Collect form signups, log them in your sheet and base, and send a quick email reply. Great for lead capture, event interest, or simple contact requests. Teams get clean data and fast follow up without manual work.

A hosted form in n8n starts the flow when someone submits Name, City, and Email. A code step pulls date and time from the submittedAt value, and a set step puts each field in a clean format. The data then writes to Airtable as a new record and also appends to Google Sheets. After Airtable saves, Gmail sends a plain text message to the contact. After the sheet update, a second Gmail step sends another message that includes the date in the subject.

Setup is simple if you already use Gmail, Google Sheets, and Airtable. Map the fields once, pick your base, table, and sheet, and edit the email text. Expect consistent rows in both tools and instant replies to each lead. Most teams cut copy and paste time and avoid mistakes in dates. You also get a history of every submission with the exact time it came in. Good for newsletter signups, workshop RSVPs, and student clubs that collect interest with a lightweight form.

• Built in n8n form trigger captures Name, City, and Email
• Code step extracts date and time from the submittedAt value
• Set step cleans and maps fields to simple names
• Airtable create action stores each submission as a new record
• Google Sheets append writes a new row for every form entry
• Gmail sends a personalized plain text message using the name
• Second Gmail email uses the date field in the subject line
• Parallel writes to Airtable and Sheets keep data in sync

• Reduce manual copy and paste from 30 minutes per day to 5 minutes
• Automate 100 percent of form to sheet and base logging
• Improve data quality by standardizing date and time fields
• Connect form, Gmail, Google Sheets, and Airtable in one flow
• Handle higher submission volume without adding staff
• Send instant confirmations that boost response rates

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Airtable, Google Sheets and Gmail. See the Tools Required section above for links to create accounts with these services.
3. In n8n Cloud, open the workflow and confirm the n8n Form Trigger shows the Name, City, and Email fields. Copy the public form URL for testing later.
4. Set up Airtable credentials: double click the Airtable node, open the Credential to connect with dropdown, click Create new credential, choose Airtable Personal Access Token, and follow the on screen steps. Give the credential a clear name like Airtable PAT Main.
5. Connect Google Sheets: double click the Google Sheets node, create a new Google Sheets OAuth2 credential, and complete the Google sign in. Name it Google Sheets Primary.
6. Connect Gmail: double click each Gmail node, create a new Gmail OAuth2 credential, and finish the Google consent flow. Use the same Gmail account for both nodes.
7. Configure Airtable: in the Airtable node select your base and table. Map Name, City, Email, Date, and Time to the matching columns.
8. Configure Google Sheets: in the Google Sheets node select the document and the sheet tab. Confirm the column mapping matches Name, City, Email, Date, and Time.
9. Review the Set node to ensure it maps Name, City, Email, Date, and Time correctly. Adjust labels if you changed the form field text.
10. Personalize email content: in the first Gmail node edit the subject and message. It uses $json.fields.Email because it runs after Airtable which returns a fields object. In the second Gmail node, the recipient is $json.Email because it runs after Google Sheets which returns flat keys.
11. Run a live test: open the public n8n form, submit a sample entry, and check Airtable for a new record and Google Sheets for a new row.
12. Verify email delivery: confirm both emails arrived. If not, check the sendTo mappings in each Gmail node and review Gmail sending limits.
13. Troubleshoot common issues: for auth errors reauthorize the credentials. If dates look wrong, adjust timezone handling in the code step. If rows do not appear, confirm the selected base, table, document, and sheet.