Workshop booking, NDA and coach assignment automation

Deliverables

• Main n8n booking flow driven by a GoHighLevel webhook
• Per-guest Google Drive folder with a worksheet copy
• Registration and NDA emails through Gmail
• Coach assignment sheet and coach notification flow
• 24-hour and 30-minute pre-workshop flows
• GoHighLevel workflows for opportunities and tag-based stage moves

The challenge

A workshop booking sets off a list of jobs: emailing guests, setting up a folder and worksheet, sending legal paperwork, finding a coach and reminding everyone before the session. Done by hand, these steps are easy to miss, and nobody can tell at a glance which bookings still have no coach.

Our approach

GoHighLevel sends a webhook when an appointment is booked. The main n8n flow pulls the contact and appointment details through the GoHighLevel API, builds the guest email list in a code step, sets the workshop date on the contact and sends a confirmation to each guest. It then searches Google Drive for an existing folder. Either branch creates the guest's folder, copies the worksheet into it, tags the contact, writes the email body and folder link back to GoHighLevel fields, sends the registration and NDA emails through Gmail, appends a row to the coach sheet and adds the next tag. A second flow listens for a coach being added, emails the coach the session details and tags the contact as coach assigned. A third flow runs 24 hours before the appointment, emails the guests using the sheet data and, if no coach is assigned yet, sends a coach not assigned email and adds a coach pending tag. A fourth runs 30 minutes before the workshop and prepares the session file in the guest's folder. In GoHighLevel, workflows create the contact's opportunity and move it when coach and materials tags change.