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A welcome PDF and a reminder before the session

The author let an n8n workflow send a welcome and a reminder to training clients. The PDF is made from a temporary document, which is then deleted.

Done with n8nAdvanced

This is a public report, not advice from Skatteetaten, NAV, Altinn or an accountant. Check figures, deadlines and decisions against the original.

What was done

On 12 March 2026 the author writes in r/n8n that someone on the team used to send the welcome email, make the schedules and remember the reminders. An n8n workflow now starts when a user adds a booking to a Google Sheet and marks it for onboarding. It pulls upcoming sessions, builds a PDF, sends a welcome email with the PDF, copies the trainer on the email and updates the sheet so the welcome cannot be sent twice. A second workflow runs every morning at 8. If the first session is exactly 30 days or 7 days away, it builds a fresh PDF, sends the reminder, copies the trainer on the email and marks the sheet so that reminder is not sent again. The PDF goes through a temporary Google Doc that is filled, converted and deleted. Clients due on the same day are handled separately, and each email is paired with the right PDF.

How it went

He writes that each client gets a welcome pack when they book, a reminder at 30 days and a final reminder at 7 days. The team no longer sends these by hand. He asks whether the workflow could be built more cleanly.

Worth knowing

The post does not say how many clients are included, or whether anyone replied. The temporary document is deleted by the workflow. Check the original.

How to do it

  1. Add the booking to the sheet and mark it for onboarding, so the PDF can be built.
  2. Read the welcome and the reminder. Check the sessions, the trainer and that the right PDF is attached.
  3. Say yes before any email is sent. Ask it to delete the temporary document, and check that it is gone.

Try it with n8n

When [booking] is marked in [sheet], pull the sessions for [client] and draft a PDF and an email, with a copy to [trainer]. Do not send email, and do not delete files, until I say yes. Remind only when the first session is exactly 30 days or 7 days away, and only once.

Replace text in brackets with your own.

Done when. You have read the draft, the right PDF is attached, and nothing was sent unless you said yes.

Safety rule. No email is sent, and no file is deleted, until you have said yes.

Read the original

Read the original · u/Accurate-Tank-2564 on Reddit ·

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