{ "id": "Y8Wu783gWc8zzs4O", "name": "Cold Lead Re-Engagement (Winback) Sequencer", "tags": [], "nodes": [ { "id": "615fca2e-e436-45d5-92b1-d1cba9a8ae81", "name": "Schedule Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -336, 192 ], "parameters": { "rule": { "interval": [ { "triggerAtHour": 8 } ] } }, "typeVersion": 1.3 }, { "id": "9a5a5135-6559-486a-b2e6-ab3d8726660d", "name": "Fetch All Leads", "type": "n8n-nodes-base.googleSheets", "position": [ -128, 192 ], "parameters": { "sheetName": { "__rl": true, "mode": "list", "value": "", "cachedResultUrl": "", "cachedResultName": "" }, "documentId": { "__rl": true, "mode": "url", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.7 }, { "id": "e3a79eac-1db1-41e8-9a42-3f1b1fecf40a", "name": "Filter: Dormant Leads Only", "type": "n8n-nodes-base.code", "position": [ 80, 192 ], "parameters": { "jsCode": "const DORMANT_THRESHOLD_DAYS = 30; // change this to adjust the re-engagement window\n\nconst today = new Date();\nconst dormant = [];\nconst skipped = [];\n\nfor (const item of $input.all()) {\n const lead = item.json;\n const status = (lead['Status'] || '').trim();\n const email = (lead['Email'] || '').trim();\n const lastContact = lead['Last Contact Date'] \n ? new Date(lead['Last Contact Date']) \n : null;\n\n // Exclude Do Not Contact leads\n if (status.toLowerCase() === 'do not contact') {\n skipped.push({ name: lead['Lead Name'], reason: 'Do Not Contact' });\n continue;\n }\n\n // Exclude leads with no email\n if (!email) {\n skipped.push({ name: lead['Lead Name'], reason: 'No email on file' });\n continue;\n }\n\n // Exclude leads with no last contact date (treat as new, not dormant)\n if (!lastContact || isNaN(lastContact.getTime())) {\n skipped.push({ name: lead['Lead Name'], reason: 'No contact date recorded' });\n continue;\n }\n\n // Calculate days since last contact\n const daysSinceContact = Math.floor(\n (today - lastContact) / (1000 * 60 * 60 * 24)\n );\n\n // Exclude recently contacted leads\n if (daysSinceContact < DORMANT_THRESHOLD_DAYS) {\n skipped.push({ \n name: lead['Lead Name'], \n reason: `Contacted ${daysSinceContact} days ago \u2014 not yet dormant` \n });\n continue;\n }\n\n // Lead is dormant \u2014 include for re-engagement\n dormant.push({\n json: {\n recordId: lead['recordId'],\n leadName: lead['Lead Name'],\n leadEmail: email,\n leadPhone: lead['Phone'] || '',\n propertyInterest: lead['Property Interest'] || 'a property you enquired about',\n lastContactDate: lead['Last Contact Date'],\n daysSinceContact,\n reEngagementCount: parseInt(lead['Re-Engagement Attempt Count'] || '0'),\n status: lead['Status']\n }\n });\n}\n\n// Store skipped leads summary in a global static node for digest use later\n// (passed forward via the first dormant item or a separate output)\nconst summary = {\n totalScanned: $input.all().length,\n dormantCount: dormant.length,\n skippedCount: skipped.length,\n skippedReasons: skipped\n};\n\n// Attach summary to every dormant item so it's available downstream\nreturn dormant.map(item => ({\n json: { ...item.json, runSummary: summary }\n}));" }, "typeVersion": 2 }, { "id": "bd537b70-21f7-4371-a0bc-c093a40ada83", "name": "Loop Over Items", "type": "n8n-nodes-base.splitInBatches", "position": [ 288, 192 ], "parameters": { "options": { "reset": false } }, "typeVersion": 3 }, { "id": "158762df-0418-4c80-92c9-c14977e55993", "name": "AI Agent", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 496, 208 ], "parameters": { "text": "=Lead name: {{ $json.leadName }}\nOriginal property interest: {{ $json.propertyInterest }}\nDays since last contact: {{ $json.daysSinceContact }}", "options": { "systemMessage": "You are a helpful assistantYou are a friendly, professional real estate assistant.\nWrite a short, warm re-engagement message to a lead who showed interest \nin a property but has not been in contact for a while.\n\nRules:\n- Tone must be warm, low-pressure, and never guilt-tripping\n- Never say they \"went quiet\" or \"disappeared\" or \"haven't responded\"\n- Reference their original property interest naturally\n- Offer to help, not to push\n- Keep it brief \u2014 2-3 sentences in the body maximum\n\nFormat the email_body as two parts separated by a literal \\n\\n:\n Part 1: greeting line only e.g. \"Hi {name},\"\n Part 2: message body as a single short paragraph\n\nOutput ONLY valid JSON with no preamble or markdown backticks:\n{\n \"email_subject\": \"short, friendly subject line\",\n \"email_body\": \"Hi {name},\\n\\nMessage body here.\"\n}" }, "promptType": "define" }, "typeVersion": 3.1 }, { "id": "773d61c2-7cfa-474c-ac8f-8a279c7d1c15", "name": "Google Gemini Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatGoogleGemini", "position": [ 496, 432 ], "parameters": { "options": {} }, "credentials": { "googlePalmApi": { "name": "" } }, "typeVersion": 1.1 }, { "id": "f8eaf06e-8e48-4867-b73d-ff6292dc3e5a", "name": "Parse AI Output", "type": "n8n-nodes-base.code", "position": [ 832, 208 ], "parameters": { "jsCode": "const raw = $input.first().json.output;\nconst leadData = $('Loop Over Items').item.json; \n\nlet parsed;\ntry {\n parsed = JSON.parse(raw);\n} catch (e) {\n parsed = {\n email_subject: `Checking in \u2014 still interested in ${leadData.propertyInterest}?`,\n email_body: `Hi ${leadData.leadName},\\n\\nI wanted to reach out and see if you're still interested in finding the right property. I'd love to help whenever the timing is right for you \u2014 no pressure at all.`\n };\n}\n\nfunction escapeHtml(text) {\n return text\n .replace(/&/g, '&')\n .replace(//g, '>');\n}\n\nfunction formatEmailHtml(text) {\n const paragraphs = text\n .split(/\\n\\s*\\n/)\n .map(p => p.replace(/\\s+/g, ' ').trim())\n .filter(Boolean);\n return paragraphs.map(p => `

${escapeHtml(p)}

`).join('');\n}\n\nreturn [{\n json: {\n ...leadData,\n email_subject: parsed.email_subject,\n email_body: formatEmailHtml(parsed.email_body)\n }\n}];" }, "typeVersion": 2 }, { "id": "2f4d6b0f-282e-4ebc-84f5-ed3df1590c4e", "name": "Send Re-Engagement Email", "type": "n8n-nodes-base.gmail", "position": [ 1040, 208 ], "parameters": { "sendTo": "={{ $('Loop Over Items').item.json.leadEmail }}", "message": "={{ $json.email_body }}", "options": { "appendAttribution": false }, "subject": "={{ $json.email_subject }}" }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.2 }, { "id": "068fae26-66a4-4534-9f7a-06a52cc50c81", "name": "Update Lead Record", "type": "n8n-nodes-base.googleSheets", "position": [ 1248, 208 ], "parameters": { "operation": "update", "sheetName": { "__rl": true, "mode": "list", "value": "", "cachedResultUrl": "", "cachedResultName": "" }, "documentId": { "__rl": true, "mode": "url", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.7 }, { "id": "0a2e63d3-7b3a-4a07-ab8c-22bc51540e38", "name": "Aggregate Run Results", "type": "n8n-nodes-base.code", "position": [ 1472, 208 ], "parameters": { "jsCode": "// Pull lead data from Filter node \u2014 reliable source outside the loop\nconst filterItems = $('Filter: Dormant Leads Only').all();\nconst fetchItems = $('Fetch All Leads').all();\n\nconst totalScanned = fetchItems.length;\nconst dormantCount = filterItems.length;\nconst skippedCount = totalScanned - dormantCount;\n\n// Build contacted list from Filter node items\nconst contacted = filterItems.map(item => ({\n name: item.json.leadName,\n email: item.json.leadEmail,\n property: item.json.propertyInterest || 'a property you enquired about',\n daysDormant: item.json.daysSinceContact\n}));\n\n// Guard against undefined fields\nfunction safeVal(val, fallback = 'N/A') {\n return val !== undefined && val !== null && val !== '' ? val : fallback;\n}\n\n// Build digest HTML\nconst digestHtml = `\n

Winback Run Summary \u2014 ${new Date().toDateString()}

\n

\n Total leads scanned: ${totalScanned}
\n Re-engagement emails sent: ${contacted.length}
\n Leads skipped: ${skippedCount}\n

\n

Emails sent to:

\n

${contacted.length > 0\n ? contacted.map(l =>\n `${safeVal(l.name)} (${safeVal(l.email)}) \u2014 ${safeVal(l.property)} \u2014 ${safeVal(l.daysDormant)} days dormant`\n ).join('
')\n : 'No dormant leads found in this run.'\n }

\n ${skippedCount > 0 ? `\n

Leads skipped: ${skippedCount} (check sheet for Do Not Contact, missing email, or recently contacted leads)

\n ` : ''}\n`;\n\n// Build Slack digest\nconst contactedLines = contacted.map(\n l => `\u2022 ${safeVal(l.name)} (${safeVal(l.email)}) \u2014 ${safeVal(l.property)} \u2014 ${safeVal(l.daysDormant)} days dormant`\n).join('\\n');\n\nconst slackDigest =\n `\ud83d\udccb *Winback Run \u2014 ${new Date().toDateString()}*\\n` +\n `Scanned: ${totalScanned} | Sent: ${contacted.length} | Skipped: ${skippedCount}\\n\\n` +\n (contacted.length > 0\n ? `*Emailed:*\\n${contactedLines}`\n : '_No dormant leads found today._');\n\nreturn [{\n json: {\n digestHtml,\n slackDigest,\n totalScanned,\n emailsSent: contacted.length,\n skippedCount\n }\n}];" }, "typeVersion": 2 }, { "id": "3ccadd12-5c04-480f-9447-bd2fa4fd3d4e", "name": "Send Summary Digest Email", "type": "n8n-nodes-base.gmail", "position": [ 1664, 80 ], "parameters": { "sendTo": "youremail@gmail.com", "message": "={{ $json.digestHtml }}", "options": { "appendAttribution": false }, "subject": "=Winback Run Summary \u2014 {{ $now.toFormat('MMM dd yyyy') }}" }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.2 }, { "id": "8d8877eb-3383-42be-b666-81dbd43b63a5", "name": "Send Summary to Slack", "type": "n8n-nodes-base.slack", "position": [ 1664, 368 ], "parameters": { "text": "={{ $json.slackDigest }}", "select": "channel", "channelId": { "__rl": true, "mode": "name", "value": "#lead-updates" }, "otherOptions": {} }, "typeVersion": 2.5 }, { "id": "2d6e1cda-e4ea-4967-af9e-4f8601a47435", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -1072, -272 ], "parameters": { "width": 576, "height": 1072, "content": "## Cold Lead Re-Engagement (Winback) Sequencer\n\nEvery real estate agent has a list of leads that went quiet \u2014 buyers who showed interest, then stopped responding. Most never get followed up with again. This workflow fixes that automatically.\n\nOn a daily schedule, it scans your lead database, identifies anyone who hasn't been contacted in 30+ days, and sends them a warm, AI-personalized re-engagement email. At the end of each run, you receive a single summary digest showing exactly who was contacted, so you stay informed without being overwhelmed by per-lead alerts.\n\n### How it works\nA Schedule Trigger runs daily at 8am. Your Google Sheets lead database is scanned and filtered to find dormant leads \u2014 anyone inactive for 30+ days, excluding Do Not Contact leads and leads with no email on file. For each dormant lead, Gemini AI drafts a short, warm, low-pressure re-engagement email referencing their original property interest. The email sends via Gmail, and the lead record updates automatically. Once all leads are processed, a summary digest lands in your inbox \u2014 and optionally in Slack.\n\n### Setup\n1. Connect **Google Sheets**, **Gmail**, and **Gemini API** credentials.\n2. Copy the *Winback Lead Database* sheet template and link it to the Fetch and Update Sheets nodes.\n3. Populate your lead database with at least a **Last Contact Date** and **Status** column for every lead.\n4. Update the agent email address in the \"Send Summary Digest Email\" node.\n5. Adjust the dormancy threshold (default: 30 days) in the \"Filter: Dormant Leads Only\" node if needed.\n6. **Slack is optional** \u2014 connect your Slack credential to the Slack node for a second digest channel, or leave it disconnected.\n\n### Customization\n- Change `DORMANT_THRESHOLD_DAYS` in the filter node to 60 or 90 days for a less aggressive re-engagement cadence.\n- Edit the AI prompt to adjust tone, language, or message length.\n- Add a second branch to handle Warm vs. Cold leads differently." }, "typeVersion": 1 }, { "id": "485967e2-f9f3-44a3-aa6e-ff41ff55cdd4", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -448, -80 ], "parameters": { "color": "#FFFFFF", "width": 256, "height": 512, "content": "## Scheduled Lead Scan\nRuns automatically every day at 8am.\nTrigger it manually anytime to run a winback campaign on demand." }, "typeVersion": 1 }, { "id": "0eb24673-3c7a-466b-8942-731d3cadeae1", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ -176, -80 ], "parameters": { "color": "#FFFFFF", "width": 400, "height": 512, "content": "## Fetch & Filter Dormant Leads\nReads all leads from Google Sheets and filters to dormant only \u2014 excluding Do Not Contact leads, missing emails, and recently contacted leads. Skipped leads are counted in the summary digest." }, "typeVersion": 1 }, { "id": "7723f699-c794-4b18-9d40-024e10010a34", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 240, -112 ], "parameters": { "color": "#FFFFFF", "width": 1152, "height": 688, "content": "## AI Draft & Send (Per Lead)\nLoops through each dormant lead one at a time. Gemini drafts a personalized re-engagement email per lead, which sends via Gmail immediately. The lead record updates after each send." }, "typeVersion": 1 }, { "id": "46ede2cf-66dd-446a-9a02-b1647b372eec", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 1408, -112 ], "parameters": { "color": "#FFFFFF", "width": 544, "height": 688, "content": "## Run Summary & Agent Notification\nAfter all leads are processed, one summary digest sends to the agent \u2014 total leads scanned, emails sent, and leads skipped. Slack digest fires alongside if connected." }, "typeVersion": 1 } ], "active": false, "settings": { "binaryMode": "separate", "availableInMCP": false, "executionOrder": "v1" }, "versionId": "59b258fe-10ed-492e-9052-246a13181543", "nodeGroups": [], "connections": { "AI Agent": { "main": [ [ { "node": "Parse AI Output", "type": "main", "index": 0 } ] ] }, "Fetch All Leads": { "main": [ [ { "node": "Filter: Dormant Leads Only", "type": "main", "index": 0 } ] ] }, "Loop Over Items": { "main": [ [], [ { "node": "AI Agent", "type": "main", "index": 0 } ] ] }, "Parse AI Output": { "main": [ [ { "node": "Send Re-Engagement Email", "type": "main", "index": 0 } ] ] }, "Schedule Trigger": { "main": [ [ { "node": "Fetch All Leads", "type": "main", "index": 0 } ] ] }, "Update Lead Record": { "main": [ [ { "node": "Loop Over Items", "type": "main", "index": 0 }, { "node": "Aggregate Run Results", "type": "main", "index": 0 } ] ] }, "Aggregate Run Results": { "main": [ [ { "node": "Send Summary Digest Email", "type": "main", "index": 0 }, { "node": "Send Summary to Slack", "type": "main", "index": 0 } ] ] }, "Google Gemini Chat Model": { "ai_languageModel": [ [ { "node": "AI Agent", "type": "ai_languageModel", "index": 0 } ] ] }, "Send Re-Engagement Email": { "main": [ [ { "node": "Update Lead Record", "type": "main", "index": 0 } ] ] }, "Filter: Dormant Leads Only": { "main": [ [ { "node": "Loop Over Items", "type": "main", "index": 0 } ] ] } } }