n8n Weekly Coaching Check-Ins: Google Sheets + Gmail + DeepSeek

Turn Weekly Coaching Into an Automated, Personalized System

This n8n weekly coaching check-in workflow automatically emails your active coaching clients a check-in link every week, collects their responses, drafts personalized replies using DeepSeek, logs everything back to Google Sheets, and alerts you via Telegram and Gmail when check-ins are missed or need attention.

What this workflow does

• Sunday 07:00 (Asia/Jakarta): Reads the Clients tab in Google Sheets and selects clients where status is set to active.
• Sends each active client a Gmail message containing a link to the n8n Form for weekly check-ins.
• Processes incoming submissions from the n8n Form, normalizing fields (including timestamps and numeric values) for consistent handling.
• Validates required fields: if required data is missing, the workflow skips processing and notifies the coach via Telegram and Gmail.
• For valid submissions, it reads recent check-in history from the CheckIns tab and sends the check-in + history to OpenAI (DeepSeek model) to generate an adherence score, flags, and a short reply.
• Appends the check-in and AI reply back to Google Sheets (using the Google Sheets client roster to support reply context when the client is found), then emails the coaching reply to the client.
• If the AI flags attention needed, it sends a Telegram alert to the coach.
• Monday 09:00 (Asia/Jakarta): Compares active clients vs. check-ins from the last 7 days and sends Telegram and Gmail nudges for missed clients, or an all-clear message.

Use cases

• Automate weekly accountability for coaching programs without manual follow-ups.
• Detect incomplete submissions and quickly notify the coach to intervene.
• Send personalized coaching responses powered by DeepSeek, while maintaining an audit trail in Google Sheets.

Technical details

• Schedule: Runs Sunday 07:00 and Monday 09:00 (Asia/Jakarta).
• Integrations / nodes: Google Sheets (Clients, CheckIns, roster logging), Gmail, n8n Form, Telegram.
• Logic & processing: if, set, code, split out.
• AI: OpenAI using the DeepSeek model to generate adherence scoring and replies.