How to Automate WordPress AI Email Responses with WordPress & Make.com (Step-by-Step Workflow)
Are you tired of manually handling consultation form submissions on your WordPress site? Discover how to create a fully automated system using Make.com, Google Sheets, OpenAI, and Slack — all powered by your custom plugin, NicheForm Sync Pro.
In this post, we’ll walk you through how to:
- Automatically handle consultation form submissions from your WordPress site.
- Check if a lead already exists in your database.
- Use AI to write a personalized email draft.
- Notify your team on Slack and send an autoresponder via email.
Let’s dive in! 🚀
Tools Used
- WordPress (with your plugin: NicheForm Sync Pro)
- Make.com (Integromat)
- Google Sheets
- OpenAI (GPT)
- SMTP Email Integration
- Slack
Overview of the Workflow
Here’s a visual breakdown of the Make.com scenario (see image above):
- Webhook – Receives data from the WordPress Consultation Form.
- Google Sheets – Search Rows – Checks if the email already exists.
- Router – Routes data based on email existence.
- ✅ If the email exists, it updates the record.
- ❌ If the email does not exist, it adds a new row.
- OpenAI – Generates a personalized draft email.
- Router – Routes to:
- 📧 Email – Sends an automated reply to the user.
- 💬 Slack – Notifies your team about the new consultation.
Step-by-Step Breakdown
1. Capture Form Data via Webhook
Using your custom plugin NicheForm Sync Pro, you can easily add your Make.com webhook URL into the form settings. When someone submits the consultation form on your site, the webhook is triggered instantly, sending data to Make.com.
👉 This eliminates the need for complex API setups.
2. Check for Existing Entries in Google Sheets
Before saving the form submission, the system uses the “Search Rows” module in Google Sheets to check if the submitted email already exists.
This step ensures that duplicate leads aren’t created and existing client data is updated correctly.
3. Route Based on Email Status
Using the Router module in Make.com, two conditions are defined:
- Condition 1 (Email Exists):
- The workflow updates the corresponding row in Google Sheets.
- Condition 2 (Email Doesn’t Exist):
- A new row is added to the Google Sheets file.
💡 This conditional logic is crucial for maintaining clean and updated lead records.
4. Generate Personalized Email with OpenAI
The next module sends the form data to OpenAI’s GPT model.
Prompt example:
“Create a friendly and professional email for a client who filled out a consultation form. Use the following data: [Name, Service Selected, Preferred Date, Message]”
OpenAI then returns a personalized email draft tailored to the specific user’s input.
5. Auto-Response & Slack Notifications
After generating the draft, another Router sends the response to two channels:
- 1st Route – SMTP Email (Autoresponse):
- Sends the personalized email to the client using your SMTP setup.
- 2nd Route – Slack Notification:
- Post a summary of the consultation to a Slack channel, alerting your team in real-time.
Why This AI Workflow Matters
✅ Saves time on manual responses
✅ Ensures data accuracy with real-time checks
✅ Boosts team collaboration via Slack
✅ Enhances user experience with fast, personalized emails
✅ Scalable and easy to manage
Bonus: Secure & Scalable
Thanks to your NicheForm Sync Pro plugin, this setup supports any webhook (Make, Zapier, N8N), making it incredibly flexible for future upgrades.
And since it utilizes Google Sheets, you can easily export or integrate it with CRMs, analytics, or other systems.
Final Thoughts
This workflow isn’t just automation—it’s a smart business tool. With AI handling the heavy lifting and your custom plugin streamlining integration, you can deliver faster, smarter, and more professional responses to your website leads.
Whether you’re a solopreneur, agency owner, or developer, this Make.com scenario is a must-have in your automation toolkit.
Want to set this up for your business or your client?
Explore our plugin NicheForm Sync Pro to supercharge your automation!
