n8n · Case Study
The Inbox Stops Setting the Agenda
The problem
Email triage and first responses were eating the team's hours. Every message needed a human to read it, decide what it was, and start a reply. The inbox set the agenda for the whole day.
Who this is for
Coaches, consultants, and agency owners whose first working hours go to the inbox. Worth building when volume is high enough that reading and sorting is itself the job, and most replies are variations on the same handful of answers.
What I built
A multi-agent email system in n8n. One model triages, specialized agents respond:
- GPT-4.1-mini classifies every incoming email by type and urgency
- Routing logic hands each email to the right specialized agent
- A Claude 3.7 agent handles support conversations
- Auto-labeling keeps the inbox organized without human sorting
- Response drafts are ready before anyone opens the thread
Demonstration outcome
Demonstration disclosure: this is a portfolio build. The workflow behavior described here is not a measured client business result.
Email triage and first-draft responses handled autonomously at scale. Humans review and send. They no longer start from zero.
Practical guides
Plain checklists for lead follow-up and booking workflows.
Test the Bad Leads First: Four Zeros for a GoHighLevel Follow-Up
A buyer guide for coaches and consultants. Run four zero-failure checks and a test set of awkward leads before your GoHighLevel follow-up touches a real prospect.
Failed Booking? Write the Human Takeover Rules Before You Buy
A buyer guide for coaches and consultants on GoHighLevel. Define what counts as a failed booking, who takes over, and what the system must never do while it waits.
Coaching Inquiry Form Checklist: What Each Field Must Do
A practical checklist for coaches and consultants using GoHighLevel. See which fields earn a place on your inquiry form, which to cut, and how to test the form before it goes live.