Onboard new Clientify contacts with AI emails, Google Calendar and Gmail

Quick overview

This workflow triggers on newly created Clientify contacts, uses OpenAI to draft a personalized welcome email and schedules a welcome meeting in Google Calendar, then sends the email via Gmail, assigns the contact owner in Clientify, and logs an onboarding note to prevent duplicates.

How it works

1. Triggers when a contact is saved in Clientify and continues only if the contact is newly created (within 60 seconds) and has a non-bounced email address.
2. Loads company, sender, calendar, time zone, and meeting-length settings used across the onboarding steps.
3. Checks the contact’s Clientify timeline for an existing “Welcome email sent” note and stops if the contact was already onboarded.
4. Uses OpenAI with Google Calendar tools to look up the sender’s next 7 days of events, pick an available slot, create a calendar meeting with the contact as an attendee, and return an email subject/body plus meeting start and end times.
5. Converts the AI-generated Markdown email body to HTML and sends the welcome email to the contact via Gmail.
6. Looks up Clientify users, assigns the contact owner to the user whose email matches the configured sender email, and records an onboarding note in Clientify with the email subject and meeting details.

Setup

1. Install the community node n8n-nodes-clientify and add a Clientify API credential, then select it in the Clientify trigger and all Clientify API steps.
2. Add credentials for OpenAI, Google Calendar, and Gmail.
3. Update the “Company and sender settings” values (company name/activity, sender name/email, calendar ID, time zone, and meeting duration) and ensure the sender email matches an existing Clientify user if you want owner assignment.
4. Ensure n8n can receive Clientify webhooks (public HTTPS URL) and then activate the workflow and test by creating a new Clientify contact with an email address.