n8n is a tool for connecting the software you already use so that things happen on their own. You build, or import, a workflow of small steps: when this happens, do that, then that. Every automation on this site comes as an n8n file you can import. This page gets you from nothing to your first running workflow.
What's inside
- What n8n is and the two ways to run it
- How to import a workflow file, step by step
- How to connect Gmail, Google Sheets and an AI model
- The common problems and what they usually mean
Two ways to run it
Both run the same workflow files. The difference is who looks after the server.
| n8n Cloud | Run it yourself | |
|---|---|---|
| What it is | n8n hosts it for you on a paid plan | You install n8n on your own server or computer |
| Good for | Most small businesses. Nothing to look after | People comfortable with servers, or with strict data rules |
| You handle | Your workflows and connections | Updates, backups, security and keeping it running |
| Connecting Google | Usually a sign-in button | You create the Google connection yourself, which is the hardest step for most people |
Plans and prices change, so check n8n's own pricing page. One thing worth knowing: n8n counts one run of a whole workflow as a single execution, while Zapier counts each step separately as a task. For workflows with several steps that can make a big difference to the bill.
Import a workflow
- Download the .json file from the page of the automation you want.
- In n8n, create a new workflow, open the ⋯ menu at the top right, and choose Import from file.
- The workflow appears on the canvas. Sticky notes on the canvas explain the setup in the same order as the page.
- Click each node that shows a warning and connect your own account.
- Open the node called Settings and replace the sample values with your own.
- Click Execute workflow to run it once, then click each node to see what went in and what came out.
- Switch the workflow to Active when you're happy with it.
The files contain no logins or keys. Your connections stay in your own n8n and are never part of the file.
Connect your accounts
| Connection | What to do |
|---|---|
| Gmail and Google Sheets | Add a Google credential and sign in. n8n asks only for the permissions each node needs. |
| An AI model (OpenAI) | Create an API key in your OpenAI account and paste it into the credential. API use is billed separately from a ChatGPT subscription. |
| Claude, Gemini or others | Delete the model node under the AI step, add the one you want, and drag its connector into the AI step. |
| Twilio | Paste your Account SID and Auth Token from the Twilio console, and use a number that can send texts. |
Each AI step costs a small amount every time it runs. Your AI provider's dashboard shows exactly what you're spending, so check it during the first week.
Web addresses that start a workflow
Some workflows start when another tool sends them a web request. The first node shows two addresses. The test address only works while you're clicking to listen in the editor. The production address works once the workflow is Active. Use the production address in your other tools.
When something doesn't work
| What you see | What it usually means |
|---|---|
| A node with a red warning | It needs a connection. Click it and connect your account. |
| No data coming out of the sheet | Check the tab name, and that the column names match exactly, including capitals. |
| Dates are ignored | The date cells must be real dates, not text or numbers. |
| Nothing starts the workflow | It isn't Active, or the other tool is using the test address instead of the production one. |
| The AI reply looks odd | Open the Executions list, click the run, and read what the AI was sent and what it returned. |
| Scheduled runs happen at the wrong hour | Check the timezone in the workflow's settings. |
Be careful with customers
- Start every customer-facing workflow in draft or test mode and read the first batch yourself.
- Texting customers needs their permission and a way to opt out.
- Don't send information you wouldn't want stored by an AI service. Check your provider's privacy terms.
- An AI can be wrong. Keep a person in the loop for anything involving money, promises or sensitive topics.