N8N.academy · The non-technical programme5 modules · 24 lessons · ~6h

n8n madepossible…

The clearest n8n course on the internet. Every lesson embeds the Ultimate n8n video at the exact second — paired with diagrams, FAQs, a plain-English dictionary and try-it prompts. Three live automations by Friday.

Start Module 00 →Build a weekly planTemplates →
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✉
Gmail
▦
Sheets
#
Slack
✦
OpenAI
⚡
Webhook
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💰Zero to first client📋Step-by-step builds✨No-code friendly⚡Quick wins💼Agency-ready skills🔥Most watched🔧Real-world workflows👑Top builders🎯Get clients🌍Remote automation jobs🏆Become a pro🤖AI agents & LLMs
200+
Deployable automations
24
Embedded lessons
5
Modules · zero → pro
1-click
Video at exact second
Curated from 600+ creators

Learn from the best n8n builders on the planet

  • NH
    Nate Herk
    AI agents
  • NP
    Nick Puru
    Agency stack
  • MT
    Michele Torti
    Full builds
  • Lv
    Leon van Zyl
    AI workflows
  • MK
    Mark Kashef
    Lead gen
  • S
    Sebastian
    Self-host
  • JC
    Jono Catliff
    SaaS ops
  • AF
    AI Foundations
    Foundations
The five modules · Module 00 → Module 04
  1. Module 00
    0
    Get Started with n8n
    Open the door. Look around. Build your first thing.
    5 lessons →
  2. Module 01
    1
    Everyday Automations from Templates
    Five working automations live in your account by Friday.
    5 lessons →
  3. Module 02
    2
    Simple Logic & Data Without Code
    Rules and fields, drawn — never typed.
    5 lessons →
  4. Module 03
    3
    AI Helpers in n8n (No Code)
    AI suggests. You decide. Nothing scary.
    5 lessons →
  5. Module 04
    4
    Safe Automation & Working with Tech
    Sleep at night. Know what to do when something breaks.
    4 lessons →
200+ deployable automations

Build automations that pay for themselves in week one.

A taste of the workflows you'll ship after this course. Each one is a real template you can fork.

✉
Inbox triage agent
Saves ~5h/wk
GmailOpenAISlack
Open template →
◎
Lead enrichment pipeline
Saves ~8h/wk
SheetsClearbitHubSpot
Open template →
▦
Daily KPI digest
Saves ~2h/wk
PostgresGPTSlack
Open template →
✦
Content repurposer
Saves ~6h/wk
YouTubeGPTNotion
Open template →
$
Invoice → Xero
Saves ~3h/wk
GmailOCRXero
Open template →
⚑
Support ticket router
Saves ~10h/wk
IntercomGPTLinear
Open template →
◷
Calendar prep brief
Saves ~4h/wk
GCalGPTEmail
Open template →
◉
Voice-note CRM
Saves ~5h/wk
WhisperGPTHubSpot
Open template →
♺
Weekly social planner
Saves ~7h/wk
GPTBufferDrive
Open template →
0
Module 00 · 5 lessons
Non-Technical Programme

Get Started with n8n

Open the door. Look around. Build your first thing.

Your orientation week. You'll see what n8n actually does for you, decide between cloud and self-host without jargon, tour the screen, and learn the four words that explain every workflow you'll ever build.

Deep dive · the standard

Automation is not a tool category, it is a posture: you stop reacting to events one by one and start designing rules that handle them while you sleep. n8n is the canvas for that posture. It speaks two simple words — trigger and action — and gives you 400+ pre-built connectors so you almost never write code. Cloud is the right starting point for 95% of operators: you sign up, pick a region close to you, and land on an empty canvas in under three minutes. Self-hosting is a deliberate choice for compliance, cost-at-scale, or custom-node workloads; it is not 'the serious option' and choosing it on day one usually costs you a week. The interface itself is built around three areas that you will use a thousand times: the canvas where you draw the workflow left-to-right like a sentence, the right-hand panel which is the only place settings ever live, and the executions tab which is your history book when things drift. The eight nodes you will reach for in 90% of beginner work are Schedule, Webhook, Email, Slack, Sheets, Airtable, If, and Set — master these and you can model almost any everyday automation. Everything else is a variation on those primitives.

Why it matters

Most operators bounce off n8n in their first hour because they treat it like a developer tool. Spend 90 minutes here and you will instead treat it like a whiteboard with superpowers — and your team will notice within the week.

Capstone

Sign into n8n Cloud, create a Manual Trigger → Send Email workflow that emails you 'I built my first workflow'. Save, run, screenshot. You are officially started.

01
Lesson 1

What n8n does for you

▶
Loading · 00:00:03 – 00:02:151-click play
↗ Open on YouTube · 00:00:03 – 00:02:15
Outcome

After this lesson, you will be able to explain n8n to a colleague in one sentence and name three tasks it could take off your plate.

Summary

n8n is a quiet assistant that watches for things happening in your tools (a new email, a new row, a form submission) and does the next obvious step for you. No code, no daily reminders, no copy-paste. You point and click; it runs forever.

The story · 6 frames
  1. Frame 1
    1

    Tired operator at 6pm copy-pasting leads from Gmail into a spreadsheet.

  2. Frame 2
    2

    Same operator next morning: inbox is full again. Sigh.

  3. Frame 3
    3

    n8n logo gently slides in: 'What if a helper did this overnight?'

  4. Frame 4
    4

    Two app icons (Gmail + Sheets) connected by a glowing arrow.

  5. Frame 5
    5

    Notification: '12 leads added while you slept.'

  6. Frame 6
    6

    Operator smiling, coffee in hand, calendar clear. 'You've taken back 5 hours a week.'

What to click — step by step
  1. 1
    Spot a repeat task
    Anything you do more than twice a week is a candidate.
  2. 2
    Name the trigger
    What happens first? 'A new email arrives.'
  3. 3
    Name the result
    What should happen next? 'Add a row to my sheet.'
  4. 4
    That's a workflow
    Trigger → Action. n8n does the rest.
Flow diagram
⚡
trigger
New email arrives
▶
action
Add row to sheet
◎
outcome
5 hours saved / week
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Any repetitive 'when X happens, do Y' task across two or more tools.

Steps
  1. Write the task as one sentence.
  2. Underline the trigger word (When…).
  3. Underline the result word (…then…).
  4. Open n8n and search a template that matches.
Common mistakes
  • ×Trying to automate a task you've never done manually — automate what you already understand.
  • ×Picking a 'cool' workflow instead of a painful one. Start with the painful one.
Try in your workspace

Write down three tasks you did last week that felt repetitive. Circle the one you'd most like to never do again. That's your first workflow.

02
Lesson 2

Cloud vs self-host in simple terms

▶
Loading · 00:02:18 – 00:39:001-click play
↗ Open on YouTube · 00:02:18 – 00:39:00
Outcome

After this lesson, you will be able to choose between n8n Cloud and self-hosted without asking IT.

Summary

Cloud is 'someone else handles the plumbing' — you log in and build. Self-host is 'your team owns the building' — more control, more responsibility. For your first month, cloud is almost always right.

The story · 6 frames
  1. Frame 1
    1

    Split screen: left labelled 'Cloud', right labelled 'Self-host'.

  2. Frame 2
    2

    Cloud side: a friendly receptionist hands you keys. 'Just walk in.'

  3. Frame 3
    3

    Self-host side: a toolbox and hard hat. 'You'll need a plumber on call.'

  4. Frame 4
    4

    Pricing tag floats over Cloud: 'monthly fee, zero setup'.

  5. Frame 5
    5

    Server icon over Self-host: 'free software, hosting costs, updates on you'.

  6. Frame 6
    6

    Arrow points at Cloud: 'Start here. Move later if you must.'

What to click — step by step
  1. 1
    Open n8n.io
    Click 'Start free' for cloud.
  2. 2
    Pick a region
    Closest to you = faster screens.
  3. 3
    Verify email
    Click the link, set a password.
  4. 4
    Land in your workspace
    An empty canvas — your studio.
Flow diagram
⚡
trigger
Pick hosting
▶
action
Cloud signup OR IT installs self-host
◎
outcome
Workspace ready
TriggerActionRuleAIHumanOutcome
Reference card
When to use

First account ever, no sensitive data constraints, want to learn fast.

Steps
  1. Default to Cloud for week one.
  2. Move to self-host only if compliance, cost-at-scale, or custom nodes demand it.
  3. Document who owns updates and backups before switching.
Common mistakes
  • ×Letting IT install self-host before you know if you'll actually use n8n.
  • ×Choosing self-host to save money on day one — the time cost is bigger than the licence.
Try in your workspace

Sign up for n8n Cloud (free trial) and complete the welcome screen. Don't build anything yet — just land in the empty canvas.

03
Lesson 3

Touring the n8n interface

▶
Loading · 00:39:03 – 01:15:481-click play
↗ Open on YouTube · 00:39:03 – 01:15:48
Outcome

After this lesson, you will be able to find the canvas, the node panel, and the executions log without help.

Summary

Three areas matter: the canvas (where you draw your workflow), the right-hand panel (settings for whatever you've clicked), and the executions tab (the history of every run). Everything else is decoration.

The story · 6 frames
  1. Frame 1
    1

    Wide view of the n8n screen, three areas glowing one by one.

  2. Frame 2
    2

    Canvas highlighted: 'This is your whiteboard.'

  3. Frame 3
    3

    Right panel highlighted: 'Settings live here.'

  4. Frame 4
    4

    Executions tab highlighted: 'History of every run.'

  5. Frame 5
    5

    Plus button glows: 'Add a node.'

  6. Frame 6
    6

    Save & Activate toggle: 'Switch on to let it run alone.'

What to click — step by step
  1. 1
    New workflow
    Top-right button on the dashboard.
  2. 2
    Click the plus
    Add your first node from the picker.
  3. 3
    Open right panel
    Every setting for that node is here.
  4. 4
    Drag to connect
    Hold the dot, drag to the next node.
  5. 5
    Hit Test step
    See real data appear instantly.
  6. 6
    Save
    Top right — until saved, work is lost on refresh.
Flow diagram
⚡
trigger
Open canvas
▶
action
Add node → connect → test
◎
outcome
Save & activate
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Every time you open a workflow — these three areas are home base.

Steps
  1. Canvas: arrange visually, left-to-right reads like a sentence.
  2. Right panel: anything orange/red means missing info.
  3. Executions: when something breaks, this is the first place to look.
Common mistakes
  • ×Forgetting to click 'Save' before closing the tab.
  • ×Hunting for settings on the canvas — they're always in the right panel.
Try in your workspace

Create a new workflow named 'My first tour'. Add a Manual Trigger and a Set node. Connect them. Save. Don't activate.

04
Lesson 4

Triggers, nodes, and data (core concepts)

▶
Loading · 01:15:51 – 01:39:051-click play
↗ Open on YouTube · 01:15:51 – 01:39:05
Outcome

After this lesson, you will be able to read any workflow as a sentence: 'When X happens, do Y, then Z.'

Summary

A trigger is the 'when'. A node is a 'do'. Data is the little package that flows between them. That's the whole language. Everything else is variety.

The story · 6 frames
  1. Frame 1
    1

    A single envelope appears: 'an event'.

  2. Frame 2
    2

    Envelope enters a blue box labelled 'Trigger'.

  3. Frame 3
    3

    Envelope slides into a green box labelled 'Action'.

  4. Frame 4
    4

    Envelope is opened, showing fields (name, email, amount).

  5. Frame 5
    5

    A second green box does more: 'Send Slack message.'

  6. Frame 6
    6

    End screen: 'Trigger → Action → Action. That's it.'

What to click — step by step
  1. 1
    Pick a trigger
    Schedule, webhook, app event — pick one.
  2. 2
    Pick the next action
    What should happen with that data?
  3. 3
    Map the data
    Drag fields from left into the action.
  4. 4
    Test step
    Watch real values appear.
Flow diagram
⚡
trigger
Trigger (when)
▶
action
Action 1 (do)
▶
action
Action 2 (do)
◎
outcome
Result you wanted
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Every workflow. This is the grammar.

Steps
  1. Read left-to-right as a sentence.
  2. If you can't say it aloud, simplify it.
  3. One trigger per workflow.
Common mistakes
  • ×Adding two triggers in one workflow.
  • ×Connecting actions before testing the trigger — you can't map fields you haven't seen.
Try in your workspace

Open your 'My first tour' workflow. Replace the Set node with a Send Email node (use the n8n test credential). Run it. Smile.

05
Lesson 5

Most common building blocks

▶
Loading · 01:39:08 – 02:00:001-click play
↗ Open on YouTube · 01:39:08 – 02:00:00
Outcome

After this lesson, you will recognise the eight nodes that appear in 90% of workflows.

Summary

You don't need to learn 400 nodes. You need eight: Schedule, Webhook, HTTP (rare for you), Email, Slack, Sheets, If, and Set. With these you can do almost everything in your first month.

The story · 6 frames
  1. Frame 1
    1

    A library wall of 400 nodes. Overwhelming.

  2. Frame 2
    2

    Eight glowing tiles step forward; the rest fade.

  3. Frame 3
    3

    Each tile shows its job in one word.

  4. Frame 4
    4

    They snap together like Lego into a workflow.

  5. Frame 5
    5

    A recipe card appears: 'Lead capture in 5 nodes.'

  6. Frame 6
    6

    'You already know the alphabet.'

What to click — step by step
  1. 1
    Schedule
    Runs on a clock (daily 9am etc.).
  2. 2
    Webhook
    Catches form/CRM events instantly.
  3. 3
    Email / Gmail
    Reads or sends mail.
  4. 4
    Slack / Teams
    Posts messages where people work.
  5. 5
    Sheets / Airtable
    Reads/writes rows.
  6. 6
    If + Set
    Simple rules and tidying data.
Flow diagram
⚡
trigger
Schedule or Webhook
▶
action
Sheets / Slack / Email
◎
outcome
Repeatable result
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Whenever you start a new workflow — try these eight before anything fancy.

Steps
  1. Sketch the workflow using only these eight names.
  2. Only add a new node type when the eight clearly can't do it.
  3. Bookmark this list above your desk.
Common mistakes
  • ×Reaching for HTTP Request when a dedicated app node already exists.
  • ×Using Schedule when a real-time Webhook would be faster and cheaper.
Try in your workspace

List your eight tools at work. Match each to one of the eight nodes. Notice how short the gap is.

Module FAQ · 6 questions

  • No. The non-technical path never opens a Code node. Every concept in this module — triggers, actions, mapping fields, expressions — can be done by clicking and dragging. JavaScript only becomes useful when you outgrow the visual tools, usually months in.

Dictionary · plain-English definitions
Workflow
A single saved automation. Reads left-to-right as 'when X, do Y, then Z'.
Trigger
The 'when'. The first node of any workflow. Examples: Schedule, Webhook, New email.
Node
A single block on the canvas. Either a trigger or an action.
Action
A 'do' step. Sending an email, adding a row, calling an API.
Execution
One full run of a workflow. Every execution is logged with inputs and outputs you can inspect.
Canvas
The visual workspace where you draw your workflow.
Cloud
n8n-hosted SaaS. Updates, backups and uptime are managed for you.
Self-host
You (or your IT team) run n8n on your own server. More control, more responsibility.
Credential
A saved connection to a third-party tool (Gmail, Slack, Stripe). Reused across workflows.
Manual Trigger
A trigger that only runs when you click 'Test workflow'. Useful while building.
Common pitfalls
  • ×Installing self-host before you know n8n will stick — you've spent your first week on DevOps instead of automation.
  • ×Picking a 'cool' workflow before a painful one. The painful one creates believers.
  • ×Skipping 'Test step' on each node — the executions panel is the only place errors are readable.
1
Module 01 · 5 lessons
Non-Technical Programme

Everyday Automations from Templates

Five working automations live in your account by Friday.

Templates are pre-built workflows. You pick one, plug in your accounts, change the words, switch it on. This mini-course turns four common templates into your first wins.

Deep dive · the standard

Templates are the cheat-code of automation. The community has already solved 'form to sheet to email', 'sheet row to Slack', 'daily digest', 'new customer welcome', 'overdue follow-up' — you do not need to design them, you need to claim them. The skill in this module is template hygiene: rename the workflow to 'CS · New lead · v1' the moment you import it, swap the placeholder accounts for yours, replace marketing copy with how your team actually talks, send one real test through, and only then flip Activate. The number-one mistake is treating a template like a finished product. Treat it like a recipe: the structure is right, the ingredients are yours. By the end of this module you will have three to five live automations doing measurable work — alerts to the right Slack channels, leads landing in sheets, welcome emails going out in under a minute. None of them are interesting in isolation; together they shave five to ten hours a week off the people you work with.

Why it matters

This is where automation stops being a demo and becomes a habit. Every week you don't ship a template, your inbox keeps growing.

Capstone

Ship three of the five templates from this module in one week. Track minutes saved per day. Report the number to one stakeholder.

01
Lesson 1

New lead → email + sheet

▶
Loading · 01:39:08 – 02:10:001-click play
↗ Open on YouTube · 01:39:08 – 02:10:00
Outcome

After this lesson, you will be able to capture every form lead into a sheet and email the team in under 10 minutes.

Summary

A form (Typeform, Tally, your website) fires a webhook. n8n grabs name + email, drops a row in your sheet, and sends a polite alert to sales. No more 'did anyone see that lead?' Slack threads.

The story · 6 frames
  1. Frame 1
    1

    Sales rep refreshing email at 11pm hoping to spot leads.

  2. Frame 2
    2

    Form on a website. A new submission appears.

  3. Frame 3
    3

    Webhook node lights up: 'I caught it.'

  4. Frame 4
    4

    Row slides into a Google Sheet.

  5. Frame 5
    5

    Email card pops up in the rep's inbox with name + link.

  6. Frame 6
    6

    Sales rep responds in 2 minutes.

  7. Frame 7
    7

    Manager dashboard: lead response time drops 80%.

  8. Frame 8
    8

    'You've turned lost leads into booked calls.'

What to click — step by step
  1. 1
    Pick template 'Form → Sheet → Email'
    Search 'lead' in templates.
  2. 2
    Connect your form tool
    OAuth in two clicks.
  3. 3
    Connect your Sheet
    Pick the file and tab.
  4. 4
    Connect email
    Gmail or Outlook, same flow.
  5. 5
    Customize the message
    Drag {{name}} and {{email}} into the body.
  6. 6
    Test with a fake submission
    Submit your own form.
  7. 7
    Activate
    Toggle on. Done.
Flow diagram
⚡
trigger
New form submission
▶
action
Append row to Sheet
▶
action
Send email to sales
◎
outcome
Faster lead response
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Any inbound form where speed matters.

Steps
  1. Always test with a real submission before activating.
  2. Add a clear subject line: '[Lead] Name — Source'.
  3. Pin the Sheet so the team can see counts.
Common mistakes
  • ×Forgetting to activate — the workflow stays 'on' visually but won't run.
  • ×Hard-coding one recipient. Use a Sheet or alias to update without editing the workflow.
Try in your workspace

Duplicate the template, point it at a test form, submit a fake lead from your phone, watch the row + email appear.

02
Lesson 2

New row in Sheet → Slack alert

▶
Loading · 02:10:03 – 02:30:001-click play
↗ Open on YouTube · 02:10:03 – 02:30:00
Outcome

After this lesson, you will be able to broadcast spreadsheet updates to the right Slack channel automatically.

Summary

When someone adds a row (a new sign-up, a refund request, an inventory drop), Slack pings the right channel with the key fields. The team stops asking 'did you see…?'

The story · 6 frames
  1. Frame 1
    1

    Team scrolling Slack, missing important sheet updates.

  2. Frame 2
    2

    New row dropped into 'Refunds' sheet.

  3. Frame 3
    3

    n8n watches the sheet on a 1-minute schedule.

  4. Frame 4
    4

    Slack card pops up in #refunds with the customer name.

  5. Frame 5
    5

    A teammate clicks 'Take it' emoji.

  6. Frame 6
    6

    Customer hears back within minutes.

  7. Frame 7
    7

    'You've made the team feel telepathic.'

What to click — step by step
  1. 1
    Pick template 'Sheet row → Slack'
  2. 2
    Connect Sheets
    Pick the file + tab.
  3. 3
    Connect Slack
    Pick the channel.
  4. 4
    Map fields into message
    Drag name, amount, link.
  5. 5
    Test with a sample row
  6. 6
    Activate
Flow diagram
⚡
trigger
New row added
▶
action
Format message
▶
action
Post to Slack channel
◎
outcome
Faster team response
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Sheets you watch all day — refunds, sign-ups, urgent tickets.

Steps
  1. Use one channel per workflow — avoid noisy #general.
  2. Include the row link so people can act in one click.
  3. Start with one row a day; scale up only if useful.
Common mistakes
  • ×Posting to #general — the team will mute it.
  • ×Sending the entire row; pick 3–4 fields.
Try in your workspace

Add a test row to your sheet, see the Slack message land. Adjust the message until it reads like a human wrote it.

03
Lesson 3

Daily summary email

▶
Loading · 02:30:03 – 02:50:001-click play
↗ Open on YouTube · 02:30:03 – 02:50:00
Outcome

After this lesson, you will be able to send yourself or your team a daily digest at 8am.

Summary

Schedule node fires at 8am, pulls yesterday's data from a sheet (or two), formats a short email, sends. Your inbox becomes a tidy dashboard.

The story · 6 frames
  1. Frame 1
    1

    A team flooded with separate metric emails.

  2. Frame 2
    2

    Calendar shows 8:00am.

  3. Frame 3
    3

    Schedule node ticks.

  4. Frame 4
    4

    Data pulled from two sheets.

  5. Frame 5
    5

    A clean digest forms: 'Yesterday: 12 leads, 3 calls booked.'

  6. Frame 6
    6

    Email arrives at 8:01am.

  7. Frame 7
    7

    Manager reads it over coffee.

  8. Frame 8
    8

    'You've replaced five status messages.'

What to click — step by step
  1. 1
    Pick template 'Daily digest'
  2. 2
    Set Schedule to 08:00
    Pick your timezone carefully.
  3. 3
    Pull data from sources
    Sheets, Airtable, Stripe — whatever you watch.
  4. 4
    Compose subject + body
    Drag numbers into the text.
  5. 5
    Pick recipients
    Comma-separated or distribution list.
  6. 6
    Send a test now
    Don't wait until tomorrow to verify.
  7. 7
    Activate
Flow diagram
⚡
trigger
Schedule 08:00 daily
▶
action
Pull data
▶
action
Send digest email
◎
outcome
Calm, informed start to the day
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Any time you say 'I should check X every morning.'

Steps
  1. Keep digests under 5 lines — readers scan, they don't read.
  2. Always show yesterday's number AND a 7-day average.
  3. Include a link to the live sheet for the curious.
Common mistakes
  • ×Sending at 6am — emails get buried before commute ends.
  • ×Including raw tables; format as a sentence.
Try in your workspace

Build a digest of yesterday's leads. Send it to yourself only for one week before sharing with the team.

04
Lesson 4

New customer → welcome email + internal task

▶
Loading · 02:50:03 – 03:10:001-click play
↗ Open on YouTube · 02:50:03 – 03:10:00
Outcome

After this lesson, you will be able to onboard new customers with a personal touch and a tracked internal handoff.

Summary

A new row in your CRM or Stripe triggers two things: a warm welcome email to the customer, and a task in your project tool for the CS owner. Nothing slips.

The story · 6 frames
  1. Frame 1
    1

    New customer signs up; nothing happens; they wait three days.

  2. Frame 2
    2

    New customer signs up; n8n catches it.

  3. Frame 3
    3

    Welcome email lands within 60 seconds.

  4. Frame 4
    4

    A task appears in ClickUp/Notion/Asana assigned to CS.

  5. Frame 5
    5

    CS reaches out the same day.

  6. Frame 6
    6

    Customer feels seen.

  7. Frame 7
    7

    'You've built a five-star onboarding without hiring.'

What to click — step by step
  1. 1
    Pick template 'New customer onboarding'
  2. 2
    Connect Stripe / CRM
  3. 3
    Connect email
  4. 4
    Connect task tool
    ClickUp, Notion, Asana, Trello.
  5. 5
    Personalise welcome copy
    Use {{first_name}} and {{plan}}.
  6. 6
    Set task due date
    Use 'today + 1 day' expression.
  7. 7
    Test with a $0.50 test charge
    Refund yourself after.
Flow diagram
⚡
trigger
New customer event
▶
action
Send welcome email
▶
action
Create CS task
◎
outcome
Customer feels welcomed; CS owns it
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Any 'someone joined and someone needs to act' situation.

Steps
  1. Write the email like a human would, not a marketing template.
  2. Include the CS owner's name and calendar link.
  3. Always test end-to-end before activating.
Common mistakes
  • ×Sending a generic 'Welcome to Acme!' — readers smell automation.
  • ×Forgetting timezone; tasks due 'tomorrow' can fire at midnight.
Try in your workspace

Create the workflow with yourself as the test customer. Receive the welcome email. Check the task appeared. Iterate the copy.

05
Lesson 5

Simple reminder / follow-up

▶
Loading · 03:10:03 – 03:30:001-click play
↗ Open on YouTube · 03:10:03 – 03:30:00
Outcome

After this lesson, you will be able to chase quotes, invoices, or replies automatically without nagging the team.

Summary

A row labelled 'sent' with a date triggers a polite nudge after N days if status hasn't changed. Cash flow improves; you don't have to remember.

The story · 6 frames
  1. Frame 1
    1

    A pile of unpaid invoices, post-it notes everywhere.

  2. Frame 2
    2

    Sheet shows 'sent 7 days ago, no reply'.

  3. Frame 3
    3

    n8n notices on its daily run.

  4. Frame 4
    4

    A friendly reminder email goes out.

  5. Frame 5
    5

    Client replies the same afternoon.

  6. Frame 6
    6

    Status updates to 'paid' — n8n stops chasing.

  7. Frame 7
    7

    'You've collected without confrontation.'

What to click — step by step
  1. 1
    Schedule daily 09:00
  2. 2
    Read rows from sheet
  3. 3
    Filter: status=sent AND sent_date < today-7
    Done visually, no code.
  4. 4
    Send reminder email
    Personal, warm tone.
  5. 5
    Stamp 'reminded' column
    So it doesn't fire twice.
  6. 6
    Test with a fake row
  7. 7
    Activate
Flow diagram
⚡
trigger
Daily 09:00 schedule
⌥
rule
Find overdue rows
▶
action
Send reminder
▶
action
Update 'reminded' column
◎
outcome
Faster replies, less awkwardness
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Any 'I should chase this after a week' habit.

Steps
  1. Cap reminders at 2 — after that, a human should call.
  2. Stamp every send so you can audit later.
  3. Always BCC yourself for the first week.
Common mistakes
  • ×Sending the same reminder twice — always update the row.
  • ×Tone too aggressive on the first nudge; warm beats firm.
Try in your workspace

Set up a follow-up on a test sheet. Backdate one row to 8 days ago. Watch the reminder fire tomorrow morning.

Module FAQ · 5 questions

  • n8n.io/workflows hosts thousands. Inside the editor, click '+' and search by keyword (e.g. 'lead', 'digest', 'reminder'). We curate a tighter shortlist on the Templates page.

Dictionary · plain-English definitions
Template
A pre-built workflow you import as a starting point.
Webhook
A URL that catches events from another tool the instant they happen. Faster and cheaper than polling.
Schedule
A trigger that fires on a clock (every minute, hour, day).
Mapping
Telling a node which incoming field goes into which outgoing slot. Done by drag-and-drop.
Activate
The on/off toggle (top right). A workflow only runs when it is on.
Test step
Runs a single node with the current data so you can see input + output instantly.
Append row
The default Google Sheets/Airtable action — adds a new row at the bottom.
Channel
A Slack/Teams destination. Use one channel per workflow to avoid noise.
Common pitfalls
  • ×Forgetting to flip Activate after testing — your workflow looks 'live' on the canvas but never runs.
  • ×Hard-coding one recipient. Put the recipient list in a sheet so you can change it without touching the workflow.
  • ×Posting to #general — the team mutes the channel within a week.
2
Module 02 · 5 lessons
Non-Technical Programme

Simple Logic & Data Without Code

Rules and fields, drawn — never typed.

Logic is just 'if this then that' drawn on the canvas. Data is just picking which fields move where. You'll learn both with field-pickers and visual rules. Zero JSON, zero expressions you didn't see built for you.

Deep dive · the standard

Logic and data are where most non-technical operators panic. They shouldn't. The If node is a fork in the road, the Switch node is a train station with three platforms, and the Set node is a basket you fill with only the fields a human will read. These three nodes cover 95% of conditional logic and data tidying in your first year. The trick is visual: drag the field into the rule, pick the operator from a dropdown, watch the live preview at the bottom of the panel. Never type braces by hand — n8n inserts them for you when you drag a field into a text box. The execution panel is the single most underused feature in n8n: every node shows two tables (input and output) for every run, and learning to read them is the difference between 'I think it's broken' and 'I know the upstream node returned an empty amount'.

Why it matters

If you can write 'when amount is over 1000, post to VIP; otherwise log silently', you can replace half a junior coordinator role with a workflow.

Capstone

Add an If node to one of your live workflows so it only triggers above a threshold you choose. Measure the drop in unhelpful notifications.

01
Lesson 1

Only alert on high-value items (If node)

▶
Loading · 01:15:51 – 01:30:001-click play
↗ Open on YouTube · 01:15:51 – 01:30:00
Outcome

After this lesson, you will be able to filter noise and only notify on what matters.

Summary

The If node is a fork in the road. You pick a field (amount), set a rule (greater than 1000), and the workflow goes Yes or No down two paths.

The story · 6 frames
  1. Frame 1
    1

    Slack flooded with every order, big and small.

  2. Frame 2
    2

    Country road approaches a fork.

  3. Frame 3
    3

    Signpost: 'amount > 1000?' Yes/No.

  4. Frame 4
    4

    Big orders take the Yes road → Slack VIP channel.

  5. Frame 5
    5

    Small orders take the No road → quietly logged.

  6. Frame 6
    6

    'You've turned noise into signal.'

What to click — step by step
  1. 1
    Add If node after trigger
  2. 2
    Click 'add condition'
  3. 3
    Drag the 'amount' field in
  4. 4
    Pick operator 'greater than' → 1000
  5. 5
    Connect Yes → Slack VIP
  6. 6
    Connect No → Sheet log only
Flow diagram
⚡
trigger
New order
⌥
rule
amount > 1000?
▶
action
Yes: Slack VIP / No: log only
◎
outcome
Only meaningful pings
TriggerActionRuleAIHumanOutcome
Reference card
When to use

When 'every event' is too many.

Steps
  1. Start with one condition; add more only if needed.
  2. Use 'greater than or equal' on round numbers to avoid edge cases.
  3. Always connect the No branch — leaving it dangling is a future bug.
Common mistakes
  • ×Picking the wrong field — always test with one record first.
  • ×Setting the threshold from gut. Look at last month's average.
Try in your workspace

Take any 'new order' template and add an If node with a $500 threshold. Test with two fake orders.

02
Lesson 2

Different paths for VIP vs regular (Switch)

▶
Loading · 01:30:03 – 01:45:001-click play
↗ Open on YouTube · 01:30:03 – 01:45:00
Outcome

After this lesson, you will be able to send three or more groups down their own path.

Summary

Switch is If's bigger sibling: three, four, or more branches based on the value of one field (plan = free / pro / enterprise).

The story · 6 frames
  1. Frame 1
    1

    A train station with three platforms.

  2. Frame 2
    2

    A ticket reads 'plan = enterprise'.

  3. Frame 3
    3

    Sign directs to Platform 3.

  4. Frame 4
    4

    Free goes to Platform 1 (Slack #onboarding).

  5. Frame 5
    5

    Pro goes to Platform 2 (Sheet + email).

  6. Frame 6
    6

    Enterprise goes to Platform 3 (Slack #vip + AE assignment).

  7. Frame 7
    7

    'You've given each customer the right welcome.'

What to click — step by step
  1. 1
    Add Switch node
  2. 2
    Pick the field (plan)
  3. 3
    Add a rule per value
    free / pro / enterprise.
  4. 4
    Connect each branch
  5. 5
    Add a fallback path
    For unknown values.
  6. 6
    Test with one of each
Flow diagram
⚡
trigger
New customer
⌥
rule
Switch on plan
▶
action
3 branches → 3 actions
◎
outcome
Right treatment per tier
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Three or more clear categories.

Steps
  1. Always include a 'fallback' branch.
  2. Keep branch labels identical to the source field values.
  3. Don't nest Switch inside Switch — split into two workflows.
Common mistakes
  • ×Forgetting the fallback; new values silently disappear.
  • ×Case-sensitive mismatch ('Pro' vs 'pro').
Try in your workspace

Build a Switch with 3 branches that each post a different Slack message to the same channel.

03
Lesson 3

Picking and renaming fields visually (mapping)

▶
Loading · 01:45:03 – 02:00:001-click play
↗ Open on YouTube · 01:45:03 – 02:00:00
Outcome

After this lesson, you will be able to move only the fields you need into the next node, with friendly names.

Summary

Mapping is drag-and-drop. You see the data on the left, you drag a field into the right panel, and rename it in plain English. No quotes, no brackets.

The story · 6 frames
  1. Frame 1
    1

    A messy table with 30 columns: ids, codes, timestamps.

  2. Frame 2
    2

    A small basket appears: 'pick only what matters'.

  3. Frame 3
    3

    User drags 'first_name' → 'Name'.

  4. Frame 4
    4

    Drags 'email_address' → 'Email'.

  5. Frame 5
    5

    Drags 'amount_cents' → 'Amount (USD)'.

  6. Frame 6
    6

    Basket goes into next node, clean and labelled.

  7. Frame 7
    7

    'You've kept the signal, dropped the noise.'

What to click — step by step
  1. 1
    Add a Set node
  2. 2
    Toggle 'Keep only set'
  3. 3
    Drag each field you want
  4. 4
    Rename to plain English
  5. 5
    Test step — see the clean output
Flow diagram
⚡
trigger
Trigger
▶
action
Set node (pick + rename)
▶
action
Next action
◎
outcome
Clean, readable data downstream
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Before any action that sends data to a human (email, Slack, doc).

Steps
  1. Always rename to how the recipient thinks (Customer, not cust_id).
  2. Drop sensitive fields you don't need.
  3. Test step after every change.
Common mistakes
  • ×Sending raw API fields to humans.
  • ×Forgetting 'Keep only set' — old fields leak through.
Try in your workspace

Take any workflow and add a Set node before the action. Cut the data down to 4 fields with friendly names.

04
Lesson 4

Combining fields into one message (visual expressions)

▶
Loading · 02:00:03 – 02:15:001-click play
↗ Open on YouTube · 02:00:03 – 02:15:00
Outcome

After this lesson, you will be able to compose a sentence that mixes data and text without typing code.

Summary

n8n lets you write 'Hi {{Name}}, your order of {{Amount}} is confirmed.' by dragging fields into a text box. The braces are added for you.

The story · 6 frames
  1. Frame 1
    1

    A blank text box.

  2. Frame 2
    2

    User drags 'Name' chip in — it becomes a coloured token.

  3. Frame 3
    3

    Types 'your order of '.

  4. Frame 4
    4

    Drags 'Amount' chip in.

  5. Frame 5
    5

    Preview underneath updates live: 'Hi Maya, your order of $42 is confirmed.'

  6. Frame 6
    6

    'You've written a personalised message without code.'

What to click — step by step
  1. 1
    Click into any text field
  2. 2
    Open 'Expression' mode
    Toggle on top.
  3. 3
    Drag fields in
  4. 4
    Type text between them
  5. 5
    Watch the preview
Flow diagram
⚡
trigger
Trigger
▶
action
Compose message with fields
▶
action
Send
◎
outcome
Personalised output
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Any human-facing text: emails, Slack, docs.

Steps
  1. Always check the live preview before saving.
  2. Use sentence case; ALL CAPS feels like a robot.
  3. Test with the longest realistic name to catch line-breaks.
Common mistakes
  • ×Typing braces by hand — you'll mistype.
  • ×Forgetting fallback for empty fields (use 'or' default).
Try in your workspace

Write a 2-sentence Slack message that uses three fields. Send it to yourself.

05
Lesson 5

Seeing what data flows through (execution panel)

▶
Loading · 02:15:03 – 02:30:001-click play
↗ Open on YouTube · 02:15:03 – 02:30:00
Outcome

After this lesson, you will be able to open any execution and explain what happened, in order.

Summary

Each node shows the data it received and the data it sent. Click a node, see two tables: input and output. That's how you debug without engineers.

The story · 6 frames
  1. Frame 1
    1

    A confused user staring at a failed workflow.

  2. Frame 2
    2

    Clicks 'Executions' tab.

  3. Frame 3
    3

    Opens the latest run.

  4. Frame 4
    4

    Clicks the red node — input/output panels appear.

  5. Frame 5
    5

    Spots 'amount is empty' in the input.

  6. Frame 6
    6

    Goes back, fixes the upstream node.

  7. Frame 7
    7

    'You've debugged your first workflow alone.'

What to click — step by step
  1. 1
    Open Executions tab
  2. 2
    Click the latest run
  3. 3
    Click each node in order
  4. 4
    Compare input vs output
  5. 5
    Spot the first node where output looks wrong
  6. 6
    Fix and re-test
Flow diagram
⚡
trigger
Failed run
▶
action
Open execution log
⌥
rule
Inspect node-by-node
◎
outcome
Fix or escalate
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Anytime something didn't happen that should have.

Steps
  1. Start at the trigger and walk forward.
  2. First wrong-looking output is your culprit.
  3. Save a screenshot before re-running — re-runs overwrite views.
Common mistakes
  • ×Re-running before reading — you lose the evidence.
  • ×Blaming the last node when the trigger gave bad data.
Try in your workspace

Intentionally break one of your workflows (rename a field). Find and fix it using only the executions panel.

Module FAQ · 5 questions

  • If = two paths (yes / no). Switch = three or more paths based on the value of one field. If your If is growing more than two branches, refactor to Switch.

Dictionary · plain-English definitions
If node
Two-branch fork. Yes goes one way, No goes the other.
Switch node
Multi-branch fork. One branch per distinct value of a field, plus a fallback.
Set node
Pick which fields move forward, rename them, drop the rest.
Expression mode
Toggle on any field to mix data + text. Drag fields in as chips.
Operator
'equals', 'greater than', 'contains' — the comparison inside an If/Switch rule.
Field
A named value carried between nodes (name, email, amount, status).
Input panel
Left side of any node — shows the data flowing in from the previous node.
Output panel
Right side of any node — shows the data this node produced.
Fallback branch
The 'none of the above' route on a Switch node.
Common pitfalls
  • ×Nesting Switch inside Switch — split into two workflows instead.
  • ×Case-sensitive mismatch (e.g. 'Pro' vs 'pro'). Use 'equals (case insensitive)'.
  • ×Re-running an execution before reading the error — you lose the evidence.
3
Module 03 · 5 lessons
Non-Technical Programme

AI Helpers in n8n (No Code)

AI suggests. You decide. Nothing scary.

AI inside n8n is a friendly assistant: it can summarise, draft, classify, suggest. You'll add it with one node, always pair it with a human review step, and feel in control from day one.

Deep dive · the standard

AI in n8n is an assistant inside a workflow, not a magic wand. You drop in an AI node, pick a preset (Summarize, Draft reply, Classify, Suggest), drag the source text into it, and the workflow continues with the output as just another field. The rule that protects you is simple: AI can read and propose freely; AI cannot send, charge, or delete without a human approving in Slack first. A 'wait for approval' node is your safety net — and it is cheap to add. Tone matters: provide 2-3 sample replies your team has written and the drafts will sound like you within a week. Confidence thresholds matter too: if AI classifies a ticket below 80% confidence, route it to a human queue instead of trusting the label silently. The teams that get value out of AI in n8n are not the ones with the cleverest prompts; they are the ones with the cleanest checkpoints.

Why it matters

AI without a human gate is a PR incident waiting to happen. AI with one is a 10x leverage tool that respects your judgement.

Capstone

Build one AI-assisted workflow with an explicit Slack 'Approve / Edit / Skip' step. Show it to your manager.

01
Lesson 1

Summarize long text with AI

▶
Loading · 11:00:03 – 11:20:001-click play
↗ Open on YouTube · 11:00:03 – 11:20:00
Outcome

After this lesson, you will be able to turn long emails, transcripts, or docs into 3-bullet summaries.

Summary

Add an AI node, pick the 'Summarize' preset, drag the long text in, choose 3 bullets. The AI returns a short version you can paste anywhere.

The story · 6 frames
  1. Frame 1
    1

    Inbox with a 2,000-word email. Sigh.

  2. Frame 2
    2

    n8n catches the email.

  3. Frame 3
    3

    AI helper node lights up.

  4. Frame 4
    4

    Speech bubble: '3 bullets, neutral tone, English.'

  5. Frame 5
    5

    Output card: 3 clean bullets.

  6. Frame 6
    6

    Forwarded to a human in Slack with 'approve to file' button.

  7. Frame 7
    7

    'You've turned a 5-minute read into a 20-second scan.'

What to click — step by step
  1. 1
    Add AI node after trigger
  2. 2
    Pick 'Summarize' preset
  3. 3
    Drag the long text in
  4. 4
    Set length (3 bullets)
  5. 5
    Test — read the output
  6. 6
    Send to human review (Slack)
Flow diagram
⚡
trigger
New long text
✦
ai
AI summarise
☺
human
Human review
◎
outcome
Filed / acted on
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Inbound long docs: meeting notes, support emails, transcripts.

Steps
  1. Always cap the summary length.
  2. Pair with human review at first.
  3. Save originals — never delete after summarising.
Common mistakes
  • ×Summarising legal or medical text without expert review.
  • ×Trusting summaries of numbers — AI hallucinates digits.
Try in your workspace

Paste one of your long emails into a test workflow. Summarise into 3 bullets. Compare to the original.

02
Lesson 2

Draft email replies with AI

▶
Loading · 11:20:03 – 11:40:001-click play
↗ Open on YouTube · 11:20:03 – 11:40:00
Outcome

After this lesson, you will be able to receive AI-drafted replies in your inbox, ready to edit and send.

Summary

When an email arrives, AI drafts a reply in your tone. The draft lands in your drafts folder. You read, tweak, hit send. Never auto-sent.

The story · 6 frames
  1. Frame 1
    1

    Inbox of 40 unread support emails.

  2. Frame 2
    2

    n8n reads one.

  3. Frame 3
    3

    AI drafts a reply using a tone example you provided.

  4. Frame 4
    4

    Draft appears in Gmail drafts.

  5. Frame 5
    5

    You open, tweak one line.

  6. Frame 6
    6

    Hit send.

  7. Frame 7
    7

    'You've cut response time in half — and stayed yourself.'

What to click — step by step
  1. 1
    Trigger on new email
  2. 2
    AI node 'Draft reply'
  3. 3
    Provide tone sample
    Paste 2 past replies.
  4. 4
    Output to Gmail drafts (NOT send)
  5. 5
    Test on one email
  6. 6
    Activate after a week of manual review
Flow diagram
⚡
trigger
New email
✦
ai
AI draft
▶
action
Save to Drafts
☺
human
Human reviews & sends
◎
outcome
Faster, still-you replies
TriggerActionRuleAIHumanOutcome
Reference card
When to use

High-volume inbound where tone matters more than legal precision.

Steps
  1. Always save to Drafts, never Send.
  2. Refresh the tone sample monthly.
  3. Audit a random 10% weekly.
Common mistakes
  • ×Auto-sending — one bad reply destroys trust.
  • ×Using a corporate tone sample for a friendly brand (or vice versa).
Try in your workspace

Set up the workflow on a test inbox. Generate 5 drafts. Edit and send 2. Note where AI helped and where it missed.

03
Lesson 3

Categorize / tag items with AI

▶
Loading · 11:40:03 – 12:00:001-click play
↗ Open on YouTube · 11:40:03 – 12:00:00
Outcome

After this lesson, you will be able to auto-label incoming items into your existing categories.

Summary

Give AI a list of your categories and one short description each. AI reads the new item and picks the best label. Routes to the right team.

The story · 6 frames
  1. Frame 1
    1

    Support inbox tagged 'untriaged' on everything.

  2. Frame 2
    2

    AI node with category list: Billing / Bug / Feature / Other.

  3. Frame 3
    3

    Incoming email reads: 'I was charged twice.'

  4. Frame 4
    4

    AI tags it 'Billing' with 92% confidence.

  5. Frame 5
    5

    Routed to the billing team's Slack.

  6. Frame 6
    6

    Low-confidence items go to a 'review' queue.

  7. Frame 7
    7

    'You've triaged 100 tickets without lifting a finger.'

What to click — step by step
  1. 1
    Add AI node 'Classify'
  2. 2
    List your categories + examples
  3. 3
    Map the text field
  4. 4
    Set confidence threshold (e.g. 80%)
  5. 5
    Route by Switch node on the label
  6. 6
    Low-confidence → human queue
Flow diagram
⚡
trigger
New ticket
✦
ai
AI classify
⌥
rule
Switch on label
◎
outcome
Right team gets it
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Anywhere a human currently labels inbound items.

Steps
  1. Keep categories under 7.
  2. Provide one example per category.
  3. Review the human queue weekly to spot category drift.
Common mistakes
  • ×Too many categories — AI gets confused, so do humans.
  • ×Not setting a confidence threshold; bad labels go unnoticed.
Try in your workspace

Take 20 past tickets, set up classification with 4 categories. Compare AI labels to your own. Adjust examples until they match.

04
Lesson 4

Ask AI for next-step suggestions

▶
Loading · 12:00:03 – 12:20:001-click play
↗ Open on YouTube · 12:00:03 – 12:20:00
Outcome

After this lesson, you will be able to get AI to recommend the next action, with a human in the loop.

Summary

AI reads the situation (a stalled deal, a frustrated reply) and proposes one next step in plain English. The step is shown to a human as a card with Approve / Edit / Skip.

The story · 6 frames
  1. Frame 1
    1

    A CRM deal stuck at 'Proposal sent — 14 days no reply'.

  2. Frame 2
    2

    n8n catches the stall.

  3. Frame 3
    3

    AI suggests: 'Send a value-add case study and ask for a 15-min call.'

  4. Frame 4
    4

    Suggestion lands in Slack with 3 buttons: Send / Edit / Skip.

  5. Frame 5
    5

    Rep clicks 'Edit', tweaks one line.

  6. Frame 6
    6

    Sends from their inbox.

  7. Frame 7
    7

    'You've added a coach to every deal.'

What to click — step by step
  1. 1
    Trigger on the stall condition
  2. 2
    AI node 'Suggest next step'
  3. 3
    Provide context: deal, last contact, value
  4. 4
    Output to Slack with action buttons
  5. 5
    Log the human's choice for learning
Flow diagram
⚡
trigger
Stalled situation
✦
ai
AI suggests step
☺
human
Human approves / edits
▶
action
Action taken
◎
outcome
Deal moves forward
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Where judgement matters and AI offers options, not commands.

Steps
  1. Always require human approval.
  2. Log the choice (approve / edit / skip) — that's gold for improvement.
  3. Cap to 1 suggestion per item per day.
Common mistakes
  • ×Letting AI auto-send 'next steps' — credibility risk.
  • ×Hiding context from AI; vague context = vague suggestions.
Try in your workspace

Pick one CRM stall condition. Set up the suggestion workflow. Review 10 suggestions with your team and tune the prompt.

05
Lesson 5

Safety: AI helps, humans decide

▶
Loading · 12:20:03 – 12:40:001-click play
↗ Open on YouTube · 12:20:03 – 12:40:00
Outcome

After this lesson, you will be able to design AI-assisted workflows that never act without a human checkpoint.

Summary

The rule of thumb: AI can read and propose freely; AI cannot send, charge, or delete without human approval. A Slack 'Approve' button is your safety net.

The story · 6 frames
  1. Frame 1
    1

    A robot reaches for a 'Send to all customers' button.

  2. Frame 2
    2

    A human hand gently lowers the robot's hand.

  3. Frame 3
    3

    A clear green button appears: 'Human approves.'

  4. Frame 4
    4

    Robot proposes, human approves, action runs.

  5. Frame 5
    5

    Diagram: AI = read + suggest, Human = decide + act.

  6. Frame 6
    6

    'You've built trust into your automation.'

What to click — step by step
  1. 1
    Identify destructive actions
    Send, charge, delete, publish.
  2. 2
    Insert a 'wait for approval' node before each
  3. 3
    Approval channel = Slack DM or email
  4. 4
    Timeout default = skip, not act
  5. 5
    Log all decisions
Flow diagram
✦
ai
AI proposes
☺
human
Wait for human approval
⌥
rule
Approved? Run action / Else skip
◎
outcome
Action only with consent
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Every AI workflow that touches customers or money.

Steps
  1. Default to 'skip on timeout'.
  2. Keep a weekly audit of approvals.
  3. Tell your team which workflows AI runs.
Common mistakes
  • ×Skipping the approval to 'move faster' — until something embarrassing ships.
  • ×Approving in bulk without reading.
Try in your workspace

Audit every AI workflow you've built. Mark each action: 'safe to auto' or 'needs approval'. Add approval steps where needed.

Module FAQ · 5 questions

  • By default, OpenAI (you bring your own key) or n8n's hosted AI in cloud plans. Anthropic, Google Gemini, Mistral, Ollama, and others are first-class — swap the credential and the node behaves the same way.

Dictionary · plain-English definitions
AI node
An n8n node that calls a large language model with structured presets.
Prompt
The instruction you give the AI ('Summarise in 3 bullets, neutral tone').
System prompt
A higher-priority instruction set once per node ('You are a polite customer-success agent').
Tone sample
2-3 past replies pasted into the prompt so AI mimics your voice.
Confidence threshold
A minimum % the AI must report before its output is trusted automatically.
Human-in-the-loop
A workflow pattern where AI proposes and a human approves before any external action.
Hallucination
AI inventing plausible-sounding but wrong information (names, numbers, citations).
Token
The unit AI providers bill in. Roughly ¾ of a word.
Common pitfalls
  • ×Letting AI auto-send replies. One bad reply destroys a year of trust.
  • ×Forgetting a confidence threshold — bad labels rot your reporting silently.
  • ×Sending huge text without a length cap — costs spiral.
4
Module 04 · 4 lessons
Non-Technical Programme

Safe Automation & Working with Tech

Sleep at night. Know what to do when something breaks.

Automation only pays off if you trust it. This mini-course teaches the boring-but-vital habits: who owns what, what to do when red appears, and how to ask your tech team for help without wasting their day.

Deep dive · the standard

Automation pays off only if you trust it. Trust comes from boring habits: name your workflows like 'Team · Purpose · vN', folder them by team, put a one-paragraph description in the workflow notes, screenshot before re-running anything that failed, and document who owns updates and backups before launch. When a workflow turns red, don't panic and don't re-run: click Executions, open the failing run, click the red node, read the error, and either fix the obvious thing in 60 seconds or package four artefacts (workflow link, execution link, screenshot, what you tried) and send them to your tech owner. That single message saves an hour of back-and-forth every time. Cloud vs self-host changes who is responsible for the server, never for the workflow — you always own the logic and your credentials. Treat n8n like any other tool your team depends on: small, safe, reversible changes; tested before active; named so the next person can read your work.

Why it matters

An operator who can triage their own red badge is the difference between 'n8n is brittle' and 'n8n is part of how we work'.

Capstone

Write a one-page ownership doc for your top three live workflows. Share with IT. Get sign-off. You are now operating, not just experimenting.

01
Lesson 1

Cloud vs self-host: who manages what?

▶
Loading · 00:02:18 – 00:13:201-click play
↗ Open on YouTube · 00:02:18 – 00:13:20
Outcome

After this lesson, you will be able to explain who is responsible for updates, security, and backups in each setup.

Summary

On Cloud, n8n handles servers, updates, backups, uptime. On self-host, your IT team does — they own a small server like any other internal tool. You always own the workflow logic and your credentials.

The story · 6 frames
  1. Frame 1
    1

    Two houses side by side, one labelled Cloud, one Self-host.

  2. Frame 2
    2

    Cloud house: n8n staff doing maintenance on the roof.

  3. Frame 3
    3

    Self-host house: your IT team on the roof; you watch from inside.

  4. Frame 4
    4

    Inside both houses: you arrange the same furniture (workflows).

  5. Frame 5
    5

    Checklist appears: who fixes a leak? who paints the walls?

  6. Frame 6
    6

    'You've cleared the line between us and them.'

What to click — step by step
  1. 1
    Cloud: updates auto
    You get latest features weekly.
  2. 2
    Cloud: backups built-in
    Roll back to any point.
  3. 3
    Self-host: IT updates monthly
    Plan a window.
  4. 4
    Self-host: backups scheduled by IT
    Verify quarterly.
  5. 5
    Both: you own credentials & workflows
Flow diagram
⚡
trigger
Choose setup
⌥
rule
Who owns updates / backups / uptime
▶
action
Document responsibilities
◎
outcome
No surprises
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Before launching anything important.

Steps
  1. Write a one-page ownership doc.
  2. Add a contact name + escalation path.
  3. Review quarterly.
Common mistakes
  • ×Assuming IT is watching — confirm in writing.
  • ×Storing credentials in spreadsheets; always use n8n credential vault.
Try in your workspace

Fill out a one-page ownership doc for your setup. Share with IT and ask them to sign off.

02
Lesson 2

What to do when a workflow breaks

▶
Loading · 02:15:03 – 02:30:001-click play
↗ Open on YouTube · 02:15:03 – 02:30:00
Outcome

After this lesson, you will be able to triage a red error and decide: fix-it or escalate.

Summary

Red badge → open Executions → click the red node → read the error → screenshot it. Try the obvious fix once. If it still fails, send the screenshot and link to your tech owner.

The story · 6 frames
  1. Frame 1
    1

    Red error badge on a workflow.

  2. Frame 2
    2

    Click Executions tab.

  3. Frame 3
    3

    Latest run, red node highlighted.

  4. Frame 4
    4

    Error reads: 'Sheet not found.'

  5. Frame 5
    5

    User checks the Sheet name — it was renamed.

  6. Frame 6
    6

    Fix in 60 seconds.

  7. Frame 7
    7

    'You've gone from panic to fix in 3 minutes.'

What to click — step by step
  1. 1
    Spot red badge
  2. 2
    Open Executions tab
  3. 3
    Click the failing run
  4. 4
    Click the red node
  5. 5
    Read the error in plain English
  6. 6
    Try the obvious fix once
  7. 7
    Else: screenshot + link → tech owner
Flow diagram
⚡
trigger
Red badge
▶
action
Inspect execution
⌥
rule
Fixable by me?
◎
outcome
Fix OR escalate with context
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Every error notification.

Steps
  1. Never re-run before reading.
  2. Screenshot first, fix second.
  3. Note what changed recently (renamed sheet, rotated key).
Common mistakes
  • ×Mass-re-running failed executions — you'll duplicate side effects.
  • ×Asking IT 'it's broken' with no link or screenshot.
Try in your workspace

Pick one live workflow. Open its latest 3 executions. Practice reading inputs/outputs even if all green.

03
Lesson 3

Good habits: naming, testing, small safe changes

▶
Loading · 02:30:03 – 02:46:401-click play
↗ Open on YouTube · 02:30:03 – 02:46:40
Outcome

After this lesson, you will be able to keep a workspace your future self can still understand.

Summary

Three habits: name workflows like 'CS · Refund alert · v1'; always test with sample data before activating; change one node at a time. These three save weeks of grief.

The story · 6 frames
  1. Frame 1
    1

    A workspace cluttered with 'Workflow 1', 'Untitled', 'test'.

  2. Frame 2
    2

    Folders appear: CS / Sales / Ops.

  3. Frame 3
    3

    Each workflow gets a clear name and v-number.

  4. Frame 4
    4

    A test data panel slides in before every activate.

  5. Frame 5
    5

    One change at a time, with a save point.

  6. Frame 6
    6

    Clean dashboard. Calm.

  7. Frame 7
    7

    'You've built a workspace your team can join.'

What to click — step by step
  1. 1
    Naming: Team · Purpose · vN
  2. 2
    Folder by team
  3. 3
    Always test before activate
  4. 4
    Change one node, save, test
  5. 5
    Add a description in the workflow notes
Flow diagram
⚡
trigger
New workflow
▶
action
Name + folder + describe
▶
action
Test with sample data
◎
outcome
Activate confidently
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Every workflow, every change.

Steps
  1. Names beat memory.
  2. Tests beat hope.
  3. Small changes beat brave changes.
Common mistakes
  • ×Editing live without a test run.
  • ×Naming things 'final', 'final2', 'real-final'.
Try in your workspace

Rename your existing workflows to the Team · Purpose · vN format. Add a folder per team.

04
Lesson 4

When (and how) to ask your technical team

▶
Loading · 02:46:43 – 03:03:201-click play
↗ Open on YouTube · 02:46:43 – 03:03:20
Outcome

After this lesson, you will be able to hand off a problem to your tech team in a way they'll thank you for.

Summary

Send four things: (1) workflow link, (2) execution link, (3) screenshot of the red node, (4) what you tried. That single message saves an hour of back-and-forth.

The story · 6 frames
  1. Frame 1
    1

    A vague Slack message: 'n8n is broken!'

  2. Frame 2
    2

    Engineer sighs.

  3. Frame 3
    3

    Better message appears: link + link + screenshot + 'I tried…'.

  4. Frame 4
    4

    Engineer smiles, fixes in 5 minutes.

  5. Frame 5
    5

    Workflow back to green.

  6. Frame 6
    6

    'You've become the favourite client of your tech team.'

What to click — step by step
  1. 1
    Copy workflow URL
  2. 2
    Copy execution URL
  3. 3
    Screenshot the red node + error
  4. 4
    Write one line: 'I tried X, still failed.'
  5. 5
    Send to tech owner channel
Flow diagram
⚡
trigger
Stuck after one fix attempt
▶
action
Package the 4 things
▶
action
Send to tech owner
◎
outcome
Fast, friendly fix
TriggerActionRuleAIHumanOutcome
Reference card
When to use

Anything you couldn't fix in 10 minutes.

Steps
  1. Always include both URLs.
  2. Say what you already tried.
  3. Mention urgency honestly (blocking customer? blocking nobody?).
Common mistakes
  • ×'It's broken' with no context.
  • ×Pinging multiple engineers at once.
Try in your workspace

Write a Slack template for tech handoffs. Pin it in your team channel.

Module FAQ · 6 questions

  • Team · Purpose · vN. Examples: 'CS · Refund alert · v3', 'Sales · Lead intake · v1', 'Ops · Daily digest · v2'. Folders by team. Avoid 'Untitled', 'Test', 'Final', 'Final2'.

Dictionary · plain-English definitions
Execution log
The history of every run — green, red, success, failure — with full input/output per node.
Owner
The named person responsible for a workflow. Every live workflow needs one.
Escalation
Sending a packaged problem to the right person with enough context to act on it.
Backup
A restorable copy of your workflows and credentials. Cloud has this built-in; self-host owns it.
Credential vault
n8n's encrypted store for API keys and OAuth tokens. Never store credentials in sheets or notes.
Idempotent
A workflow that produces the same result if it runs twice on the same input — safe to retry.
Red badge
The visual indicator that the most recent execution failed.
Workflow notes
A free-text field on every workflow for owner, purpose, and runbook.
Common pitfalls
  • ×Mass-re-running failed executions — you'll duplicate side effects (double-charge, double-email).
  • ×Storing credentials in spreadsheets — always use the credential vault.
  • ×Editing live without a test run — silent failures are the hardest to debug.

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