Tenant Reference Request Tracker: n8n Forms, Gmail & Sheets

Chase tenant references automatically—forms, tracking, emails, reminders, and escalation

The Tenant Reference Request Tracker: n8n Forms, Gmail & Sheets workflow captures tenant reference requests via an n8n Form, records them in Google Sheets, emails the previous landlord a feedback link, and then sends automated reminders and escalations by email when responses are overdue.

What this workflow does

• Collects the request when an agent submits an n8n Form including applicant, property, landlord email, and agent email.
• Creates a tracking record by appending a “Pending” row to a Google Sheets tracker. If the Sheets write fails, the workflow sends a Gmail alert to the agent.
• Requests landlord feedback by emailing the previous landlord (via SMTP) a link to a separate landlord feedback form. The link includes the Submission ID in the URL.
• Sends a reminder after 48 hours: the workflow waits 48 hours, looks up the matching tracking row by Submission ID, and if the status is still “Pending”, sends a reminder email to the landlord and updates the row to “Reminder Sent”. It also emails the agent to prompt manual follow-up.
• Records landlord responses when the landlord submits a separate feedback n8n Form. The workflow updates the matching Google Sheets row with the answers and sets the status to “Responded” (or logs the raw response to a backup sheet if the update fails).
• Escalates automatically on an hourly run: it finds “Pending” rows older than 49 hours, emails an escalation to the agent, and updates the row to “Escalated”.

Use cases

• Streamline tenant onboarding for property managers by tracking every reference request from submission to completion.
• Reduce manual chasing: reminders and escalation happen automatically when landlord feedback isn’t received.
• Maintain auditability with Google Sheets status updates tied to each Submission ID.

Technical details

• Integrations/nodes: if, wait, gmail, email send, sticky note, form trigger
• Core systems: n8n Forms, Gmail/SMTP email delivery, Google Sheets (Spreadsheet: Tenant Reference Tracker, with expected columns in Sheet1)