🧠 Case Study: How I Automated Personalized AI Workflow Suggestions with Tally and Zapier

🧩 The Problem

Many small business owners and freelancers want to use AI tools—but they’re not sure how. The sheer number of apps, automations, and jargon can feel like trying to read a blender’s instruction manual in ancient Greek.

I wanted to build a simple system that asks users just a few questions—and in return, gives them real AI workflow ideas they could actually use. All automated. No friction. No fluff.

💡 The Solution: A Smart Workflow Advisor

I created a custom form using Tally.so, where users enter:

• Their profession or role

• The cloud-based tools they already use (like Gmail, Slack, Notion, etc.)

• A few of their current pain points (e.g., repetitive tasks, follow-ups, scheduling)
  
  

Once submitted, the system automatically:

1. Sends a personalized email with 2–3 suggested AI automations tailored to their answers

2. Includes a call to action to contact me at Transformative AI Solutions if they’d like to build any of these out

✅ Zero manual work required
✅ Instant value delivered to the user
✅ A gentle lead magnet that doesn’t feel salesy

🛠 Tools I Used

• Tally.so – Form builder for collecting inputs

• Zapier (Free Plan) – To automate form submissions and email delivery

• Gemini AI - To generate possible AI workflows

• Gmail – To send a customized message using dynamic fields

• (Optional) Notion – To log submissions for review and optimization

🔄 Workflow Breakdown

• “From form fill to inbox insights—completely automated.”
  
  

  Here’s how it works:

  📥 Step 1: User fills out the Tally.so form
  🔁 Step 2: Zapier receives data and routes it to Gemini AI
  🧠 Step 3: Gemini AI creates suggestions based on job + tools + pain points
  📧 Step 4: Zapier sends results to user in an email like this:
  
  Hey there! Automating your content and social posts will free up so

  much time! Based on your current setup, here are a couple of idea...

  🚀 Step 5: Email includes a link to schedule a consult with me

🧠 In Conclusion

• This project demonstrates how to design a lightweight but powerful onboarding experience that balances:
  
  

  • Ease for the user

  • Personalized, actionable insight

  • Automated follow-up to build trust and open a conversation
    
    

  Even simple tools like Tally and Zapier—when used thoughtfully—can become AI-powered assistants in your business.

📞 Want Something Like This for Your Business?

• Whether you're a coach, creator, real estate agent, or just AI-curious, I can build custom automations that save time, follow up with leads, and make your business smarter.
  
  

  👉 Click here to schedule a free 15-minute consult
  
  Let’s make your work easier, faster, and more engaging.

Click Here to Download PDF of the Above Case Study