Turning every new lead into a personalised first impression, automatically.
Tools Used: 🛠️ n8n | Tally | Airtable | Groq API | LLaMA 3 | Gmail
Most fitness studios and service businesses lose potential clients within the first 24 hours, not because their service is bad, but because their follow-up is slow or generic. A lead fills out a form and either receives nothing or gets a bland, copy-paste email that feels impersonal. By the time someone manually responds, the lead has moved on.
FitCore Studio faced this exact challenge. Leads came in through their website form, but received no immediate response. The team spent time manually sending welcome emails, and still missed leads during busy periods.
I built a fully automated lead capture and welcome email system that activates the moment someone fills out a form. Here's how it works: the system captures the lead's details, logs them into a CRM, uses AI to generate a personalised welcome email based on their specific fitness goal, and sends a beautifully branded email to their inbox, all within seconds, with zero human involvement.
1. Lead Capture via Tally Form A simple 3-field form collects the lead's name, email, and fitness goal (lose weight, build muscle, stay fit, or general wellness).
2. Webhook Trigger in n8n When the form is submitted, Tally sends the data to n8n via webhook, triggering the workflow instantly.
3. Log Lead to Airtable The lead's details, name, email, goal, and date added, are automatically recorded in an Airtable CRM base called "FitCore Studio CRM."
4. AI Email Generation via Groq The lead's name and fitness goal are sent to Groq's LLaMA 3 model. The AI generates a personalised 120-word welcome email that addresses their specific goal and invites them to book a free consultation.
5. Branded HTML Email via Gmail The AI-generated content is embedded into a custom HTML email template featuring the FitCore Studio logo, brand colors (black and white), and a "Book Your Free Consultation" button. The email is sent automatically to the lead's inbox.