Workflow Templates

This n8n workflow automates the monitoring, health assessment, and self-healing of AWS EC2 instances in production environments. It runs periodic checks, identifies unhealthy instances based on status and metrics, restarts them automatically, and notifies teams via multi-channel alerts while logging data for auditing and reporting. Key Features Triggers health checks every 5 minutes to proactively monitor EC2 fleet status. Fetches and loops through all production EC2 instances for individualized analysis. Evaluates instance health using AWS metrics and custom thresholds to detect issues like high CPU or stopped states. Performs automatic restarts on unhealthy instances to minimize downtime. Sends instant WhatsApp notifications for urgent alerts, detailed email reports for team review, and logs metrics to Google Sheets for long-term tracking. Includes sticky notes for quick reference on configuration, self-healing logic, and alert setup. Workflow Process The Schedule Trigger node runs the workflow every 5 minutes, ensuring frequent health monitoring without overwhelming AWS APIs. The Get EC2 Instances node fetches all production-tagged EC2 instances from AWS, filtering by environment (e.g., tag: Environment=Production). The Loop Over Instances node iterates through each fetched instance individually, allowing parallel processing for scalability. The Check Instance Status node retrieves detailed health metrics for the current instance via AWS API (e.g., status checks, CPU utilization, and state). The Health Status Check node evaluates the instance's status against predefined thresholds (e.g., failed system checks or high load); if healthy, it skips to logging. The Analyze Health Data node assesses metrics in depth to determine action (e.g., restart if CPU > 90% for 5+ minutes) and prepares alert payloads. The Restart Instance node automatically initiates a reboot on unhealthy instances using AWS EC2 API, with optional dry-run mode for testing. The WhatsApp Notification node (part of Multi-Channel Alerts) sends instant alerts via Twilio WhatsApp API, including instance ID, issue summary, and restart status. The Email Report node generates and sends a detailed HTML report to the team via SMTP, summarizing checked instances, actions taken, and metrics trends. The Google Sheets Logging node appends health data, timestamps, and outcomes to a specified spreadsheet for historical analysis and dashboards. The Sticky Notes nodes provide inline documentation: one for AWS credential setup, one explaining self-healing thresholds, and one for alert channel configurations. Setup Instructions Import the workflow into n8n and activate the Schedule Trigger with a 5-minute cron expression (e.g., */5 * * * *). Configure AWS credentials in the Get EC2 Instances, Check Instance Status, and Restart Instance nodes using IAM roles with EC2 read/restart permissions. Set up Twilio credentials in the WhatsApp Notification node, including your Twilio SID, auth token, and WhatsApp-enabled phone numbers for sender/receiver. Add SMTP credentials (e.g., Gmail or AWS SES) in the Email Report node, and update sender/receiver email addresses in the node parameters. Link Google Sheets in the Google Sheets Logging node by providing the spreadsheet ID, sheet name, and OAuth credentials for write access. Customize health thresholds in Health Status Check and Analyze Health Data (e.g., via expressions for CPU/memory limits). Test the workflow by manually executing it on a small set of instances and verifying alerts/logging before enabling production scheduling. Review sticky notes within n8n for quick tips, and monitor executions in the dashboard to fine-tune intervals or error handling. Prerequisites AWS account with EC2 access and IAM user/role for DescribeInstances, DescribeInstanceStatus, and RebootInstances actions. Twilio account with WhatsApp sandbox or approved number for notifications. SMTP email service (e.g., Gmail, Outlook) with app-specific passwords enabled. Google Workspace or personal Google account for Sheets integration. n8n instance with AWS, Twilio, SMTP, and Google Sheets nodes installed (cloud or self-hosted). Production EC2 instances tagged consistently (e.g., Environment=Production) for filtering. Modification Options Adjust the Schedule Trigger interval to hourly for less frequent checks or integrate with AWS CloudWatch Events for dynamic triggering. Expand Analyze Health Data to include advanced metrics (e.g., disk I/O via CloudWatch) or ML-based anomaly detection. Add more alert channels in Multi-Channel Alerts, such as Slack webhooks or PagerDuty integrations, by duplicating the WhatsApp/Email branches. Enhance Google Sheets Logging with charts or conditional formatting via Google Apps Script for visual dashboards. Implement approval gates in Restart Instance (e.g., via email confirmation) to prevent auto-restarts in sensitive environments. Explore More AI Workflows: Get in touch with us for custom n8n automation!

Overview Stop digging through execution logs to find out why a workflow failed. This template provides a "set-it-and-forget-it" monitoring system that uses AI to automatically debug your n8n workflows. Instead of just getting a simple error message, you'll receive a detailed email notification with a root cause analysis and a step-by-step suggested fix from a Gemini-powered AI agent. This saves you valuable time, helps you resolve issues faster, and ensures your critical automations are always running smoothly. Prerequisites Before you begin the setup, please make sure you have the following accounts and information ready: An n8n Instance:** This workflow must be hosted on an active n8n instance. n8n API Key:* You'll need to generate an API key from your n8n instance (Settings > API*). OpenRouter Account:** An account with OpenRouter.ai to access various AI models like Gemini. Google (Gmail) Account:** To send and receive the email notifications. n8n Environment Variable:** Your n8n instance must have the N8N_EDITOR_BASE_URL environment variable configured. This is essential for generating correct links to your workflow executions. Use Cases This template is perfect for anyone who wants to proactively monitor their automations. Here are a few examples: Monitoring Critical Webhooks:** Get instant, intelligent alerts if a workflow handling data from a payment gateway (like Stripe) or a form submission fails due to unexpected data, minimizing service disruption. Managing Complex Automations:** For long, multi-step workflows, the AI can immediately pinpoint the exact failing node and suggest fixes for complex data mapping errors or API issues that are otherwise difficult to trace. Developers & Agencies:** If you manage multiple n8n workflows for clients or different projects, this provides a centralized monitoring system that helps you stay on top of all automation issues without having to manually check each one. How it works This workflow acts as an automated debugging assistant for your n8n instance 🤖. When any of your other workflows fail during an automatic (production) execution, this template will: Capture the error and use the n8n API to fetch the complete structure of the failed workflow for full context. Send the error details and workflow structure to a powerful AI agent (via OpenRouter) for a detailed root cause analysis. Format the AI's diagnosis and suggested fix into a clean HTML email and send it to you via Gmail, including a direct link to the failed execution. Important Note: As per the n8n documentation, the Error Trigger node only runs for errors that happen in production executions (e.g., from a webhook call or a schedule). It will not run when you test a workflow by clicking "Execute workflow" manually. Set up steps (Estimated setup time: 10 minutes) There are two main parts to the setup: configuring this workflow, and then connecting it to the workflows you want to monitor. Part A: Configure the AI Debugger Workflow n8n API Credentials: Create an API key in your n8n instance under Settings > API and add it as a "Header Auth" credential for the Get Workflow JSON node. OpenRouter Credentials: Add your OpenRouter API key to the OpenRouter Chat Model node. Gmail Credentials: Authenticate your Gmail account in the Send Debugging Email node. Recipient Email: Update the "To" field in the final Send Debugging Email node with your own email address. Environment Variable: Ensure your N8N_EDITOR_BASE_URL environment variable is correctly set for your n8n instance. This is required for building the API and execution links. Part B: Connect to Your Other Workflows For every workflow you want this debugger to monitor, you must link it in that workflow's settings. Go to the workflow you want to monitor (your "target" workflow). Click the three dots (...) in the top right corner and select Settings. 3. In the Error Workflow dropdown, select this "AI-Powered Workflow Debugger & Notifier" workflow. Click Save. Now, whenever that target workflow fails during a production run, this debugger workflow will automatically be triggered to analyze the error and notify you. Note that the error workflow only gets triggered on automatic runs, not manual ones: This is a feature of how the error trigger works in n8n. To ensure this, make sure the target workflow is active. It won't trigger the error workflow if it's turned off.

What this template does Transforms provider documentation (URLs) into an auditable, enforceable multicloud security control baseline. It: Fetches and sanitizes HTML Uses AI to extract security requirements (strict 3-line TXT blocks) Composes enforceable controls** (strict 7-line TXT blocks with true-equivalence consolidation) Builds the final baseline* (TXT or JSON, see *Outputs) with a Technology: header Returns a downloadable artifact via webhook and can append/create the file in Google Drive Why it’s useful Eliminates manual copy-paste and produces a consistent, portable baseline ready for review, audit, or enforcement tooling—ideal for rapidly generating or refreshing baselines across cloud providers and services. Multicloud support The workflow is multicloud by design. Provide the target cloud in the request and run the same pipeline for: AWS, **Azure, GCP (out of the box) Extensible to other providers/services by adjusting prompts and routing logic How it works (high level) POST /create (Basic Auth) with { cloudProvider, technology, urls[] } Input validation → generate uuid → resolve Google Drive folder (search-or-create) Download & sanitize each URL AI pipeline: Extractor → Composer → Baseline Builder → (optional) Baseline Auditor Append/create file in Drive and return a downloadable artifact (TXT/JSON) via webhook Request (webhook) Method: POST URL: https://<your-n8n>/webhook/create Auth: Basic Auth Headers: Content-Type: application/json Example input (Postman/CLI) { "cloudProvider": "aws", "technology": "Amazon S3", "urls": [ "https://docs.aws.amazon.com/AmazonS3/latest/userguide/security-best-practices.html", "https://www.trendmicro.com/cloudoneconformity/knowledge-base/aws/S3/", "https://repost.aws/knowledge-center/secure-s3-resources" ] } Field reference cloudProvider (string, required) — case-insensitive. Supported: aws, azure, gcp. technology (string, required) — e.g., "Amazon S3", "Azure Storage", "Google Cloud Storage". urls (string\[], required) — 1–20 http(s) URLs (official/reputable docs). Optional (Google Drive destination): gdriveTargetId (string) — Google Drive folderId used for append/create. gdrivePath (string) — Path like "DefySec/Baselines" (folders are created if missing). gdriveTargetName (string) — Folder name to find/create under root. Optional (Assistant overrides): assistantExtractorId, assistantComposerId, assistantBaselineId, assistantAuditorId (strings) Resolution precedence Drive: gdriveTargetId → gdrivePath → gdriveTargetName → default folder. Assistants: explicit IDs above → dynamic resolution by name (expects 1_DefySec_Extractor, 2_DefySec_Control_Composer, 3_DefySec Baseline Builder, 4_DefySec_Baseline_Auditor). Validation Rejects empty urls or non-http(s) schemes; normalizes cloudProvider to aws|azure|gcp. Sanitizes fetched HTML (removes scripts/styles/headers) before AI steps. Outputs Primary:* downloadable *TXT** file controls_<technology>_<timestamp>.txt (via webhook). Composer outcomes:** if no groups to consolidate → NO_CONTROLS_TO_BE_CONSOLIDATED; if nothing valid remains → NO_CONTROLS_FOUND.  JSON path:* when the Builder stage is configured for *JSON-only** output (strict schema), the workflow returns a .json artifact and the Auditor validates it (see next section).  Techniques used (from the built-in assistants) Provider-aware extraction with strict TXT contract (3 lines):* Extractor limits itself to the declared provider/technology, outputs only Description/Reference/SecurityObjective, and applies a *reflexive quality check** before emitting.  Normalization & strict header parsing:** Composer normalizes whitespace/fences, requires the CloudProvider/Technology header, and ignores anything outside the exact 3-line block shape.  True-equivalence grouping & consolidation:* Composer groups *only** when intent, enforcement locus/mechanism, scope, and mode/setting all match—otherwise items remain distinct.  7-line enforceable control format:* Composer renders each (consolidated or unique) control in *exactly seven labeled lines** to keep results auditable and automatable.  Builder with JSON-only schema & technology inference:* Builder parses 7-line blocks, infers technology, consolidates true equivalents again if needed, and returns *pure JSON** matching a canonical schema (with counters in meta).  Self-evaluation loop (Auditor):* Auditor *unwraps transport, validates **schema & content, checks provider terminology/scope/automation, and returns either GOOD_ENOUGH or a JSON instruction set for the Builder to fix and re-emit—enabling reflective improvement.  Reference prioritization:** Across stages, official provider documentation is preferred in References (AWS/Azure/GCP).  Customization & extensions Prompt-reflective techniques:** keep (or extend) the Auditor loop to add more review passes and quality gates.  Compliance assistants:* add assistants to analyze/label controls for *HIPAA, PCI DSS, SOX** (and others), emitting mappings, gaps, and remediation notes. Implementation context:* feed internal implementation docs, runbooks, or *Architecture Decision Records (ADRs); use these as **grounding to generate or refine controls (works with local/self-hosted LLMs, too). Local/self-hosted LLMs:** swap OpenAI nodes for your on-prem LLM endpoint while keeping the pipeline. Provider-specific outputs:** extend the final stage to export Policy-as-Code or IaC snippets (Rego/Sentinel, CloudFormation Guard, Bicep/ARM, Terraform validations). Assistant configuration & prompts Full assistant configurations and prompts (Extractor, Composer, Baseline Builder, Baseline Auditor) are available here: https://github.com/followdrabbit/n8nlabs/tree/main/Lab03%20-%20Multicloud%20AI%20Security%20Control%20Baseline%20Builder/Assistants Security & privacy No hardcoded secrets in HTTP nodes; use n8n’s Credential Manager. Drive operations are optional and folder-scoped. For sensitive environments, switch to a local LLM and provide only sanitized/approved inputs. Quick test (curl) curl -X POST "https://<your-n8n>/webhook/create" \ -u "<user>:<pass>" \ -H "Content-Type: application/json" \ -d '{ "cloudProvider":"aws", "technology":"Amazon S3", "urls":[ "https://docs.aws.amazon.com/AmazonS3/latest/userguide/security-best-practices.html" ] }' \ -OJ

Workflow Overview This workflow provides a complete, automated post-purchase solution triggered by a successful payment webhook from Abacate Pay. (For international users, think of Abacate Pay as 'the Brazilian Stripe' – a popular and robust payment gateway in Brazil). When a successful payment is registered, this workflow instantly sends a beautiful, responsive HTML confirmation email to the customer and posts a detailed notification to a designated Slack channel. The key feature is its ability to dynamically reward first-time buyers. The workflow checks the customer's purchase history, and if it's their first order, it automatically generates a 10% discount coupon for their next purchase and includes it in the welcome email. Key Features: Webhook Trigger:** Securely listens for successful payment events from Abacate Pay. First-Time Buyer Detection:** Queries past orders to identify new customers. Automatic Coupon Generation:** Creates a unique, single-use discount coupon for new buyers. Dynamic Content:** The email and Slack messages automatically include the coupon details, but only for first-time buyers. Responsive HTML Email:** Sends a professional and mobile-friendly order confirmation. Rich Slack Notifications:** Uses Block Kit for well-formatted, actionable alerts for your team. Centralized Configuration:** A single Configs node makes it easy to manage static variables like company name and tokens. Setup Instructions: Webhook Node: Copy the webhook URL and paste it into your Abacate Pay dashboard for the "payment successful" event (e.g., billing.paid). Configs Node: Open this Set node and fill in your company's information (companyName, companySite, companyEmail) and the token used to validate the webhook requests. HTTP Request Nodes (GetOrders, CreateCustomCoupon): In both nodes, go to the "Authentication" or "Header" section and replace the placeholder Bearer Token with your actual Abacate Pay API key. Send Email Node: Select your email credentials from the dropdown or configure a new account (e.g., SMTP, Gmail). Slack Node: Select your Slack credentials and choose the channel where you want to receive notifications. Activate the Workflow: Save and activate the workflow. It's now ready to process incoming orders! Required Credentials: Abacate Pay API Credentials Email Credentials (e.g., SMTP, SendGrid, Gmail) Slack API Credentials

Who's it for HR professionals and recruitment teams handling high application volumes Startup founders and hiring managers seeking to scale hiring efficiently Companies wanting consistent, objective candidate evaluation Teams spending 20+ hours per week on manual resume screening What it does Receives job applications automatically via Jotform webhook Downloads and parses resume PDFs using LlamaParse AI extraction Analyzes candidate qualifications with OpenAI GPT-4 (compatibility score, strengths, concerns, technical skills) Routes candidates into three categories based on AI score (1-10 scale) Sends personalized HTML emails: interview invitations for strong candidates (7-10), status updates for moderate (5-6), respectful rejections for weak matches (1-4) Generates detailed HR briefing emails for top candidates with interview questions and focus areas Completes full screening process in under 2 minutes per application How it works Jotform trigger captures new submissions with resume attachments HTTP requests fetch submission data and download PDF files LlamaParse extracts text from resume PDFs with status checking loop OpenAI AI Agent analyzes resume and cover letter, outputs structured JSON assessment JavaScript code parses AI output into usable data fields Switch node routes candidates to appropriate email path based on score Gmail nodes send customized HTML emails to candidates and HR team All processing happens automatically without manual intervention Set up requirements Jotform account** with API key (form fields: name, email, phone, position, start date, interview preference, cover letter, resume upload) LlamaCloud account** with API key for PDF parsing OpenAI API key** with GPT-4o-mini access Gmail OAuth2** credentials for sending emails Estimated setup time: 25-30 minutes Cost: ~$0.05-0.10 per application processed How to customize Email templates**: Replace all placeholders (company name, HR manager, contact details, interview format, social links) AI evaluation**: Edit AI Agent prompt to match your job requirements and scoring criteria Score thresholds**: Adjust Switch node conditions to change candidate category ranges (default: 7+ strong, 5-6 moderate, <5 weak) Additional features**: Add Google Sheets logging, Slack notifications, calendar booking, or ATS integration Branding**: Update HTML email colors, fonts, and styling to match company brand HR notifications**: Change recipient email from default to your HR manager's address

Who's it for This workflow is perfect for digital marketing agencies, sales teams, and business development professionals who want to automate lead qualification, scoring, and personalized outreach. If you're tired of manually reviewing every form submission and crafting individual responses, this template will save you hours while improving response quality. What it does This AI-powered lead management system automatically processes JotForm submissions through a sophisticated 6-step pipeline: Captures leads from JotForm submissions in real-time Scores each lead using AI (GPT-4.1-nano) based on budget, company fit, and project clarity Logs all data to Google Sheets with AI scores, tiers (high/medium/low), and reasoning Enriches company information by fetching industry, employee count, tech stack, and location data Generates personalized emails that reference the lead's specific needs and company insights Sends tailored responses via Gmail with tier-appropriate calls-to-action High-tier leads get priority treatment with direct calendar links, medium-tier leads receive consultation offers, and low-tier leads are sent helpful resources—all automatically. How to set up Requirements JotForm account with a contact form (free tier works) OpenAI API key with GPT-4.1-nano access Google account for Sheets and Gmail Company enrichment API endpoint (see setup guide below) Setup steps Clone this workflow to your n8n instance Configure JotForm Trigger: Connect your JotForm account and select your contact form Add OpenAI credentials: Both AI nodes use the same OpenAI API key Set up Google Sheets: Create a new spreadsheet with columns: first_name, last_name, company, email, message, estimated_budget, ai_score, ai_tier, ai_reasoning Configure Gmail: Connect your Gmail account for sending responses Set up enrichment API: Deploy the company enrichment workflow (workflow #9960) and update the webhook URL in the "API: Company Enrichment Request" node Company Enrichment API Setup The enrichment API is a separate workflow that fetches company data. You can: Use the enrichment workflow template Deploy it to your n8n instance Update the webhook URL in the HTTP Request node to point to your deployed version How to customize Adjust AI scoring criteria: Modify the system prompt in "AI: Lead Scoring Analysis" to match your ideal customer profile and budget thresholds Customize email templates: Edit the system prompt in "AI: Generate Personalized Email" to match your brand voice and offerings Add more data points: Extend the Google Sheets schema to capture additional form fields or enrichment data Change email provider: Swap Gmail for Outlook, SendGrid, or any SMTP service Add notifications: Insert a Slack or Discord node after lead scoring to alert your team about high-tier leads instantly Implement lead routing: Add an IF node after scoring to route high-value leads to senior team members.

Transform invoice creation from 30 minutes to 30 seconds - automatically generate professional PDF invoices with tax calculations, payment tracking, and instant delivery via email while archiving to Google Drive and notifying your team based on payment status. What This Workflow Does Revolutionizes invoice management with automated generation, intelligent payment tracking, and multi-channel delivery: Webhook-Triggered Generation** - Instantly creates invoices from payment gateways, CRM updates, or manual triggers Smart Data Validation** - Verifies required fields, validates email formats, and prevents incomplete invoices Automatic Invoice Numbering** - Generates unique sequential invoice numbers with year-month-random format (INV-202411-5847) Dynamic Tax Calculations** - Automatically computes taxes at configurable rates (GST, VAT, Sales Tax) with support for multiple tax jurisdictions Multi-Currency Support** - Handles USD, EUR, INR, GBP with proper currency symbols and formatting Due Date Management** - Auto-calculates payment due dates based on configurable terms (net-30, net-60, or custom) Payment Status Tracking** - Routes workflows differently for paid, unpaid, or partially paid invoices Professional HTML Design** - Creates beautifully branded invoices with modern typography and responsive layouts PDF Conversion** - Transforms HTML into print-ready, professional-quality PDF documents Automated Email Delivery** - Sends branded emails to customers with PDF attachments and payment instructions Google Drive Archival** - Automatically saves invoices to organized folders with searchable filenames Smart Team Notifications** - Different Slack alerts for paid vs unpaid invoices with embedded payment details Bank Details Integration** - Includes account numbers, routing numbers, SWIFT codes for easy payment Payment Link Support** - Embeds online payment links (Stripe, PayPal, Razorpay) for one-click payment Discount Handling** - Applies promotional or volume discounts with automatic recalculation Custom Notes & Terms** - Includes personalized thank-you messages and payment terms on every invoice Key Features Comprehensive Data Validation**: Prevents invoice errors by checking customer information, line item details, payment status validity, and email format before generation Intelligent Line Item Calculations**: Automatically multiplies quantity by rate for each item, sums subtotals, applies discounts, calculates taxes, and computes final totals Payment Status Color Coding**: Visual indicators show PAID (green), UNPAID (red), or PARTIALLY PAID (orange) status badges on invoices for instant recognition Flexible Tax Configuration**: Default 18% tax rate with easy customization for GST, VAT, or sales tax across different regions and tax jurisdictions Automatic Date Management**: Sets invoice date to today and calculates due dates based on configurable payment terms (default 30 days) Customer Information Cards**: Organized presentation of billing information including company name, address, contact details in professional card layout Itemized Pricing Tables**: Clean, professional tables showing description, quantity, rate, and amount for each line item with alternating row colors Payment Information Section**: Highlighted section with bank details, tax IDs, GST numbers, and online payment links for easy customer reference Conditional Workflow Routing**: Different automation paths for paid invoices (celebration notifications) vs unpaid invoices (payment reminders and follow-ups) Professional Email Templates**: Pre-written customer emails with invoice summary, payment instructions, and company contact information Searchable File Names**: Generates descriptive PDF names like "Invoice_INV-202411-5847_John_Doe.pdf" for easy retrieval and organization Print-Optimized PDFs**: A4 format with proper margins and preserved colors for professional printing and digital viewing Perfect For Freelancers & Consultants** - Bill clients immediately after project milestones, consultations, or deliverables completion SaaS Companies** - Generate monthly or annual subscription invoices automatically when billing cycles complete E-commerce Stores** - Create invoices for B2B orders, wholesale purchases, or custom enterprise deals Service Providers** - Bill hourly work weekly or bi-weekly with itemized time tracking and rate calculations Marketing Agencies** - Invoice retainer clients on the 1st of each month with recurring service breakdowns Accounting Firms** - Issue invoices for tax preparation, bookkeeping, and financial consulting services Web Development Agencies** - Bill clients for development sprints, hosting fees, and maintenance contracts Coaching & Training Businesses** - Invoice for coaching sessions, workshop fees, and training programs Healthcare Practices** - Generate patient invoices for services rendered with insurance and payment tracking Legal Firms** - Bill clients for legal consultations, document preparation, and case management Creative Studios** - Invoice for design work, photography sessions, video production, and creative services Construction Contractors** - Bill for completed project phases with material and labor itemization IT Support Companies** - Generate invoices for managed services, support tickets, and equipment sales Event Management** - Invoice clients for event planning, coordination, and vendor management fees What You Will Need Required Integrations HTML to PDF API - PDF conversion service (API key required) - supports HTML/CSS to PDF API, PDFShift, or similar providers (approximately 1-5 cents per invoice) Gmail or SMTP - Email delivery service for sending invoices to customers (OAuth2 or SMTP credentials) Google Drive - Cloud storage for invoice archival and sharing (OAuth2 credentials required) Optional Integrations Slack Webhook** - Team notifications for paid and unpaid invoices (free incoming webhook) Payment Gateway Integration** - Stripe, PayPal, Razorpay webhooks for automatic invoice generation on payment received Accounting Software** - QuickBooks, Xero, FreshBooks integration for automatic invoice sync and bookkeeping CRM Integration** - HubSpot, Pipedrive, Zoho CRM for customer data enrichment and invoice tracking Calendar Integration** - Schedule payment reminders and follow-ups for overdue invoices SMS Notifications** - Twilio integration for payment due date reminders via text message Quick Start Import Template - Copy JSON workflow and import into your n8n instance Configure PDF Service - Add HTML to PDF API credentials in the "HTML to PDF" node Setup Gmail - Connect Gmail OAuth2 credentials in "Send a message" node and update sender email address Connect Google Drive - Add Google Drive OAuth2 credentials and set your preferred folder ID for invoice storage Customize Company Info - Edit "Enrich with Company Data" node to add your company name, address, email, phone, website, logo URL, bank details, and tax registration numbers Update Email Template - Modify email message in Gmail node with your company branding and messaging Configure Slack - (Optional) Add your Slack incoming webhook URLs in both "Notify Team" nodes Test Webhook - Use the production or test webhook URL to submit sample invoice data Verify Output - Check that PDF generates correctly, email sends successfully, and file saves to Google Drive Integrate Payment Gateway - Connect Stripe, PayPal, or other payment webhooks to trigger invoice generation automatically Customization Options Multiple Tax Rates** - Configure different tax rates for different products, services, or customer locations Early Payment Discounts** - Add automatic discount calculation for payments received before due date Late Payment Fees** - Calculate and add penalty fees for overdue invoices Recurring Invoice Automation** - Schedule monthly or annual invoice generation for subscription customers Multi-Language Support** - Translate invoice templates for international clients (Spanish, French, German, Hindi, Chinese) Custom Branding Themes** - Create different invoice designs for different business units or service lines Partial Payment Tracking** - Track multiple partial payments against single invoice with running balance Credit Note Generation** - Create credit notes for refunds or overpayments Purchase Order Matching** - Link invoices to customer PO numbers for enterprise clients Client Portal Integration** - Generate unique links for clients to view and pay invoices online Automated Payment Reminders** - Send reminder emails 7 days before due date, on due date, and for overdue invoices Batch Invoice Generation** - Create multiple invoices simultaneously for monthly billing cycles Invoice Templates by Service Type** - Different layouts for product sales, consulting services, retainer agreements Payment Plan Support** - Split large invoices into installment payments with separate due dates Multi-Signature Authorization** - Add approval workflow for invoices above certain threshold Expected Results 95% time savings** - Reduce invoice creation from 30 minutes to 30 seconds per invoice 100% accuracy** - Eliminate calculation errors and missing information through validation Zero filing time** - Automatic Google Drive organization with searchable filenames 50% faster payment collection** - Professional invoices with payment links increase on-time payments Instant team alignment** - Real-time Slack notifications keep accounting and sales synchronized Better cash flow** - Faster invoice delivery means faster payment receipt Reduced administrative costs** - Save 20+ hours monthly on invoice preparation and filing Professional brand image** - Consistent, beautifully designed invoices elevate business credibility Improved customer experience** - Customers receive clear, detailed invoices with easy payment options Scalable process** - Handle 10x invoice volume without hiring additional staff Use Cases Freelance Designer Example Designer completes client project on Friday afternoon. Manually creating invoice in Word takes 25 minutes including calculation checks, formatting fixes, and finding bank details. Client expects invoice same day to process Monday payment. Solution: Designer clicks "Invoice Now" button in project management tool which triggers webhook. Workflow validates project details, generates branded invoice with itemized design services, converts to PDF, emails to client, and saves to Drive. Designer receives Slack notification confirming invoice sent. Result: Invoice delivered in 45 seconds instead of 25 minutes. Client receives professional invoice within 2 minutes of project completion. Designer saves 24 minutes and impresses client with speed. Payment received Monday morning. Over 50 projects annually, saves 20+ hours and increases cash flow by receiving payments 2-3 days faster. Annual impact: $3,500 in saved time plus faster payment collection. SaaS Startup Example SaaS company with 250 subscription customers needs monthly invoices. Finance manager manually creates invoices in spreadsheet, exports to PDF, and emails individually. Process takes 2 full days monthly causing invoice delivery delays. Solution: Connects workflow to Stripe subscription billing. When subscription renews, Stripe webhook triggers invoice generation. Customer name, email, subscription tier, and amount flow automatically. Invoice generates with payment link back to Stripe customer portal. Result: All 250 invoices delivered automatically on billing date. Zero manual work required. Customers receive invoices instantly with one-click payment links. Subscription payment collection improves from 85% to 96% in first week. Finance manager reallocates 2 days monthly to strategic analysis. Annual impact: saves 192 hours ($9,600 value) plus $18,000 additional revenue from improved collection rates. Marketing Agency Example Agency invoices 35 retainer clients on 1st of month. Account managers manually compile billable hours, adjust for change orders, calculate totals, and send invoices. Inconsistent formatting causes client confusion and payment delays. Solution: Time tracking system triggers webhook on last day of month with billable hours per client. Workflow generates consistent invoices with itemized service breakdown (social media hours, content creation, ad spend, strategy consulting). Each client receives branded invoice with their specific services. Result: All 35 invoices generated and delivered by 8 AM on 1st of month. 100% brand consistency across all invoices. Client questions reduce by 70% due to clear itemization. Payment speed increases - average collection time drops from 38 days to 24 days. Annual impact: saves 30 hours monthly ($18,000 annually) plus $85,000 improved cash flow from faster collections. Web Development Studio Example Studio completes 12-15 client projects monthly. Invoicing delayed until projects 100% complete causes cash flow gaps. Manually creating milestone invoices for larger projects creates accounting burden. Solution: Project management system triggers invoice on milestone completion (50% deposit, 75% progress payment, final 25%). Workflow automatically generates invoice for milestone amount with reference to project scope and completion percentage. Result: Cash flow improves dramatically with milestone billing. Studio receives payments throughout project instead of only at end. Clients appreciate transparency of milestone invoicing. Payment disputes reduce by 85% since expectations clear. Annual impact: improved cash flow worth $145,000 in working capital plus 40 hours monthly saved (20,000 dollar annual value). Healthcare Clinic Example Medical practice sends 200+ patient invoices monthly for services not covered by insurance. Billing staff manually creates invoices in practice management system, exports to PDF, and mails or emails. Process error-prone and time-consuming. Solution: Integrates workflow with electronic health records (EHR). When service marked as patient-pay, webhook triggers invoice generation with CPT codes, service descriptions, and amounts. Invoice includes payment plan options and online payment link. Result: Invoices sent same day as service instead of 5-7 days later. Patients receive clear, itemized invoices with multiple payment options. Online payment adoption increases from 15% to 62%. Collection rate improves from 73% to 89%. Billing staff reallocates time to insurance follow-up and patient support. Annual impact: saves 25 hours monthly ($15,000 annually) plus $78,000 additional collections. Pro Tips Trigger from Payment Gateways** - Connect Stripe, PayPal webhooks to auto-generate invoices when payments received Use Descriptive Line Items** - Detailed descriptions reduce customer questions and payment delays Include Payment Links** - Online payment links increase payment speed by 40-60% Customize Tax Rates by Location** - Configure different tax rates for different customer jurisdictions Set Payment Terms by Customer** - VIP clients get net-45, standard clients net-30, new clients payment due on receipt Add Company Logo** - Branded invoices with logos increase trust and reduce payment friction Schedule Batch Generation** - Run workflow on 1st of month at midnight for all recurring clients Create Invoice Templates** - Different templates for products vs services vs subscription billing Enable Read Receipts** - Track when customers open invoice emails to time follow-ups Automate Payment Reminders** - Send automated reminder 7 days before due date and on due date Archive by Client** - Create separate Google Drive folders per client for easy retrieval Include Project References** - Link invoices to project names, PO numbers, contracts for customer clarity Add Payment Instructions** - Crystal clear instructions reduce "how do I pay?" emails Use Professional Email Copy** - Friendly but professional email tone encourages prompt payment Track Unpaid Invoices** - Use conditional workflow to escalate overdue invoices to collections process Business Impact Metrics Track these key metrics to measure workflow success: Invoice Generation Time** - Measure average seconds from trigger to sent (target: under 60 seconds) Invoice Volume Capacity** - Count monthly invoices generated through automation (expect 5-10x increase in capacity) Calculation Error Rate** - Track invoices with math or tax errors (target: 0%) Time to Delivery** - Monitor minutes from invoice creation to customer inbox (target: under 5 minutes) Team Hours Saved** - Calculate monthly hours reclaimed from invoice automation (typical: 15-40 hours for small teams) Payment Collection Speed** - Compare days to payment before and after automation (expect 20-35% reduction) Payment Collection Rate** - Track percentage of invoices paid within terms (expect 10-15% improvement) Customer Payment Inquiries** - Monitor support tickets about invoice questions (expect 40-60% reduction) Late Payment Rate** - Track invoices paid after due date (expect 25-40% improvement) Cash Flow Impact** - Measure working capital improvement from faster invoicing and collection (typical: 15-25% improvement) Template Compatibility Compatible with n8n version 1.0 and above Works with n8n Cloud and Self-Hosted instances Requires HTML to PDF API service subscription (1-5 cents per invoice) No coding required for basic setup Fully customizable for industry-specific requirements Mobile-friendly PDF output Multi-currency and multi-language ready Supports batch processing and individual triggers Ready to eliminate invoice headaches? Import this template and start sending professional, accurate invoices in seconds instead of minutes - improving your cash flow, delighting customers, and freeing your team to focus on growing the business!

Streamline your hiring process with intelligent AI-powered candidate screening and automated interview scheduling. This workflow receives applications via webhook, evaluates candidates using OpenAI's GPT model, scores them against job requirements, stores data in Google Sheets, and automatically schedules interviews for high-scoring candidates — all while sending personalized email notifications and updating statuses in real time. Reduce manual screening time and ensure only top candidates move forward. 🤖📧 What This Template Does Step 1: Triggers on new application submission via Webhook (e.g., from job portal or form). Step 2: Stores applicant data (resume, contact, role) into Google Sheets for centralized tracking. Step 3: Uses OpenAI GPT to evaluate candidate fit based on resume, skills, and job requirements. Step 4: Applies Scoring Logic:   • Score ≥ 70 → Qualified for interview   • Score < 70 → Not a fit Step 5: Branches based on score:   → High Score Path:    • Sends Interview Invitation Email    • Creates Google Calendar Event    • Updates Sheet: Status → “Interview Scheduled”   → Low Score Path:    • Sends Polite Rejection Email    • Updates Sheet: Status → “Rejected” Step 6: Final metrics logged and webhook response confirms completion. Key Benefits ✅ Eliminates manual resume screening ✅ AI evaluates candidates consistently and objectively ✅ Automates interview scheduling with calendar integration ✅ Real-time status updates in Google Sheets ✅ Personalized email communication at every stage ✅ Full audit trail of decisions and actions Features Webhook-triggered application intake Google Sheets as applicant tracking system (ATS) OpenAI GPT-powered candidate evaluation Dynamic scoring threshold (customizable) Conditional branching (High/Low Score) Gmail integration for email notifications Google Calendar auto-event creation Real-time status updates via sheet write-back Final webhook response for system confirmation Requirements GOOGLE_SHEET_ID**: Your Google Sheet ID Credentials Needed:** Google Sheets OAuth2 Gmail API Key OpenAI API Key Google Calendar OAuth2 Customize:** • Job requirements & AI prompt • Score threshold (currently 70) • Email templates • Interview scheduling time slots Target Audience HR teams managing high-volume applications 👥 Recruiters seeking faster shortlisting ⏱️ Startups automating early-stage hiring 🚀 Tech companies with technical screening needs 💻 Remote-first organizations using digital workflows 🌍 Step-by-Step Setup Instructions Set up Google Sheet  → Create a sheet with columns: Name, Email, Resume Link, Role, Status, Score, Timestamp  → Replace YOUR_SHEET_ID in the workflow with your actual Sheet ID. Configure Webhook  → Connect your job application form (e.g., Typeform, LinkedIn, custom portal) to trigger this workflow. Add OpenAI API Key  → Insert your OpenAI key and customize the evaluation prompt under “AI Evaluation” node. Set Scoring Threshold  → Adjust the “IF – Check Score Threshold” node (default: ≥70 = pass). Connect Gmail & Calendar  → Enable Gmail OAuth2 and Google Calendar OAuth2.  → Define interviewer email and default interview duration. Customize Emails  → Edit “Interview Invitation” and “Rejection Notice” templates with your branding. Test the Flow  → Submit a test application via webhook.  → Verify: Sheet update → AI score → Email → Calendar event → Status change. Go Live  → Enable automation. Monitor first few runs in Google Sheets. Workflow Complete! Now sit back as AI screens, scores, schedules, and communicates — all without lifting a finger. Metrics to Track: Applications received Average AI score Interview rate Time to process

How it works This workflow is triggered when the contact form is submitted. It automatically saves the inquiry details to Google Sheets and sends a notification to Slack. You can then review the inquiry and reply directly from Slack using the Contact button. How to use Open the Gmail node and set up the Credential. Open the Google Sheets node and set up the Credential. Open the Slack node and set up the Credential to allow sending messages. You can create a new Slack App here. Open the ContactWebhook node and configure Basic Auth. Open the Config node and update the contactWebhookUrl parameter to match the Production URL from the ContactWebhook node. Customizing this workflow You can customize the Slack notification message in the Config node. You can modify the reply email body in the Gmail node. We recommend including a scheduling link (e.g., to book a meeting).

🧠 How it works This workflow turns your website form into a fully automated AI Lead Qualification system. Whenever a new lead submits your form, the workflow: Receives the submission through a Webhook Cleans and normalizes the input fields Uses the AI Agent node to score and qualify the lead Saves all details (including AI analysis) into an Airtable CRM Automatically routes high-quality leads (score ≥ 7) Sends an instant Gmail notification Sends an AI-generated personalized auto-reply back to the lead This gives you a hands-free, intelligent front-door to your business — ensuring you only spend time on high-value opportunities. ⚙️ Set-up steps These steps help users configure the workflow quickly: Create a Webhook trigger – Copy the webhook URL and add it to your form tool (Tally, Typeform, Webflow, etc.). Prepare your Airtable base – Create a "Leads" table with fields for name, email, website, message, lead score, priority, use case, timeline, budget, and AI notes. Add the AI Agent node – Insert the provided System + User prompts – Enable Structured Output – Paste the JSON Schema included in the sticky note inside the workflow. Connect Airtable – Map the original form fields + AI Agent “output” fields to Airtable columns. Set up the Gmail node – Connect your Gmail account – Configure the notification email and auto-reply templates. Configure the IF node – Score ≥ 7 routes to the “Hot Lead” branch – Everything else is captured but not routed. Run a test submission – Verify that the workflow writes to Airtable – Confirm the Gmail notification + auto-reply are delivered – Adjust prompting if needed. All detailed explanations and prompt configurations are included inside the workflow through sticky notes for easy reference.

Transform new hire onboarding from 3-4 hours of manual document compilation to 3 minutes of automated generation - creates personalized, role-specific document packages including welcome letters, benefits guides, IT setup instructions, and required forms, all branded and delivered with complete tracking. What This Workflow Does Revolutionizes employee onboarding with intelligent document generation, role-based customization, and automated delivery workflows: Webhook-Triggered Generation** - Automatically creates complete onboarding packages when new hires accept offers or from HR system triggers Smart Data Validation** - Verifies employee information, validates email addresses, generates employee IDs, and enriches data with company defaults Role-Based Customization** - Automatically detects job requirements and customizes documents for technical roles, management positions, or sales functions Department-Specific Details** - Populates office floor, dress code, parking assignments, and team information based on department Welcome Letter Generation** - Creates personalized welcome letters with start date details, first-day instructions, manager information, and what to bring Comprehensive Benefits Guide** - Generates detailed enrollment guides covering health insurance, dental, vision, 401(k), PTO, disability, and life insurance options IT Setup Instructions** - Produces role-specific IT guides with equipment lists, software access, network configuration, and security requirements Required Forms Package** - Creates emergency contact forms and direct deposit authorization with signature fields and document checklists Parallel Document Generation** - Simultaneously generates multiple documents for faster processing and efficiency Batch PDF Conversion** - Converts all HTML documents to professional, print-ready PDFs in one workflow execution Organized Drive Storage** - Creates employee-specific folders and archives all documents with systematic naming conventions Document Aggregation** - Collects all generated PDFs and prepares them as email attachments for delivery Automated Email Delivery** - Sends complete onboarding package to new hire with action items and first-day instructions HR System Integration** - Logs document generation, tracks completion status, manages signature requirements, and maintains audit trails Slack Team Notifications** - Alerts HR team when onboarding packages are successfully delivered with employee details Benefits Eligibility Logic** - Automatically determines benefits eligibility based on employment type and calculates enrollment start dates Signature Tracking** - Monitors which forms require signatures and tracks completion deadlines Key Features Intelligent Role Detection**: Automatically identifies technical roles requiring IT equipment, management positions needing leadership training, and sales roles requiring CRM access Equipment Allocation Logic**: Generates different equipment packages based on role (MacBook Pro for developers vs standard laptop for other roles) Employment Type Handling**: Differentiates between full-time, part-time, and contractor status affecting benefits eligibility and documentation Manager Information Auto-Population**: Pulls reporting structure, manager contact details, and department leadership information Benefits Start Date Calculation**: Automatically computes benefits eligibility dates (typically 30 days after start date) with formatted display Office Location Mapping**: Maps departments to specific floors, dress codes, and parking assignments for seamless first-day experience Dynamic Form Generation**: Creates fillable forms with proper spacing, signature lines, and checkbox fields for manual completion Multi-Document Packaging**: Generates 4+ separate documents covering welcome, benefits, IT setup, and compliance requirements Professional HTML Templates**: Beautifully designed documents with company branding, color-coded sections, and modern layouts Document Versioning**: Includes employee ID, generation timestamp, and unique document pack IDs for version control Email Action Items**: Summarizes required actions with deadlines, what to bring on first day, and pre-start preparation checklist Emergency Contact Management**: Collects primary and secondary emergency contacts with full contact information requirements Direct Deposit Authorization**: Provides bank account forms supporting primary and secondary accounts with percentage or fixed amount splits IT Security Compliance**: Documents mandatory security requirements including MFA setup, VPN configuration, and password policies Benefits Options Breakdown**: Details multiple plan options (PPO, HMO, HDHP) with premium costs and coverage comparisons Folder Organization System**: Creates hierarchical folder structure organizing documents by employee ID and full name Perfect For HR Departments** - Streamline new hire paperwork and reduce manual document preparation time Growing Companies** - Scale onboarding processes without proportionally increasing HR headcount Remote-First Organizations** - Deliver complete onboarding packages to distributed employees electronically Compliance-Focused Industries** - Maintain audit trails and ensure all required documentation is generated and tracked Companies with Complex Benefits** - Clearly communicate multiple benefit options with enrollment guidance IT-Heavy Organizations** - Provide detailed technical setup instructions for equipment and system access Multi-Department Enterprises** - Customize onboarding based on department, role, and location requirements Regulated Industries** - Ensure consistent documentation and signature tracking for compliance requirements What You Will Need Required Integrations HTML to PDF API** - PDF conversion service for professional document generation (approximately 1-5 cents per document) Gmail or SMTP** - Email delivery service for sending onboarding packages to new hires Google Drive** - Cloud storage for document archival and HR record-keeping Optional Integrations Slack Webhook** - HR team notifications when onboarding packages are delivered HR Management System** - HRIS integration for automatic logging and status tracking (BambooHR, Workday, ADP) DocuSign/HelloSign** - E-signature integration for digital form completion and signature collection Benefits Administration** - Connect to benefits platforms for enrollment link generation Applicant Tracking System** - Trigger workflow when candidates accept offers (Greenhouse, Lever, Jobvite) Employee Directory** - Sync employee data with directory systems (Okta, Azure AD) Quick Start Import Template - Copy JSON workflow and import into your n8n instance Configure PDF Service - Add HTML to PDF API credentials in the Convert to PDF node Setup Gmail - Connect Gmail OAuth2 credentials and update sender email address Connect Google Drive - Add Google Drive OAuth2 credentials and configure base folder path Customize Company Info - Edit validation node with your company name, address, website, and contact details Update HR Contact - Modify HR department name, email, and phone number in enrichment logic Configure Department Info - Adjust department mappings for office floors, dress codes, and parking assignments Customize Benefits - Edit benefits guide with your actual plan options, premiums, and coverage details Set IT Equipment - Modify equipment lists based on actual hardware provided to different roles Update Role Detection - Adjust role-based logic to match your job titles and equipment requirements Configure Email Template - Customize welcome email message with company-specific instructions Add Slack Webhook - Configure Slack notification URL for HR team alerts Test Complete Workflow - Submit sample employee data to verify all documents generate correctly Setup HR System Integration - Replace logging code with actual API calls to your HR platform Customization Options Additional Documents** - Add company policy handbooks, confidentiality agreements, or handbook acknowledgments Multi-Language Support** - Generate documents in multiple languages for international employees Custom Branding** - Add company logos, color schemes, and custom styling to all document templates Conditional Sections** - Show/hide document sections based on employment type, location, or department Variable Pay Structures** - Include salary information, bonus structure, or commission plans in welcome letters Onboarding Schedules** - Generate detailed first-week schedules with meetings, training, and orientation sessions Team Introductions** - Include team member photos, bios, and contact information in welcome packages Location-Specific Content** - Different documents for headquarters vs remote vs international employees Probationary Period Info** - Add probation terms, review schedules, and performance expectations Company Culture Content** - Include mission, values, culture guide, and employee testimonials Video Embeddings** - Add QR codes or links to welcome videos from CEO or department heads Interactive Checklists** - Generate pre-boarding checklists with tasks to complete before start date Equipment Order Forms** - Include forms for employees to select laptop preferences or accessories Background Check Status** - Conditional content based on background check completion Referral Program Info** - Include employee referral program details and bonus structure Expected Results 95% time savings** - Reduce document preparation from 3-4 hours to 3 minutes per employee 100% consistency** - Eliminate errors from manual document creation and ensure brand compliance Same-day delivery** - New hires receive complete packages within minutes of offer acceptance Zero document loss** - Systematic archival prevents missing paperwork or compliance gaps Improved new hire experience** - Professional, organized packages create positive first impression Faster time-to-productivity** - Clear instructions and preparation reduce first-day confusion Reduced HR workload** - Automation frees HR team for strategic onboarding activities Better compliance** - Consistent documentation and tracking meets regulatory requirements Scalable onboarding** - Handle 10x more new hires without additional HR staff Complete audit trail** - Timestamp and track every document generation for compliance reviews Pro Tips Test with Multiple Roles** - Verify role detection logic works correctly for all job titles in your organization Validate Email Delivery** - Ensure onboarding emails don't trigger spam filters with test sends Set Realistic Deadlines** - Give new hires adequate time to review and complete forms before start date Include Document Checklist** - Help new hires track which forms require signatures or return Provide IT Support Contact** - Make sure IT help desk info is accurate and responsive Update Benefits Annually** - Review and refresh benefits content during open enrollment periods Personalize Welcome Messages** - Include hiring manager or team-specific welcome notes when possible Archive Systematically** - Maintain consistent folder structure for easy retrieval and compliance audits Track Form Completion** - Follow up with new hires who haven't returned required documents Gather Feedback** - Survey new hires about onboarding package clarity and usefulness Keep Templates Current** - Regularly review and update document templates with latest policies Add Video Walkthroughs** - Link to video tours of office, parking, and first-day procedures Include FAQ Document** - Answer common new hire questions proactively in package Customize for Remote Workers** - Create alternate documents for fully remote employees Coordinate with Managers** - Notify hiring managers when their new reports receive onboarding packages Business Impact Metrics Track these key metrics to measure workflow success: Document Generation Time** - Average minutes from trigger to package delivery (target: under 5 minutes) HR Productivity Gain** - Hours saved per month on document preparation (typical: 15-20 hours monthly) New Hire Satisfaction** - Survey rating on onboarding package quality and clarity (target: 4.5/5) Form Completion Rate** - Percentage of required forms returned by start date (target: 95%+) Documentation Errors** - Reduction in incorrect or missing information on documents (target: 100% accuracy) Time-to-Productivity** - Days until new hire reaches full productivity (expect 20-30% faster) Compliance Adherence** - Percentage of complete onboarding files meeting regulatory standards (target: 100%) Package Delivery Speed** - Hours between offer acceptance and package receipt (target: same day) First-Day Preparedness** - Percentage of new hires arriving with completed forms (target: 90%+) HR Scalability** - Number of new hires HR can onboard simultaneously without quality loss Template Compatibility Compatible with n8n version 1.0 and above Works with n8n Cloud and Self-Hosted instances Requires HTML to PDF API service subscription No coding required for basic setup Fully customizable document templates and content Supports unlimited employees and departments Integrates with major HRIS platforms via API Handles all employment types and role variations Scalable to process multiple onboarding packages simultaneously Ready to transform your employee onboarding process? Import this template and start generating professional, role-specific onboarding packages that delight new hires, ensure compliance, and free your HR team to focus on creating exceptional employee experiences instead of shuffling paperwork!

🎫 Verified Press Pass Generator for Media Events Automate press credential verification and badge generation for journalists covering your events 📝 Description Streamline your event media management with this comprehensive press pass automation. When journalists apply for credentials, this workflow instantly validates their identity, verifies their media affiliation, generates professional digital badges with QR codes, and delivers everything via email—all within seconds. Perfect for conferences, product launches, trade shows, corporate events, and any occasion requiring verified media access. ✨ Key Features 🔐 Advanced Email Verification Real-time email validation using VerifiEmail API Checks RFC compliance, MX records, and domain reputation Detects disposable email addresses and spoofed domains Confirms journalist works for legitimate media organization 🎨 Professional Badge Design Auto-generates branded digital press passes Includes journalist photo, name, media outlet, and credentials Embedded QR code for contactless event entry Customizable colors, fonts, and event branding 400×600px portrait format optimized for mobile display 📧 Automated Communication Beautiful HTML email with embedded badge preview Download links for PNG and PDF versions Clear instructions for event check-in Professional event branding throughout 📊 Multi-Platform Logging Google Sheets backup with timestamp logs Slack notifications for organizer oversight Complete audit trail for compliance ⚡ Lightning Fast Processing Average execution time: 5-10 seconds Real-time webhook response with confirmation Scalable to hundreds of applications per hour Error handling with graceful fallbacks 🎯 Use Cases Event Types: Tech conferences and summits Product launch events Trade shows and exhibitions Political rallies and press conferences Sports events and tournaments Film festivals and premieres Corporate announcements Award ceremonies 🔧 What You Need Required Services: n8n (Cloud or Self-hosted) VerifiEmail API (Get API Key) - Email verification HTMLCSSToImage API (Get API Key) - Badge generation Gmail Account (OAuth) - Email delivery Slack Workspace - Team notifications Google Sheets - Backup logging 📋 How It Works Step-by-Step Process: 1. Application Submission Journalist fills out form on your event website (name, email, media outlet, photo, phone) 2. Data Validation Webhook receives application and checks for required fields (name, email, photo) 3. Email Verification VerifiEmail API validates email domain, checks MX records, and confirms media affiliation 4. Credential Generation Generates unique press ID (PRESS-XXX-timestamp) Creates QR code linking to verification portal Sets 30-day validity period 5. Badge Creation HTMLCSSToImage API renders professional badge with: Circular profile photo Name and media outlet Press ID in styled container Scannable QR code Event name and validity dates "VERIFIED" indicator 6. Distribution Sends HTML email with badge preview and download link Posts notification to Slack channel Backs up to Google Sheets Returns success response to webhook 7. Event Check-In Security scans QR code at event entrance, verifies credentials instantly 🚀 Setup Instructions Quick Start (15 minutes): 1. Import Workflow Download the JSON file In n8n: Click Workflows → Import from File Upload the JSON and open the workflow 2. Configure Webhook Activate the workflow Copy the webhook URL from the Webhook Trigger node Add this URL to your website form's action attribute 3. Add API Credentials VerifiEmail:** Create credential with API key from verifi.email dashboard HTMLCSSToImage:** Add User ID and API Key from htmlcsstoimg.com Gmail:** Connect via OAuth (click "Sign in with Google") Slack:** Connect via OAuth and select notification channel Google Sheets:** Connect via OAuth 4. Setup Google Sheets Create a new sheet named "Press Pass Logs" with these column headers: Timestamp | Press ID | Name | Email | Phone | Media Outlet | Email Domain | Verification Status | Event Name | Issued Date | Valid Until | Badge Image URL | QR Code URL | Verification URL | Photo URL | Execution Mode 5. Customize Badge Design Open the "HTML/CSS to Image" node Edit the HTML in html_content field Change gradient colors: Replace #667eea and #764ba2 with your brand colors Update event name default value Modify font sizes, spacing, or layout as needed 6. Update Email Content Open "Send Press Pass Email" node Customize email text, support contact info Update company/event branding Modify footer with your details 7. Configure Slack Channel Open "Notify Organizers (Slack)" node Select your preferred notification channel Customize notification message format 8. Test the Workflow Send a test POST request using Postman or cURL: curl -X POST https://your-n8n-url/webhook/press-application \ -H "Content-Type: application/json" \ -d '{ "name": "Jane Smith", "email": "jane@bbc.com", "media_outlet": "BBC News", "photo_url": "https://randomuser.me/api/portraits/women/50.jpg", "phone": "+44-1234567890", "event_name": "Tech Summit 2025" }' 9. Go Live Verify test execution completed successfully Check email received with badge Activate workflow for production use 🎨 Customization Options Badge Design: Colors:** Change gradient from purple (#667eea, #764ba2) to your brand colors Fonts:** Swap Google Font from Poppins to any available font Logo:** Add event logo in header section Size:** Adjust viewport_width and viewport_height for different dimensions Layout:** Modify HTML structure for custom badge designs Email Templates: Branding:** Update colors, fonts, and styling in HTML email Content:** Customize greeting, instructions, and footer Attachments:** Add PDF version or additional documents Language:** Translate all text to your language 🔒 Security & Privacy Data Protection: ✅ Email verification prevents fake submissions ✅ QR codes use unique, non-guessable IDs ✅ HTTPS webhook for encrypted transmission ✅ No sensitive data stored in workflow variables ✅ Audit trail for compliance requirements Best Practices: Use environment variables for API keys Enable webhook authentication (Basic Auth or API key) Implement rate limiting on webhook endpoint Regularly rotate API credentials Set up backup systems for critical data 🛠️ Troubleshooting Common Issues: Issue: "Webhook not receiving data" Solution: Ensure workflow is activated and webhook URL is correct in form action Issue: "Email verification fails for valid domains" Solution: Check VerifiEmail API credit balance and credential configuration Issue: "Badge image not generating" Solution: Verify HTMLCSSToImage API key is correct and has sufficient credits Issue: "Gmail not sending" Solution: Reconnect Gmail OAuth credential and check sending limits Issue: "QR code not loading in badge" Solution: Ensure QR code URL is properly encoded and publicly accessible 📈 Performance Metrics Average execution time:** 5-10 seconds Success rate:** 98%+ (with valid inputs) Concurrent capacity:** 50+ requests/minute API reliability:** 99.9% uptime (dependent on services) Badge generation:** <2 seconds Email delivery:** <3 seconds 🏷️ Tags event-management press-pass credential-verification badge-generation email-automation qr-code media-relations event-technology htmlcsstoimage verifi-email gmail slack google-sheets webhook automation workflow conference journalism press-credentials 📄 License This workflow template is provided as-is for use with n8n. Customize freely for your organization's needs.