Workflow Templates

Email List Hygiene - Automated Weekly Validator Overview Validates email lists through automated checks, categorizes results as Valid/Invalid/Risky, updates Google Sheets in real-time, and delivers HTML reports. Runs every Friday at 5 PM via cron scheduling. Workflow Architecture Schedule Trigger → Read Google Sheets → Loop (Process Each Email) → Validate API → IF Branch (Valid/Invalid) → Update Google Sheets → Merge → Loop Back → Calculate Statistics → Send Email Report Loop Mechanism Split in Batches processes one email at a time Each email: validate → branch → update sheet → merge → continue Loop accumulates all results internally "Done" output triggers statistics calculation after all emails processed Health Score Formula Score = (Valid% × 100) - (Invalid% × 20) - (Risky% × 10) Bounded: 0-100 Ranges: 80-100: Excellent (green) 60-79: Good (orange) 0-59: Needs Attention (red) Prerequisites Required: Google account with Sheets access Email validation API (VerifiEmail) n8n v1.0+ Google Sheet Structure | Column | Type | Filled By | |--------|------|-----------| | row_number | Number | Auto-generated | | name | Text | You | | email | Text | You | | status | Text | Workflow | | checked_at | Text | Workflow | | notes | Text | Workflow | Only populate first three columns. Setup 1. Import Template Import JSON file to n8n via Workflows → Add workflow → Import from File 2. Configure Credentials Google Sheets OAuth2 (used by 3 nodes): Create credential via any Google Sheets node Grant spreadsheet permissions Apply same credential to all Google Sheets nodes Validation API: Get API key from https://verifi.email Add credential to "Validate Email Address" node Gmail OAuth2: Add credential to "Send Weekly Report" node Grant email sending permissions 3. Connect Google Sheet In all three Google Sheets nodes: Select your spreadsheet from Document dropdown Select sheet tab Verify "Column to Match On" = row_number (for Update nodes) 4. Set Email Recipient In "Send Weekly Report" node: Change "Send To" from placeholder to your email Optional: Add CC/BCC for multiple recipients 5. Test Add 3-5 test emails (mix of valid/invalid) Click "Execute Workflow" Verify sheet updates and email arrives 6. Activate Toggle "Active" switch. Workflow runs automatically every Friday at 5 PM. Customization Change Schedule: Edit "Weekly Schedule" node cron expression: Daily 9 AM: 0 9 * * * Monday 5 PM: 0 17 * * 1 First of month: 0 9 1 * * Email Design: Edit HTML in "Send Weekly Report" message field. Modify colors (search hex codes), text, or add branding. Archive Invalid Emails: Add Google Sheets Append node after "Update Invalid Status" → create "Invalid_Archive" tab → append email, name, reason, date Slack Notifications: Add Slack node after email report → configure channel → use summary text from statistics Rate Limiting: Add Wait node (1-2 seconds) after validation for large lists to prevent API throttling Troubleshooting "Column not found": Verify exact column names in sheet: row_number, name, email, status, checked_at, notes (case-sensitive) Only processes 1 email: Check Google Sheets node Range field is empty or set to include all rows. Verify "Use Header Row" enabled. Wrong statistics: Enable "Execute Once" in Calculate Statistics node settings (gear icon) Email not arriving: Check spam/promotions folder, verify Gmail credential authorized, confirm recipient address correct API errors: Verify API key valid, check quota not exceeded, test with simple email like test@gmail.com Merge node error: Confirm both Update nodes connect to Merge inputs (top and bottom). Check both branches execute successfully. Validation Checks Each email undergoes: RFC 5322 format compliance MX record existence (domain has mail servers) SMTP verification (mailbox exists) Disposable email service detection Catch-all domain detection Categories: Valid: All checks passed Invalid: Critical checks failed Risky: Disposable or catch-all domain Support Check execution logs in n8n Executions tab for errors. Use "Execute Node" on individual nodes to isolate issues. Visit n8n community forum for additional help. Tags email-validation marketing-automation data-cleaning google-sheets scheduled-workflow deliverability list-hygiene

Description This workflow automates the tracking and follow-up process for pending payments. It pulls lead payment data from Google Sheets, checks whether the status is “Open,” and then routes actions accordingly. For open payment cases, it creates a dedicated ClickUp task and sends an email confirmation to stakeholders. For non-open cases, it notifies the team via Slack. This ensures payment verifications are never missed, while keeping all updates transparent and centralized. What This Template Does (Step-by-Step) 📊 Fetch Lead Data from Google Sheets Retrieves lead records including: Lead Name Company Name Payment Verification Status Status (Open/Closed) ⚖️ Check if Status = Open ✅ TRUE (Open): Creates a ClickUp task and sends an email confirmation. ❌ FALSE (Not Open): Sends a Slack notification only. 🗂 Create ClickUp Task for Payment Verification: Adds a task with lead and company details for pending payment follow-up in the specified list. ✉️ Send Email Confirmation: Notifies the assigned watcher (via Gmail) with task details (name, ID, and link). 💬 Send Slack Notification: Alerts the Slack workspace if a lead’s status is not “Open,” providing visibility on non-actionable cases. Prerequisites Google Sheet with lead/payment data ClickUp account & API credentials Gmail API credentials Slack API credentials n8n instance (cloud or self-hosted) Step-by-Step Setup Connect Google Sheets → Fetch payment verification data. Apply Status Filter (If Node) → Route based on “Open” status. Open Status → Create ClickUp Task → Send Email confirmation. Not Open Status → Send Slack notification. Customization Ideas 🎯 Add additional filtering (e.g., only create tasks if payment verification = “Pending”). 📢 Send Slack alerts for all new leads, not just closed ones. 📚 Log completed payment verifications into Airtable or Notion for reporting. 💡 Include payment due dates or invoice numbers in ClickUp task details. Key Benefits ✅ Automates payment follow-up process ✅ Keeps stakeholders informed via email ✅ Provides real-time Slack alerts for non-actionable cases ✅ Centralizes pending payment tasks in ClickUp ✅ Reduces manual monitoring and ensures no pending case is missed Perfect For 👥 Finance teams handling multiple payment verifications 🏢 Companies wanting a transparent and automated payment tracking process 🎯 Teams already using ClickUp for task management 📊 Managers who need visibility into pending vs. closed payment statuses

Who's it for Women and healthcare providers who want to automate menstrual cycle tracking with personalized AI-powered health insights delivered through multiple channels. What it does This workflow automates the complete cycle tracking process: Retrieves period and symptom data from Google Sheets every morning Analyzes patterns using OpenAI GPT to generate personalized health insights Sends daily notifications via Telegram on weekdays Creates Google Calendar reminders for upcoming cycle events Generates comprehensive weekly reports sent via email on weekends How it works Daily Trigger: Activates every morning at 8 AM Data Collection: Fetches period tracking and symptom logs from Google Sheets AI Analysis: GPT-4 analyzes your cycle data to provide personalized insights and predictions Smart Distribution: Weekday updates go to Telegram for quick access, weekend summaries are emailed Calendar Integration: Automatically creates events for predicted cycle phases Requirements Google account (for Sheets and Calendar) Telegram account and bot token OpenAI API key Gmail account for email reports Setup steps Configure the "Configuration Settings" node with your personal IDs Connect your Google Sheets with period and symptom data Set up Telegram bot and add your chat ID Add OpenAI credentials for AI analysis Connect Gmail for weekly reports Activate the workflow How to customize Adjust trigger time to your preferred schedule Modify AI prompts for different health focuses Add more notification channels (Slack, Discord, etc.) Customize report formatting and frequency Add additional data sources for more comprehensive tracking

Description Streamline IT and operations change management by automating approval routing, Jira issue creation, audit logging, and real-time Slack alerts. This workflow ensures faster reviews, traceable approvals, and transparent communication across systems. 🚀 What This Template Does Step 1: Triggers automatically every weekday at 3:00 AM to fetch new or updated change requests from Monday.com. ⏰ Step 2: Extracts key fields (request name, component, risk level, approvers, and description) for structured processing. 🧩 Step 3: Routes each request based on its current status — Pending, Approved, or Rejected. 🔀 Step 4: Sends Slack alerts for pending approvals with detailed context for quick action. 💬 Step 5: Creates Jira tickets for approved requests, ensuring smooth implementation tracking. 🎫 Step 6: Logs all approved requests to Google Sheets for compliance and audit purposes. 📊 Step 7: Sends confirmation emails to requesters with Jira ticket details via Gmail. 📧 Step 8: Automatically creates resubmission items in Monday.com for rejected requests. 🔁 Key Benefits ✅ Eliminates manual approval routing between tools ✅ Centralizes audit trails and implementation data ✅ Accelerates change management turnaround ✅ Provides real-time alerts to approvers and teams ✅ Ensures compliance with automated record-keeping Features Automated daily trigger (Mon–Fri, 3 AM) Monday.com integration for request intake Conditional branching by status (Pending, Approved, Rejected) Jira issue creation for approved requests Slack notifications for pending and approved updates Google Sheets logging for audit tracking Gmail email confirmations for requesters Automatic resubmission handling for rejected requests Requirements Monday.com API credentials with board access Jira API credentials with project permissions Google Sheets OAuth2 credentials Slack Bot token with chat:write permissions Gmail OAuth2 credentials for email automation Target Audience IT & DevOps teams managing structured change approvals Project management teams tracking implementation requests Organizations seeking automated risk-based change routing Managers needing centralized logs and instant Slack alerts Step-by-Step Setup Instructions Connect your Monday.com account and replace YOUR_BOARD_ID and groupId. Configure Jira credentials and set the target project for new tickets. Link your Google Sheets document and replace YOUR_SHEET_ID and YOUR_SHEET_GID. Add Slack credentials and update YOUR_CHANNEL_ID for notifications. Set up Gmail OAuth2 for sending confirmation emails. Adjust the cron expression (0 3 * * 1-5) if needed to match your timezone. Run the workflow manually once to test end-to-end connectivity. Enable for scheduled automation and enjoy a fully managed approval process.

Who's it for This template is designed for professionals, entrepreneurs, and busy individuals who receive high volumes of emails and want to automate their email management. Perfect for freelancers, small business owners, project managers, and anyone who struggles with email overload and wants AI-powered assistance for prioritizing and responding to messages. How it works The workflow creates an intelligent email processing system that monitors your Gmail inbox in real-time and categorizes every incoming email using Google Gemini AI. Here's what happens: Real-time Processing: Every minute, the system checks for new emails and uses AI to classify them into three categories: Category 0 (Needs Reply)**: Questions, meeting requests, urgent business matters Category 1 (Important Notifications)**: Bills, confirmations, system alerts, order updates Category 2 (Spam/Unimportant)**: Marketing emails, newsletters, promotional content Smart Response Generation: For emails requiring replies, AI generates professional responses and sends them to your Telegram for approval. Once approved, the reply is automatically sent from your Gmail account. Instant Notifications: Important emails get summarized and sent as quick Telegram notifications so you stay informed without checking email constantly. Daily Email Digest: Every morning at 8 AM, you receive a comprehensive summary of the previous day's emails, including action items, issues requiring attention, and follow-up tasks. How to set up Step 1: Gmail Configuration Connect your Gmail account using OAuth2 authentication Ensure Gmail API access is enabled in your Google Cloud Console Step 2: Telegram Setup Create a new Telegram bot using @BotFather Get your bot token and personal chat ID Configure the Telegram credentials in n8n Step 3: AI Configuration Set up Google Cloud account with Gemini API access Create API credentials for Google Palm/Gemini Add the credentials to your n8n instance Step 4: Workflow Customization Update all Telegram chat IDs with your personal chat ID Configure the daily trigger schedule according to your timezone Test the workflow with sample emails Requirements Gmail account** with API access enabled Telegram bot** and personal chat ID Google Cloud account** with Gemini API access n8n instance** (self-hosted or cloud) All sensitive information like API keys, chat IDs, and email addresses should be configured using n8n's credential system rather than hardcoding them in the workflow. How to customize the workflow Modify Classification Logic Edit the AI Email Classifier node's system prompt to adjust how emails are categorized based on your specific industry or email patterns. Adjust Scheduling Change the Daily 8AM Trigger to your preferred time zone and schedule for receiving email summaries. Personalize Response Style Customize the AI reply generator's system prompt to match your communication style, tone, and professional voice. Enhance Filtering Add additional filtering logic to process emails from specific senders, domains, or with particular keywords differently. Extend Notifications Configure multiple Telegram chats for different types of notifications (personal vs work) or add other messaging platforms. Security Best Practices Use n8n environment variables for sensitive configuration Store all credentials securely using n8n's credential management Avoid hardcoding personal information in node parameters Test thoroughly in a development environment before production use The workflow is designed to be flexible and easily adaptable to different email management needs while maintaining security and privacy standards.

Generate and send personalized lead emails from Google Sheets via OpenAI to Gmail with Slack alerts Description This template triggers when a new row appears in Google Sheets (from any intake form that writes to the sheet). It validates key fields, performs light deduplication by email or phone, and sends the data to OpenAI to generate a concise, brand-safe first-touch email. At the same time, the model classifies each lead as High, Medium, or Low based on your criteria for budget, services, and timeline. The email is sent immediately from your connected Gmail (or SMTP) account. The sales team is notified in Slack with the lead’s name, contact details, services of interest, budget, and a deep link to the exact Google Sheets row. The Google Sheet is then updated with send status, lead type, and a timestamp for easy tracking. Setup: Connect Google Sheets (read/write), Gmail/SMTP, Slack (webhook or app), and an OpenAI API key. Provide brief classifier rules and a short tone guide with one clear CTA (reply or booking link). Include a one-line opt-out in the email body to stay compliant. Expected headers are: Timestamp, Name, Email Address, Phone Number, Services Interested In, Budget Range, Preferred Contact Time, Project Timeline, and Additional Comments. The trigger checks the sheet every minute and processes after-hours submissions right away. You can extend the flow with calendar booking links, territory routing, or rate limits as needed.

Who is this for? This workflow is ideal for freelancers, accountants, and finance teams who receive invoices in Gmail and want to automate their tracking process with AI. If your inbox fills up with invoice-related messages and you want to automate how they’re handled, this AI-powered solution is for you. What does it solve? Automatically detects and processes invoices from your Gmail inbox. Uses OpenAI GPT-4o to extract payment amount, due date, subject line, and sender details. Sends real-time Slack notifications so you never miss a payment. Eliminates manual sorting of invoice-related emails. Great for improving productivity and ensuring timely payment tracking. How it works Every hour, the workflow checks for unread emails in your Gmail inbox. It sends the email content to OpenAI to determine if it's invoice-related email. If it is: It extracts key fields like due date, amount due, subject, and sender. Then sends a Slack message with these details. If it's not invoice-related, it simply ignores the email. How to setup? Connect these accounts: Gmail using OAuth2 Slack using OAuth2 OpenAI (API Key under credentials) Customize the Slack message (optional): In the Slack node, you can modify the text to show more fields or personalize the formatting. Adjust the schedule: By default, the workflow runs hourly. You can change the frequency in the Schedule Trigger node. Modify the AI logic (optional): Update the AI Agent prompt to detect additional types like receipts or payment confirmations. How to customize this workflow to your needs Notify a Slack channel instead of a user:** Just switch the recipient in the Slack node. Add labels in Gmail:** Add nodes to label or archive invoice emails once detected. Expand detection:** Modify the AI prompt to detect other financial or transactional emails.

Outlook Inbox Tamer: AI-Powered Categorization, Auto Replies & Team Alerts This workflow automatically classifies and routes incoming Outlook emails into smart categories using n8n + OpenAI GPT-4.1-mini. It helps professionals and teams stay organized by intelligently sorting and responding to high-priority messages, customer support emails, promotions, and finance-related messages — all without manual effort. 🧠 Who’s It For Professionals or teams overwhelmed by email volume. Customer support, operations, or finance teams needing real-time triage. Anyone who wants AI to help manage and prioritize their Outlook inbox. ⚙️ How It Works Microsoft Outlook Trigger monitors your inbox for new emails. OpenAI GPT-4.1-mini analyzes each email and classifies it as one of: High_Priority Customer_Support Promotions Finance/Billing Routing node moves emails to matching Outlook folders. AI-generated replies and Telegram notifications keep the right team informed instantly. (Optional) Use Google Sheets + Manual Trigger to test with sample data before going live. 🛠️ Requirements Outlook account connected via Microsoft Outlook OAuth2. OpenAI API key** (set up in n8n credentials). (Optional) Telegram bot token for team alerts. (Optional) Google Sheets for test emails. 🔧 How to Set Up Import the workflow into your n8n instance. Add credentials for: Microsoft Outlook OpenAI Telegram (optional) Deploy and activate the workflow. Start sending or receiving emails — watch them get auto-classified and organized! 🧩 How to Customize Update the system prompt in the Email_Classifier_Agent to add more categories (like HR, Legal, etc.). Change Telegram recipients for alerts. Extend the workflow to post classified data into Notion, Slack, or CRM. 📘 Example Use Case An AI agent monitors your Outlook inbox, classifies incoming emails in real time, moves them to their respective folders, creates response drafts, and alerts your team instantly through Telegram. 💬 Connect with the Creator 👋 Created by Sandeep Patharkar 💼 Connect on LinkedIn 🌐 Join my Skool community for n8n + AI automation tutorials, live Q&As, and exclusive workflow templates. Category: Email Automation / AI Productivity Difficulty: Intermediate Estimated Setup Time: ⏱️ 10–15 minutes

Description Automated workflow that generates a Sprint Report from Jira and delivers it by Gmail. The flow fetches sprint issues from Jira, validates and normalizes the data, calculates metrics (tickets, story points, blockers, completion rate), generates an HTML report, and sends it by email. Context This template helps teams keep stakeholders updated automatically of the current sprint. Instead of manually compiling Jira data, the report is generated and sent on schedule (e.g., every Friday at 17:00). It’s production-friendly, reusable, and works across Jira projects. Target Users Scrum Masters and Agile Coaches who need sprint reports for retrospectives. Product Owners who want a weekly overview of sprint progress. Project Managers tracking Jira delivery KPIs. Engineering teams wanting automated status reporting without extra overhead. Technical Requirements Jira Cloud project + API email + API token + permission to read issues. Gmail credential for notifications. Workflow Steps Trigger – Schedule (e.g., Friday at 17:00). Edit Fields – Configure Jira base URL, project key, email recipients. Get Many Issues – Fetch sprint issues with JQL (project = <KEY> AND sprint in openSprints()). Validation & Normalization – Clean/validate fields (status, assignee, priority, story points, sprint info). Metrics Calculation – Aggregate KPIs (done, in progress, blockers, story points, completion %). HTML Report Generation – Build a styled email-friendly HTML summary + detailed table. Send Gmail – Deliver report to stakeholders. Key Features Automated Sprint Reports: No manual copy-paste. Metrics overview: Tickets done vs total, blockers, story points. Detailed table: Issue key, summary, status, assignee, priority, SP. Email delivery: HTML report with Jira links sent to stakeholders. Fully customizable: Adjust fields, KPIs, and recipients easily. Expected Output 📊 HTML Sprint Report with KPIs and issue table. ✅ Email delivered to stakeholders via Gmail. 🔗 Jira links embedded for easy navigation. How it works ⏰ Trigger – Runs on schedule (e.g., every Friday at 17:00). 🧾 Fetch Issues – JQL filters sprint tickets. 📊 Metrics – Done vs total, SP progress, blockers. 💻 Generate HTML – Clean, styled table and summary. ✉️ Notify – Send Gmail with full sprint report to stakeholders. Tutorial video: Watch the Youtube Tutorial video About me : I'm Yassin, IT Project Manager, Agile & Data specialist. Scaling tech products with data-driven project management. 📬 Feel free to connect with me on Linkedin

This workflow automates the process of transcribing audio/video files into text using ElevenLabs Speech-to-Text, saving the transcripts to Google Docs, and generating AI-powered summaries and analysis, which are then emailed to a specified address. This ElevenLabs Speech-to-Text model excels in scenarios requiring accurate speech-to-text conversion: Transcription Services: Perfect for converting audio/video content to text Meeting Documentation: Ideal for capturing and documenting conversations Content Analysis: Well-suited for audio content processing and analysis Multilingual Recognition: Supports accurate transcription across 99 languages Files up to 3 GB in size and up to 10 hours in duration are supported. This API supports uploading both audio and video files for transcription. Key Advantages ✅ Automation of Repetitive Tasks: Eliminates manual transcription, note-taking, and reporting. ✅ High-Accuracy Transcription: Powered by ElevenLabs, supporting multiple languages and long files. ✅ Structured Insights: AI-powered analysis (Gemini) transforms raw transcripts into professional summaries with action items and key decisions. ✅ Seamless Integration: Works with Google Sheets, Google Docs, and Gmail for easy workflow adoption. ✅ Scalable & Reusable: Handles multiple recordings in batch and integrates smoothly into existing processes. ✅ Improved Productivity: Teams save time by receiving clear, well-structured meeting recaps without effort. How It Works The workflow operates in a linear sequence, processing one audio URL at a time from a Google Sheet. Trigger & Data Fetch: The process starts manually. It first reads from a specified Google Sheet to get a list of audio file URLs that haven't been processed yet (marked with "DONE"). Transcription: For each audio URL, it sends a request to the ElevenLabs Speech-to-Text API, passing the cloud storage URL of the audio file. Document Creation & Storage: Upon receiving the transcription text from ElevenLabs, the workflow: Creates a new Google Doc named after the transcription ID. Writes the full raw transcript text into this newly created document. Analysis & Summary: The raw transcript text is passed to Google Gemini AI. The AI analyzes the text based on a detailed, pre-defined system prompt that instructs it to extract key points, decisions, action items, and insights, formatting the output as a structured summary. Notification: The AI-generated analysis (converted from Markdown to HTML) is sent via Gmail as an email to a predefined address. Status Update: Finally, the workflow updates the original row in the Google Sheet, marking it as "DONE" (with an 'x') and recording the ID of the newly created Google Doc for future reference. This ensures the same audio file is not processed again on the next run. Set Up Steps To configure this workflow, you need to complete the following steps: Credentials Setup: ElevenLabs API: In the "Speech-to-Text" HTTP Request node, configure the HTTP Header Auth credentials. The header name should be xi-api-key and the value should be your valid ElevenLabs API key. Google Services: Ensure your Google Sheets, Google Docs, and Gmail nodes are connected to valid Google OAuth2 credentials with the necessary permissions to read, write, and send emails. Google Gemini AI: The "Transcript Analysis" node must be connected to valid Google Gemini (PaLM) API credentials. Google Sheet Configuration: Make a copy of the provided Google Sheet template. In the "Get audio urls" node, update the documentId parameter to match the ID of your new Google Sheet. Similarly, update the documentId in the "Update row" node. Populate your sheet with the URLs of the audio/video files you want to process in the 'AUDIO URL' column. Output Configuration: In the "Send email" node, change the sendTo parameter to the email address where you want to receive the analysis summaries. The "Create Doc" node specifies a folderId; change this to the ID of the specific Google Drive folder where you want the transcripts to be saved. Need help customizing? Contact me for consulting and support or add me on Linkedin.

iOS App Store Review Monitor & Notifier – Automated User Feedback Tracking This workflow runs on a scheduled basis (default: every 6 hours, customizable) and monitors new App Store reviews for your iOS apps. It fetches reviews via Apple’s iTunes RSS API, filters only new reviews since the last run and sends real-time notifications to your team via email, Slack, Telegram or other channels. Never miss important user feedback again. Who’s it for iOS developers** tracking user sentiment and bug reports. Product managers monitoring customer satisfaction and feature requests. Customer support teams responding quickly to complaints and issues. Marketing teams collecting testimonials and case studies from positive reviews. DevOps teams automating review monitoring as part of release processes. How it works Schedule Trigger** runs every 6 hours (cron configurable). App Configuration:** Define monitored apps with {appId, country, lang}. Fetch Reviews:** Call Apple’s iTunes RSS API for latest customer reviews. Extract & Parse:** Convert JSON into structured review data (rating, content, author, date, version). Filter New Reviews:** Compare with last run using timestamps → only new reviews pass. Format Notifications:** Build rich messages with review details. Send Alerts:** Deliver via Email, Slack, Telegram, Teams, etc. Track State:** Last check time to prevent duplicates. How to set up Find your App Store ID Go to your app’s App Store page. Example URL: https://apps.apple.com/us/app/app-name/id123456789 The number after id is the App Store ID (123456789). Configure App Settings In the App Config node set: appId = App Store ID country = Country code (us, gb, de, etc.) lang = Language code (en, es, fr, etc.) Set Up Notifications Choose your notification method: Email: configure Gmail/SMTP credentials Slack: add Slack webhook URL Telegram: set up bot token + chat ID Teams: configure Teams webhook Customize Schedule In the Schedule Trigger node: Every 6 hours → 0 */6 * * * Daily at 9 AM → 0 9 * * * Every 2 hours → 0 */2 * * * Test the Workflow Use a known App ID (e.g., WhatsApp: 310633997) for testing. Run manually to verify notifications are formatted correctly. Requirements n8n (cloud or self-hosted) with HTTP Request + notification nodes. App Store ID** for each monitored app. Notification credentials (Email, Slack, Telegram, etc.). Internet access to query Apple’s iTunes API. How to customize the workflow Multiple Apps** Monitor multiple apps by extending config:** [ {appId: "310633997", country: "us", lang: "en"}, {appId: "389801252", country: "gb", lang: "en"}, {appId: "544007664", country: "de", lang: "de"} ] Notification Templates** Add-ons to level up Sentiment Analysis:** AI-based scoring per review. Auto-Reply Integration:** Respond via App Store Connect API. Analytics Dashboard:** Store in Sheets/Airtable for trends. Competitor Monitoring:** Track rival app reviews. Translation:** Auto-translate to English. Escalation Rules:** Different alerts by rating severity. Common Troubleshooting No reviews returned** → app may not have recent reviews, try other country codes. JSON parsing errors** → check App Store ID validity. Duplicate notifications** → confirm time filtering works correctly. API rate limits** → Apple may throttle, add delays. Missing metadata** → some apps don’t return all fields. Need Help? If you’d like to customize this automation flow to suit your needs, write to our n8n automation team at WeblineIndia and we’ll adapt the template to your exact use case.

This workflow automates the entire Calendly onboarding and offboarding process for company users. It relies on form submissions, Google Sheets as a source of truth, AI-generated HR emails, man-in-the-loop approval steps, and direct API interactions with Calendly. Key Advantages ✅ Full Automation of Routine HR Processes The workflow removes the need for HR to manually add or remove Calendly users. It handles data collection, checks eligibility, interacts with Calendly’s API, and updates records automatically. ✅ Centralized Data Management All onboarding/offboarding data is stored and maintained in a Google Sheet, ensuring a single source of truth for user status and activity tracking. ✅ Built-in Human Validation (Man-in-the-Loop) HR receives automated approval emails and must validate each action before a Calendly account is created or removed. This ensures: security accuracy compliance with internal policies ✅ AI-Generated Professional Communication OpenAI generates polished, consistent HTML emails for HR, improving communication quality and reducing manual writing time. ✅ Clean Separation of Onboarding and Offboarding Paths Both processes are independent but structured similarly, making maintenance easier and ensuring consistent logic. ✅ Direct Integration with Calendly’s API The workflow automatically: creates invitations retrieves organization membership deletes users This eliminates manual operations inside Calendly, greatly reducing administrative workload. ✅ Error Reduction & Traceability Since every action is logged in the Google Sheet, HR can easily track: when onboarding/offboarding occurred whether approval was given if Calendly access is active ✅ Improved User Experience The final screens (“Onboarding complete”, “Offboarding complete”, “Not approved”) provide immediate feedback to the requester. The workflow contains two parallel automation paths: 1. Onboarding Workflow How it works User submits the Onboarding Form The form collects first name, last name, and email. User is appended to the Google Sheet A new record is added with date, name, email, and a placeholder for the Calendly status. AI-generated email is prepared OpenAI generates a full HTML email notifying HR about the onboarding request. HR receives an approval request via email Using Gmail’s “send and wait” feature, HR must approve or reject onboarding. If approved: The system calls Calendly’s API to invite the user to the organization. The Google Sheet record is updated (CALENDLY = on). The process ends with a confirmation page. If rejected: The workflow ends with a “Not approved” page. 2. Offboarding Workflow How it works User submits the Offboarding Form Only the email is required. The system checks the Google Sheet It verifies if the email exists and if the user currently has Calendly access. If the user exists, the workflow: Uses AI to generate a professional offboarding request email. Sends an approval prompt to HR. If HR approves: The workflow retrieves the user’s Calendly membership via API. Deletes the user from the Calendly organization. Updates Google Sheets (CALENDLY = off). Ends with a confirmation page. If approval is denied: The workflow ends with a “Not approved” screen. Here's a description of the Calendly Onboarding and Offboarding workflow for n8n: How It Works This workflow automates user onboarding and offboarding processes for Calendly with human approval steps. The system operates through two parallel streams: Onboarding Process: Users submit their information (first name, last name, email) through an onboarding form Data is automatically recorded in a Google Sheets spreadsheet An AI agent generates a professional HTML email notification for HR The email is sent to HR with a double-approval mechanism requiring manual confirmation If approved, the system automatically adds the user to Calendly organization via API The spreadsheet is updated to mark the user as "on" for Calendly access User receives a completion confirmation Offboarding Process: Users submit their email through an offboarding form The system checks Google Sheets to verify the user exists and has Calendly access An AI agent generates an offboarding notification email for HR approval After HR double-approval, the system retrieves the user's Calendly membership via API The user is automatically removed from Calendly organization The spreadsheet is updated to mark Calendly access as "off" User receives offboarding completion confirmation Set Up Steps Prerequisites: Google Sheets spreadsheet with columns: DATE, FIRST NAME, LAST NAME, EMAIL, CALENDLY Calendly organization ID and API access Gmail account for sending approval emails OpenAI API access for email generation Configuration Steps: Google Sheets Setup: Create a spreadsheet with the required column structure Configure Google Sheets OAuth credentials in n8n Update the document ID in all Google Sheets nodes Calendly API Configuration: Replace "XXX" placeholders in HTTP Request nodes with actual Calendly API bearer tokens Set the correct Calendly organization ID in the Set nodes Verify API endpoints match your Calendly organization structure Email System Setup: Configure Gmail OAuth credentials for sending approval emails Update recipient email address from "info@n3w.it" to your HR department's email Adjust approval timeout settings as needed (currently 45 minutes) Form Configuration: Deploy both onboarding and offboarding forms Test form submissions to ensure data flows correctly Customize completion messages for both success and rejection scenarios AI Email Generation: Verify OpenAI API credentials are properly configured Test email template generation for both onboarding and offboarding scenarios Adjust system prompts if different email formatting is required Workflow Activation: Test both onboarding and offboarding flows end-to-end Verify approval emails are received and functional Confirm Google Sheets updates correctly Activate the workflow once testing is complete Need help customizing? Contact me for consulting and support or add me on Linkedin.