At a glance
Jobs, active subcontractors, bookings and the send log are read from the configured sheets.
Each active subcontractor gets a personalised two-week view of expected dates and activities.
The record determines an email or SMS path, with one-sub-at-a-time processing and SMS throttling.
Sent, failed, zero-delivery, preview and hold-notice states remain visible to the builder.
Audience: Active subcontractors and the builder’s internal coordination view.
The problem
Subcontractors need a written view of when they are expected on site and what activity is coming. Without a shared lookahead, notice can arrive through a late phone call or not at all, while clashes surface only when crews are already committed.
The coordination challenge is sending useful, relevant notice without creating noise for subcontractors who have no activity in the window, and without losing the builder’s visibility into what was communicated.
How the system works
The documented build combines a Monday send path with a Sunday preview and safety-check path. It reads the current schedule, builds each subcontractor’s two-week view, routes the message, records the outcome and summarises delivery to the builder.
Explanatory workflow visual based on the documented portfolio build — not a live n8n canvas screenshot.
Inside the build
The build filters for upcoming activity, personalises the notice, processes one subcontractor at a time and keeps dry-run, preview, throttling and send-log controls visible.
Explanatory build-detail visual derived from the documented workflow logic.
Actual build evidence
This is an authentic n8n canvas screenshot from the Monday Sub Lookahead build. It shows scheduled send and preview paths, Google Sheets reads, lookahead construction, email/SMS routing, delivery checks, send logging, builder summaries and safety notices; the SVGs remain the clearer client-readable explanations.
Actual n8n build screenshot supplied for this portfolio case study. The visible provider note contains configuration guidance only; no secret values are included. Click the image for an in-page larger view.
Controls & exceptions
Sunday preview and configuration flags can hold delivery while the lookahead is inspected.
Subcontractors without activity in the two-week window are not sent irrelevant notices.
SMS processing is throttled and responses are checked before the send log is updated.
Failed sends, zero-delivery runs and safety-check hold notices surface to the builder.
What stays human-controlled
Automation supports lookahead preparation, routine notice and delivery logging. The builder retains schedule changes, subcontractor coordination, exceptions, scope decisions, site decisions and any change to the planned work.