scraper availability and maintenance