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Route and close school admissions leads with Gmail, HighLevel, Gemini and Sheets

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Created by: iamvaar || iamvaar
iamvaar

Last update

Last update 2 days ago

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Quick overview

Youtube Video: https://youtu.be/rWraVUmho-0

Automates school admissions by capturing enquiries from forms, Gmail, and webhooks, classifying leads via Jev Routing API, syncing them to HighLevel, suggesting campus tours using Google Calendar and Gemini, logging activity in Sheets, managing email follow-ups with Redis memory, and sending Slack alerts.

How it works

  1. Triggers when a parent submits the n8n admissions form, a matching admissions email arrives in Gmail, or a lead is posted to the inbound webhook.
  2. Normalizes the incoming lead data (name, email, phone, enquiry text, source) into a single consistent format.
  3. Sends the enquiry to the Jev Routing API to classify the lead (route/team, grade category, campus branch, and admission stage) and filters out messages marked as ignore.
  4. Looks up the lead in HighLevel and then updates the existing contact or creates a new one, adds classification tags, and creates an admissions opportunity in the defined pipeline.
  5. Uses Google Gemini with Google Calendar availability to propose a 45-minute morning campus tour slot, generates an admissions outreach email, and stores the outbound context in Redis for conversation continuity.
  6. Sends the initial admissions email via Gmail and appends or updates the lead record in Google Sheets with the proposed slot and follow-up history.
  7. Triggers on inbound Gmail replies, retrieves the lead’s prior history from Google Sheets and Redis, uses Google Gemini to draft a response and book a confirmed tour in Google Calendar when applicable, updates Google Sheets, and posts a Slack alert when escalation is required.

Setup

  1. Connect credentials for Gmail OAuth2, HighLevel OAuth2, Google Calendar OAuth2, Google (Service Account) for Google Sheets, Slack, Redis, Google Gemini (PaLM) API, and HTTP Header Auth for the Jev Routing API.
  2. Update the inbound webhook path (admissions-inbound-webhook) and configure your CRM/source system to POST leads to the generated webhook URL.
  3. Set the correct HighLevel pipelineId for opportunity creation and confirm your desired tag conventions (for example, academic year tags like AY-2027-2028).
  4. Update the Google Sheets document ID and ensure the Admissions_Tracker sheet contains the referenced columns used for append/update matching by Lead_Email.
  5. Select the correct Google Calendar (and timezone expectations) used to check availability and create campus tour events.
  6. Choose the Slack channel for staff alerts and adjust the Gmail trigger search queries to match your admissions inbox patterns.