Healthcare Email Autoresponder - Daily Outreach 📧

A production-ready n8n workflow for automated healthcare email marketing with AI-powered personalization.

🎯 What This Workflow Does

This automated email system sends daily personalized healthcare-themed emails to your contact list. Perfect for:

• Healthcare professionals building patient relationships
• Medical practices maintaining client engagement
• Wellness coaches staying connected with clients
• Health educators sharing daily motivation

✨ Key Features

• AI-Powered Personalization: Uses OpenAI to customize each email with recipient's name
• Smart Rate Limiting: Random 2-5 minute delays between emails to avoid spam filters
• Batch Processing: Limits to 10 emails per run for better deliverability
• Email Tracking: Updates Google Sheets to prevent duplicates and track progress
• Professional Templates: Healthcare-themed content with customizable signatures
• Automated Scheduling: Runs daily at 1 PM (customizable)

🛠️ Setup Instructions

Prerequisites

• n8n instance (cloud or self-hosted)
• Gmail account for sending emails
• Google Sheets for contact management
• OpenAI API key

Step 1: Import the Workflow

1. Download the Healthcare_Email_Autoresponder_Community_Template.json file
2. In n8n, go to Templates and click "Import from File"
3. Select the downloaded JSON file
4. The workflow will be imported as inactive

Step 2: Configure Credentials

Gmail OAuth2 Setup:

1. Click on the "Send Email" node
2. Create new Gmail OAuth2 credential
3. Follow n8n's Gmail setup guide
4. Test the connection

Google Sheets Setup:

1. Click on the "Healthcare_Contact_List" node
2. Create new Google Sheets OAuth2 credential
3. Replace YOUR_GOOGLE_SHEET_ID_HERE with your actual sheet ID
4. Ensure your sheet has these columns:
   • First Name
   • Email
   • Emailed (for tracking timestamps)

OpenAI API Setup:

1. Click on the "OpenAI Chat Model" node
2. Create new OpenAI credential
3. Add your OpenAI API key
4. Select your preferred model (gpt-4o-mini recommended for cost efficiency)

Step 3: Customize Your Email Template

1. Click on the "AI Email Generator" node
2. Edit the system message to include your details:
   • Replace [YOUR NAME HERE] with your actual name
   • Replace [YOUR TITLE HERE] with your professional title
   • Replace [YOUR COMPANY HERE] with your company name
   • Replace [YOUR PHONE NUMBER] with your phone number
   • Replace [YOUR EMAIL] with your email address
   • Replace [YOUR WEBSITE] with your website URL

Step 4: Prepare Your Contact List

Create a Google Sheet with the following structure:

| First Name | Email              | Emailed    |
|------------|-------------------|------------|
| John       | [email protected]  |            |
| Jane       | [email protected]  |            |

Important Notes:

• Leave the "Emailed" column empty initially
• The workflow will populate timestamps as emails are sent
• Only contacts with empty "Emailed" cells will receive emails

Step 5: Test and Activate

1. Test the workflow with a few sample contacts
2. Check that emails are being generated and sent correctly
3. Verify that Google Sheets is being updated with timestamps
4. Once satisfied, activate the workflow

📊 Google Sheets Structure

Your contact sheet should include these columns:

• First Name (required): Used for personalization
• Email (required): Recipient email address
• Emailed (required): Timestamp tracking (leave empty initially)

Optional columns you can add:

• Last Name
• Company
• Phone
• Notes

⚙️ Customization Options

Change Email Frequency

• Edit the "Daily Trigger (1 PM)" node
• Modify the schedule (hourly, daily, weekly)
• Set preferred time zones

Adjust Batch Size

• Edit the "Limit to 10 Contacts" node
• Change maxItems value (recommend staying under 50)

Modify Wait Times

• Edit the "Random Wait (2-5min)" node
• Adjust the random delay formula
• Current: {{ Math.floor(Math.random() * 4) + 2 }} (2-5 minutes)

Update Email Content

• Edit the system message in "AI Email Generator" node
• Change the joke, signature, or entire email structure
• Add seasonal content or special promotions

🔧 Troubleshooting

Common Issues:

1. Emails not sending

   • Verify Gmail credentials are active
   • Check email quota limits
   • Ensure recipient emails are valid

2. Google Sheets not updating

   • Confirm sheet ID is correct
   • Check column names match exactly
   • Verify Google Sheets credentials

3. AI not generating content

   • Validate OpenAI API key
   • Check API quota and billing
   • Test with different model if needed

4. Rate limiting issues

   • Increase wait times between emails
   • Reduce batch size
   • Check Gmail sending limits

📈 Best Practices

1. Start Small: Begin with 5-10 contacts to test deliverability
2. Monitor Metrics: Track open rates and responses
3. Respect Privacy: Include unsubscribe options
4. Stay Relevant: Update content regularly
5. Follow Regulations: Comply with CAN-SPAM and GDPR

🤝 Contributing to the Community

This template is designed to be:

• Easy to understand: Clear node names and documentation
• Production ready: Includes error handling and rate limiting
• Customizable: Template placeholders for personalization
• Well documented: Comprehensive setup instructions

Feel free to adapt this workflow for your specific healthcare niche!

📄 License

This workflow template is provided free to the n8n community under MIT License.

🆘 Support

For questions or issues:

1. Check the n8n community forum
2. Review n8n's official documentation
3. Test each node individually to isolate problems

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Made with ❤️ for the n8n community