n8n Client Check-In Automation: Airtable + OpenAI + Gmail + Discord

Automated client check-ins with Airtable, OpenAI, Gmail & Discord (plus a weekly Friday digest)

This n8n automation monitors your Airtable “Client Projects” on a schedule, detects clients that have gone quiet for 10+ days, generates personalized check-in emails using OpenAI, sends them via Gmail, logs every touch back to Airtable, and posts updates to Discord—then sends a weekly health digest every Friday.

What this workflow does

• Runs Mondays at 09:00 (workflow timezone) and reads the Airtable Client Projects table.
• Checks recency: calculates days since each project’s last_touch and flags projects quiet for 10+ days.
• Data quality handling: emails an internal address if any rows have missing or malformed last_touch values.
• All-clear messaging: if no projects are quiet, posts an “all clear” update to Discord.
• OpenAI-assisted outreach: for each quiet project, generates a short check-in email (subject + body) referencing the project name and stage.
• Sends + records activity: sends the email via Gmail, appends a row to Airtable’s Touch Log, and updates the project’s last_touch in Airtable.
• Visibility in Discord: posts a one-line summary for each sent check-in.
• Runs Fridays at 16:00: compiles project health metrics from Airtable (including recent check-ins), uses OpenAI to write a brief digest, and sends it via Gmail and Discord.

Use cases

• Keep client relationships active by automatically following up when there’s no recent touch.
• Reduce manual admin: schedule check-ins, log outcomes, and maintain accurate Airtable timelines.
• Give your team transparency with Discord updates and a Friday health overview.

Technical details

• Integrations: Airtable, OpenAI, Gmail, Discord.
• Workflow nodes: if, set, code, gmail, discord, airtable.
• Required Airtable tables/fields: Client Projects and Touch Log, including project_id, status, last_touch, client_email, and log_id.