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Collect buyer-agent showing feedback with Forms, Google Sheets, Gmail, and DeepSeek

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

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Last update 2 days ago

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Showing feedback arrives late, or not at all, and the seller conversation starts from memory. This workflow asks the buyer agent for feedback the moment a showing is logged, turns their free text answer into structured signals, tells the listing agent straight away, and chases the agents who never replied.

Last updated: November 2026.

Quick Overview

A showing is posted to a webhook with the property, the MLS id and the buyer agent details. The record is logged to Google Sheets and an AI agent writes the feedback request that Gmail sends to the buyer agent. The agent answers through a hosted form, and a second AI agent turns that answer into a summary, an interest level, a price signal, condition flags and the main objection. The feedback is logged, the listing agent is emailed the summary, and the showing is closed so it stops being chased. A daily sweep chases the missing answers in three stages and a Monday digest pulls the week together.

How it works

  1. Receives a showing on a POST webhook (showing/logged) and responds straight away.
  2. Normalizes the payload into a showing id, address, MLS id, buyer agent, listing agent, seller and showing time, and marks the row as requested at the initial chase stage.
  3. Checks that there is an address and a buyer agent email. A showing without either is emailed to the coordinator instead of being logged.
  4. Appends the valid showing to the Showings tab in Google Sheets.
  5. Asks an AI agent for a short feedback request email to the buyer agent, parses the subject and body, and sends it with Gmail.
  6. Collects the answer with an n8n Form that asks for the showing id, the interest level, the price impression, condition notes and objections.
  7. Matches the form entry to the showing id in the Showings tab. An entry with no id or no rating, or one that points at a showing that is not in the tracker, is emailed to the coordinator.
  8. Asks an AI agent to turn the buyer agent free text into structured signals, appends them to the Feedback tab, emails the listing agent the summary and marks the showing as answered.
  9. Every morning at 08:00 checks the Showings tab for showings with no reply after two days and sends a staged nudge, a plain follow-up first, a last ask after five days and a closing note after eight days, then emails the listing agent the list of showings still missing feedback.
  10. Every Monday at 08:00 reads the last seven days of the Feedback tab, groups it by property, and has an AI agent write one digest email the listing agent can take into the seller conversation.

Setup

  1. Connect Google Sheets and set the spreadsheet that holds the Showings tab and the Feedback tab.
  2. Connect Gmail for the buyer agent requests, the daily chases, the listing agent updates and the weekly digest.
  3. Set the coordinator inbox on the three alert nodes so bad input has somewhere to go.
  4. Add an OpenAI credential on the request, analysis and digest model nodes.
  5. Point your showing scheduler or calendar at the showing/logged webhook.
  6. Open the showing feedback form once and share the link with buyer agents.
  7. Adjust the chase thresholds on the Compute Chases node and the sweep times on the two schedule triggers if you want different pacing.

Quick Answers

How does the buyer agent give feedback?
Through a hosted form that takes about 30 seconds: showing id, interest level, price impression, condition notes and objections. The form entry is matched to the showing id in the tracker.

What if the buyer agent never answers?
The morning sweep sends a follow-up after two days, a last ask after five and a closing note after eight, and it emails the listing agent the showings that are still silent.

What does the listing agent get?
An email the moment feedback lands, with the interest level, the price signal, the condition notes and the objection, plus a Monday digest of the last seven days grouped by property.

What happens to a form entry that does not match?
If the showing id is missing, the ratings are empty, or the id is not in the Showings tab, the coordinator gets an alert instead of the listing agent.

Additional info

Built with n8n. Need an assessment on your business? Feel free to reach out at https://khmuhtadin.com/consultation/