by Jitesh Dugar
Automated Certificate Generator with Email Validation & Delivery Automatically generate, validate, and deliver professional course completion certificates with zero manual work — from webhook request to PDF delivery in seconds. Overview This workflow transforms certificate generation from a manual design task into a fully automated system. It receives certificate requests via webhook, validates recipient emails using advanced verification, generates beautifully designed HTML certificates, converts them to high-quality PNG images, delivers via professional email templates, and maintains complete audit trails in Google Sheets. Powered by email validation APIs and HTML-to-image conversion, it ensures every certificate meets professional standards while preventing delivery to invalid or fraudulent email addresses. What This Workflow Does Receives certificate requests** via webhook from your LMS, CRM, or custom application Validates recipient emails** using VerifiEmail API with comprehensive checks: RFC compliance verification MX record validation Disposable email detection Spoof and fraud prevention Generates professional certificates** with custom HTML/CSS templates featuring: Purple gradient backgrounds with modern typography Google Fonts integration (Playfair Display + Montserrat) Gold achievement badges Auto-generated unique certificate IDs Formatted completion dates Instructor signatures Converts HTML to PNG** using HTMLcsstoImg API for permanent, shareable images Delivers via email** with branded HTML templates including download links and LinkedIn sharing CTAs Logs everything** to Google Sheets for reporting, analytics, and certificate verification Handles errors** with automatic validation checks and optional Slack notifications Key Features Zero Manual Work**: Fully automated from request to delivery Advanced Email Validation**: Blocks invalid, temporary, and fraudulent email addresses Professional Design**: Print-ready certificates with customizable branding Unique Certificate IDs**: Auto-generated format: CERT-{timestamp}-{random} Instant Delivery**: Certificates sent within seconds of completion Complete Audit Trail**: All certificates logged with 10+ data points Error Prevention**: Validation stops invalid requests before processing Highly Customizable**: Easy to modify colors, fonts, layouts, and email templates Scalable**: Handles hundreds of certificates per day API-Ready**: RESTful webhook endpoint for easy integration Use Cases Educational Institutions Automatically issue certificates for online courses and programs Generate graduation certificates for completed degrees Create participation certificates for workshops and seminars Corporate Training Award compliance training certificates to employees Recognize professional development completions Issue skill certification for internal programs Online Course Platforms Integrate with LMS systems (Teachable, Thinkific, Kajabi) Automate certificate delivery upon course completion Build certificate libraries for student portfolios Event Management Issue attendance certificates for conferences and webinars Generate speaker appreciation certificates Create volunteer recognition certificates Certification Programs Award professional certifications and credentials Generate CPE/CE certificates for continuing education Issue examination completion certificates Prerequisites Required Services & Accounts n8n** (self-hosted or cloud) - Workflow automation platform VerifiEmail Account** - Email validation API HTMLcsstoImg Account** - HTML to PNG conversion Gmail Account** - Email delivery via OAuth2 Google Workspace** - For Sheets logging and tracking Required Credentials VerifiEmail API Key HTMLcsstoImg User ID + API Key Gmail OAuth2 credentials Google Sheets OAuth2 credentials Setup Instructions 1. Import the Workflow Download the certificate-generator.json file In n8n, navigate to Workflows → Import from File Select the JSON file and click Import 2. Configure Credentials VerifiEmail API Sign up at https://verifi.email Navigate to Dashboard → API Keys Copy your API key In n8n: Settings → Credentials → Add Credential Search for "VerifiEmail" Name: VerifiEmail API Paste API key and save Assign to "Verifi Email" node in workflow HTMLcsstoImg API Sign up at https://htmlcsstoimg.com Go to Dashboard → API Copy User ID and API Key In n8n: Credentials → Add Credential → "HTMLcsstoImg" Name: HTMLcsstoImg API Enter User ID and API Key Assign to "HTML/CSS to Image" node Gmail OAuth2 In n8n: Credentials → Add Credential → "Gmail OAuth2" Click Connect my account Follow Google OAuth flow Grant permissions: Send email Name: Gmail OAuth2 Assign to "Send Certificate Email" node Google Sheets OAuth2 Create new Google Sheet: "Certificates Log" Add column headers in Row 1: Certificate ID Recipient Name Course Email Completion Date Generated At Certificate URL Status Instructor Duration In n8n: Credentials → Gmail OAuth2 (same as above works for Sheets) Assign to "Log to Google Sheets" node Select your "Certificates Log" spreadsheet Select "Sheet1" 3. Activate Workflow Click the toggle switch in top-right to activate Copy the Webhook URL from "Certificate Request Webhook" node Format: https://your-n8n-instance.com/webhook/certificate-generator 4. Configure Your Application For LMS Integration: // When course is completed fetch('https://your-n8n-instance.com/webhook/certificate-generator', { method: 'POST', headers: { 'Content-Type': 'application/json' }, body: JSON.stringify({ name: student.fullName, course: course.title, date: new Date().toISOString().split('T')[0], email: student.email, instructor: course.instructor, duration: course.duration }) }); For Zapier/Make.com: Trigger: Course completed Action: Webhooks → POST URL: Your webhook URL Body: Map fields to JSON format 5. Test the Workflow Send test request: curl -X POST https://your-n8n-instance.com/webhook/certificate-generator \ -H "Content-Type: application/json" \ -d '{ "name": "Test User", "course": "Test Course", "date": "2025-10-04", "email": "test@gmail.com" }' Verify: Email validation passes Certificate generated successfully Image created at HTMLcsstoImage Email delivered to inbox Entry logged in Google Sheets How It Works Webhook Trigger → Receives POST request with certificate data Email Validation → VerifiEmail checks RFC, MX records, disposable status Field Validation → Ensures name, course, date present and email valid Data Combination → Merges webhook data with validation results HTML Generation → Creates styled certificate with dynamic content Image Conversion → HTMLcsstoImg renders 1200x850px PNG Email Delivery → Gmail sends professional template with download link Database Logging → Google Sheets records all certificate details Error Handling → Catches failures and stops invalid requests Processing Time: 5-10 seconds per certificate API Reference Endpoint POST /webhook/certificate-generator Content-Type: application/json Required Fields { "name": "string", // Full name of recipient "course": "string", // Course or program name "date": "YYYY-MM-DD", // Completion date "email": "string" // Recipient email address } Optional Fields { "instructor": "string", // Instructor name (default: "Program Director") "duration": "string", // Course duration (e.g., "40 hours") "certificateId": "string" // Custom ID (auto-generated if not provided) } Success Response { "success": true, "message": "Certificate generated and sent successfully", "certificateId": "CERT-1728000000-ABC123", "certificateUrl": "https://hcti.io/v1/image/xyz123" } Error Response { "success": false, "error": "Missing required fields: name, course, date, or valid email" } Customization Certificate Design Edit the "Generate HTML Certificate" Code node: Change Brand Colors: // Background gradient background: linear-gradient(135deg, #YOUR_COLOR_1 0%, #YOUR_COLOR_2 100%); // Border color border: 3px solid #YOUR_BRAND_COLOR; Add Company Logo: Modify Fonts: @import url('https://fonts.googleapis.com/css2?family=Your+Font&display=swap'); font-family: 'Your Font', sans-serif; Email Template Edit the "Send Certificate Email" node message: Update Company Info: © 2025 Your Company Name Contact: support@yourcompany.com Change Header Color: .header { background: linear-gradient(135deg, #YOUR_COLOR_1, #YOUR_COLOR_2); } Certificate ID Format In "Generate HTML Certificate" node: // Custom format: COURSE-YEAR-NUMBER const certId = ${data.course.substring(0,3).toUpperCase()}-${new Date().getFullYear()}-${Math.floor(Math.random() * 10000)}; Data Flow Webhook → Email Validation → Field Validation → Combine Data ↓ Generate HTML → Convert to PNG → Send Email ↓ Log to Sheets → Success Response ↓ Error Handling (if failed) Expected Output PNG Certificate Includes: Branded header with logo/company name Recipient name in large display font Course name and duration Formatted completion date Instructor signature section Unique certificate ID Gold achievement badge Professional borders and styling Google Sheets Entry: Certificate ID Recipient details Course information Completion date and time Direct link to certificate image Status: "Sent" Email Notification: Professional HTML template Personalized congratulations message Direct download button Certificate details table LinkedIn sharing encouragement Performance Processing Time:** 5-10 seconds per certificate Daily Capacity:** 250+ certificates (limited by free tier quotas) Image Resolution:** 1200x850px (print-ready) File Size:** ~200-400 KB per PNG Email Delivery:** ~98% success rate Troubleshooting Webhook not receiving data Verify webhook URL is correct Check n8n workflow is activated Ensure POST method is used Validate JSON format Email validation fails Use real email domains (not example.com) Check VerifiEmail API quota Verify API credentials are correct Test with gmail.com addresses first Certificate not generating Check required fields are present Verify date format is YYYY-MM-DD Review "Generate HTML Certificate" node logs Ensure HTMLcsstoImg API key valid Image conversion fails Verify HTMLcsstoImg credits available Check HTML syntax is valid Review API response in execution logs Test HTML locally first Email not delivered Confirm Gmail OAuth2 connected Check recipient email is valid Review spam/junk folders Verify Gmail daily limit not exceeded Google Sheets not updating Re-authenticate Google Sheets OAuth2 Verify spreadsheet permissions Check column names match exactly Ensure sheet exists and is accessible Best Practices Test with small batches before production rollout Monitor API quotas to avoid unexpected failures Use real email addresses during testing (avoid disposable) Archive old certificates periodically from Google Sheets Set up Slack notifications for error monitoring Validate webhook payload before sending Document customizations for team reference Back up Google Sheets regularly Review email deliverability weekly Keep credentials secure and rotate periodically Security Notes All API credentials encrypted in n8n Certificate URLs are publicly accessible via direct link Email validation prevents delivery to fraudulent addresses Webhook uses HTTPS for secure data transmission Google Sheets access controlled via OAuth2 permissions No sensitive data stored in workflow logs Future Enhancements PDF output option for formal certifications Multiple certificate templates (modern, classic, minimalist) QR code verification system Batch certificate generation Multi-language support Certificate revocation capability Analytics dashboard WhatsApp/SMS delivery option Integration with Notion/Confluence knowledge bases Support Resources n8n Documentation n8n Community Forum VerifiEmail Docs HTMLcsstoImage API Gmail API Reference Google Sheets API License This workflow template is provided as-is for free use and modification under the MIT License. Attribution appreciated but not required. Version: 1.0.0 Last Updated: October 2025 Compatibility: n8n v1.0.0+
by Jitesh Dugar
Customer Testimonial Collector Workflow Transform scattered testimonials into organized marketing assets - achieving 500 percent increase in testimonial collection, instant multi-channel optimization, and turning happy customers into brand advocates with automated rewards and recognition. What This Workflow Does Revolutionizes testimonial management with AI-powered analysis and multi-channel optimization: Centralized Collection via Jotform with structured fields for consistency AI Tone Detection using GPT-4 to analyze sentiment, authenticity, and emotional impact with 0-100 scoring Smart Quote Extraction that automatically identifies best soundbites for different marketing channels Organized Library using Google Sheets database with searchable tags, ratings, and usage permissions Automated Thank-You emails with exclusive coupon codes (20 percent for 5-star reviews) Social Media Optimization where AI creates Twitter, LinkedIn, and website versions automatically Marketing Team Alerts with real-time notifications including priority levels and usage recommendations Smart Rewards using dynamic discount codes based on rating quality Use Case Matching where AI identifies which marketing channels and audiences fit each testimonial Marketing-Ready Assets including headlines, callout words, and visual suggestions Key Features AI Testimonial Analyst: GPT-4 evaluates testimonials across 20 plus dimensions including tone, authenticity, emotional impact, and competitive advantages revealed Multi-Channel Optimization: Automatically generates Twitter-ready (280 characters), LinkedIn professional (150 words), and website polished (50-75 words) versions Tone and Sentiment Detection: Classifies testimonials as Enthusiastic, Professional, Grateful, Impressed, Transformative, or Skeptical-to-Believer with 0-100 sentiment scores Best Quote Extraction: AI identifies the single most impactful sentence plus 2-3 alternate quotes for different contexts Authenticity Scoring: Filters generic testimonials by rating authenticity as very-authentic, authentic, or generic Key Benefits Identification: Automatically extracts specific benefits mentioned such as time savings, cost reduction, and quality improvement Pain Points Mapping: Identifies what problems the customer solved by using your product or service Specific Results Tracking: Captures measurable outcomes like revenue increase, efficiency gains, and customer satisfaction improvements Marketing Priority Levels: AI assigns high, medium, or low priority to help marketing teams focus on most impactful testimonials Target Audience Matching: Identifies which customer segments would most relate to each testimonial Buyer Journey Staging: Tags testimonials by awareness, consideration, or decision stage for funnel optimization Competitive Differentiation: Identifies what each testimonial reveals about your competitive advantages Visual Design Suggestions: AI recommends graphic styles and callout words for testimonial graphics Permission Tracking: Automatically logs customer consent for public use across different channels Smart Coupon Generation: Creates unique codes with expiration dates and rating-based discount tiers Referral Incentives: Thank-you emails include referral program details to drive word-of-mouth Perfect For SaaS Companies needing social proof for landing pages and product pages E-commerce Stores showcasing customer satisfaction and product quality B2B Service Providers including consulting, agencies, and professional services building credibility Course Creators and online educators leveraging student success stories Healthcare Practices with patient testimonials (HIPAA-compliant with proper permissions) Real Estate Agents collecting client feedback for marketing materials Restaurants and Hospitality businesses gathering guest reviews and experiences Fitness and Wellness brands showcasing transformation stories What You Will Need Required Integrations Jotform - Testimonial submission form (free tier works) OpenAI API - GPT-4 for AI testimonial analysis (approximately 20-40 cents per testimonial) Gmail - Automated thank-you emails and marketing team notifications Google Sheets - Testimonial library and searchable database Optional Integrations Social Media APIs to auto-post testimonials to Twitter, LinkedIn, Facebook CRM Integration to link testimonials to customer profiles in HubSpot or Salesforce WordPress or Website integration to auto-publish approved testimonials to website testimonial pages Quick Start Import Template - Copy JSON and import into n8n Add OpenAI Credentials - Set up OpenAI API key (GPT-4 recommended for best analysis) Create Jotform Testimonial Form with fields for Customer Name, Email, Company, Job Title, Product Used, Testimonial Text, Rating, Permission to Share, Photo Upload, and Use Case Configure Gmail - Add Gmail OAuth2 credentials (same for both Gmail nodes) Setup Google Sheets - Create spreadsheet with Testimonial Library sheet and replace sheet ID in workflow Customize Coupon Logic if needed by editing the Generate Coupon Code node Brand Email Templates by updating company name, logo URLs, and colors Set Marketing Team Email address in notification node Test Workflow by submitting test testimonial through Jotform Launch Campaign by sharing form link in post-purchase emails Customization Options Multi-Language Support by translating forms and AI prompts for international customers Video Testimonials by adding video upload field and storing URLs in sheets Anonymous Options to allow customers to submit testimonials without public attribution Approval Workflow by adding manager approval step before testimonials go live A/B Testing to tag testimonials for split testing different versions on landing pages Industry-Specific Fields customized for your vertical such as results achieved, ROI, time saved Automated Publishing to connect to WordPress or CMS to auto-publish approved testimonials Social Media Auto-Posting to schedule tweets and LinkedIn posts with testimonial content Reward Tiers to create VIP rewards for customers who refer others after submitting testimonials NPS Integration to combine with Net Promoter Score surveys Review Platform Sync to auto-request reviews on Google, Yelp, Trustpilot, G2, Capterra Case Study Pipeline to flag high-impact testimonials for full case study development Customer Success Alerts to notify CSMs when their customers submit testimonials Testimonial Rotation to auto-rotate testimonials on website based on visitor industry Sentiment Trending to track sentiment scores over time Expected Results 500 percent increase in testimonial submissions due to easy form and rewards 90 percent reduction in manual testimonial management through automated categorization 10 hours per month saved as marketing team instantly finds perfect testimonials 40 percent improvement in conversion rates from authentic testimonials on landing pages 85 percent customer satisfaction with reward process driving loyalty 60 percent of testimonials rated high priority by AI filtering 100 percent organized testimonial library ensuring no great testimonial is lost 3x increase in referrals from thank-you emails with incentives 75 percent reduction in testimonial editing time as AI creates ready-to-use content 50 percent more social media engagement from optimized testimonial posts Use Cases SaaS Company Example A marketing manager with 150 customers needs social proof for new landing page launching next week. Scattered testimonials exist in emails, support tickets, and social media messages with no time to organize them. Solution: Sends form link to 50 happiest customers and receives 35 testimonials within 48 hours. AI analyzes all submissions and extracts best quotes. Manager filters by high priority and landing page use case to find 8 perfect testimonials with website versions already optimized. Result: Landing page launches on time with authentic testimonials. Conversion rate increases 42 percent. Customer uses discount code to upgrade plan. Refers 2 colleagues who become customers. Total impact exceeds 1400 dollars in incremental revenue. E-commerce Fashion Brand Example Post-purchase emails have generic review links. Most customers ignore them. Social proof on product pages is weak with only 2-3 old reviews while competitors have hundreds of testimonials. Solution: Adds form link to order confirmation emails 7 days post-delivery with incentive messaging. 500 customers submit testimonials in first month (10 percent response rate). AI identifies best testimonials for each product category. Result: Product pages updated with enthusiastic testimonials. Add-to-cart rate increases 65 percent. Customer uses discount code for repeat purchase. Posts social media content that brand reposts to followers. One testimonial workflow generates over 3500 dollars in attributed revenue. B2B Consulting Firm Example Proposals need client testimonials but they are trapped in old email threads. Asking clients feels awkward and time-consuming with no systematic collection process. Solution: Sends form link at project completion milestones via personal email from account manager. 22 of 30 clients submit testimonials (73 percent response rate). AI extracts ROI stories and specific results. Result: Testimonial added to proposal template addressing exact objection about being better than current firm. Close rate on proposals increases 30 percent. Client refers colleague who becomes high-value client. Full case study developed generates inbound leads. One testimonial workflow generates over 80000 dollars in new business. Online Course Creator Example Students post success stories in Facebook group and via email with no organized collection system. Website has only 3 old testimonials from 2 years ago. Low enrollment due to lack of social proof. Solution: Adds form link to course completion emails and shares in Facebook group with incentive. 180 students submit testimonials in first month (9 percent of students). AI identifies transformation stories and specific skills gained. Result: Testimonial added to course landing page as featured transformation story. Enrollment rate increases 55 percent as specific details address will-this-work objection. Student enrolls in advanced course using discount code. Testimonial shared in ads generates high ROAS. Workflow drives over 15000 dollars in additional course revenue. Healthcare Practice Example Patients verbally express gratitude but practice has only 15 online reviews. Need more social proof for website to attract new patients. Asking patients in-person feels pushy. Solution: Sends form link in post-appointment follow-up emails with clear HIPAA disclosure. Permission checkboxes for sharing testimonial publicly and using name and photo. 75 patients submit testimonials in first month. AI identifies compassionate care themes and specific improvements. Result: Testimonial added to service page. Inquiry rate increases 40 percent as testimonial addresses surgery fear objection. Patient agrees to video testimonial which becomes centerpiece of landing page. Multiple new patients mention seeing testimonial during consultations. One testimonial workflow generates multiple new patients and significant revenue. Practice review rating improves substantially. Pro Tips Timing is Everything: Send form 7-10 days after purchase or project completion when customers are still excited Incentivize Generously: 15-20 percent discount codes dramatically increase submission rates Make It Easy: Pre-fill customer information when possible and keep form under 10 fields Photo Requests Work: 60 percent of customers will upload headshots if you explain it increases credibility Video Follow-Ups: After receiving strong text testimonial, reach out personally to request video version Permission Clarity: Be explicit about where and how testimonials will be used Response Templates: Create templates for personal follow-ups to high-priority testimonials Quarterly Campaigns: Run testimonial collection campaigns quarterly with bonus rewards Showcase Submissions: Feature new testimonials in monthly newsletter A/B Test Formats: Test different testimonial layouts on website Industry Segmentation: Filter testimonials by industry for targeted landing pages NPS Integration: Send testimonial forms only to Promoters for higher quality submissions Social Proof Everywhere: Use testimonial snippets in email signatures and proposal templates Update Regularly: Refresh website testimonials quarterly to maintain relevance Track Attribution: Tag testimonials with UTM parameters when shared on social media Learning Resources This workflow demonstrates advanced automation including AI Agents for Content Optimization, Dynamic Reward Logic, Marketing Asset Generation, Sentiment Analysis, Data Organization, Multi-Channel Optimization, Customer Journey Mapping, Competitive Intelligence, Workflow Efficiency, and Permission Management. Business Impact Metrics Track these key metrics to measure success: Testimonial Collection Rate: Monitor percentage of customers who submit testimonials (target 10-15 percent) Submission Quality Score: Monitor average AI authenticity and sentiment scores (target 80 plus out of 100) Marketing Team Efficiency: Measure time saved finding and formatting testimonials (expect 10 plus hours per month saved) Conversion Rate Impact: A/B test pages with and without optimized testimonials (expect 30-50 percent lift) Reward Redemption Rate: Track percentage of customers who use thank-you coupon codes (typical 40-60 percent) Referral Generation: Count referrals attributed to testimonial thank-you emails (expect 3-5 percent referral rate) Social Media Engagement: Monitor engagement on testimonial posts versus other content (expect 2-3x higher) High-Priority Testimonial Ratio: Track percentage of testimonials rated high priority by AI (target 50-70 percent) Time to Marketing Use: Measure days from submission to live testimonial on website (aim for under 1 day) Customer Satisfaction: Survey customers about testimonial submission experience (target 90 percent plus positive) Template Compatibility Compatible with n8n version 1.0 and above Works with n8n Cloud and Self-Hosted No coding required for basic setup Fully customizable for industry-specific needs Ready to turn customers into brand advocates? Import this template and transform scattered testimonials into organized marketing assets with AI-powered analysis and automation!
by Jitesh Dugar
Automated Event Badge Generator Streamline your event registration process with this fully automated badge generation system. Perfect for conferences, seminars, corporate events, universities, and training programs. 🎯 What This Workflow Does Receives Registration Data via webhook (POST request) Validates & Sanitizes attendee information (email, name, role) Generates Unique QR Codes for each attendee with scannable IDs Creates Beautiful HTML Badges with gradient design and branding Converts to High-Quality PNG Images (400x680px) via HTMLCSStoImage API Logs Everything to Google Sheets for tracking and analytics Sends Personalized Emails with badge attachment and event instructions Handles Errors Gracefully with admin notifications ✨ Key Features Professional Badge Design**: Gradient purple background, attendee photos (initials), QR codes Automatic QR Code Generation**: Unique scannable codes for quick check-in Email Delivery**: Personalized HTML emails with download links Google Sheets Tracking**: Complete audit trail of all badge generations Error Handling**: Admin alerts when generation fails Scalable**: Process registrations one-by-one or in batches 🔧 Required Setup APIs & Credentials: HTMLCSStoImg API - Sign up at https://htmlcsstoimg.com Get API Key Gmail OAuth2 Connect your Gmail account Grant send permissions Google Sheets OAuth2 Create a tracking spreadsheet Add headers: Name, Email, Event, Role, Attendee ID, Badge URL, Timestamp Connect via OAuth2 Before Activation: Replace YOUR_GOOGLE_SHEETS_ID with your Google Sheet ID Replace admin@example.com with your admin email address Add all three credentials Test with sample data 📊 Use Cases Conferences & Seminars**: Generate badges for 100+ attendees Universities**: Student ID cards and event passes Corporate Events**: Employee badges with QR check-in Training Programs**: Course participant badges Workshops**: Professional badges with role identification Trade Shows**: Exhibitor and visitor badges 🎨 Customization Options Badge Design**: Modify HTML/CSS for custom branding, colors, logos QR Code Size**: Adjust dimensions for different use cases Email Template**: Personalize welcome message and instructions Role-Based Badges**: Different designs for VIP, Speaker, Staff, Attendee Multi-Event Support**: Handle multiple events with different templates 📈 What You'll Track Total badges generated Attendee names, emails, roles Badge image URLs for reprints Generation timestamps Event names and dates ⚡ Processing Time Average**: 5-8 seconds per badge Includes**: Validation, QR generation, HTML rendering, image conversion, logging, email 🔒 Security Features Email format validation Continue-on-fail error handling Admin notifications on failures Secure credential storage 💡 Pro Tips Use a dedicated Gmail account for automation Monitor HTMLCSStoImg API limits Create separate sheets for different events Archive old data periodically Set up webhook authentication for production 🚀 Getting Started Import this workflow Add the three required credentials Update Sheet ID and admin email Test with sample registration data Activate and integrate with your registration form Perfect for event organizers, HR teams, universities, and anyone managing events with 10-1000+ attendees!
by Jan Zaiser
This n8n template demonstrates how to automatically process incoming invoice emails using AI to extract structured data, organize files in Google Drive, log everything in Google Sheets, and forward to your accounting system, completely hands-free. Use cases are many: Perfect for freelancers managing client invoices, small businesses handling supplier bills, accounting departments processing high invoice volumes, or anyone who wants to eliminate manual data entry and maintain a perfectly organized invoice archive! Good to know The AI extraction works with most standard invoice formats but may require prompt adjustments for unusual layouts. Ensure your IMAP email account allows external app connections and has sufficient storage for the archive folder. Google Drive folder structure is automatically created if it doesn't exist yet. How it works The IMAP Email trigger monitors your inbox for new messages with attachments. JavaScript splits multiple attachments into separate items, ensuring each invoice is processed individually. PDF text extraction reads the content from each invoice file. An AI model (like OpenAI or Gemini) analyzes the extracted text and identifies key fields: company name, invoice number, date, amount, VAT, and more. Additional date metadata is generated (month, year, formatted dates) for smart categorization. The invoice PDF is uploaded to a temporary "Incoming Files" folder on Google Drive for safe processing. The workflow searches for or creates the correct monthly folder (e.g., "Invoices / October 2025") in your Drive structure. The invoice is moved to the final destination with a clean, standardized filename: 2025-10-02_Company-Name_InvoiceNumber.pdf. All extracted data is logged to Google Sheets for easy tracking, reporting, and audit trails. The finalized invoice is forwarded to your DateV accounting email inbox. The original email is automatically moved to an archive folder, keeping your inbox clean and organized. How to use The IMAP trigger is configured for continuous monitoring, but you can adjust the polling interval based on your needs. Customize the AI prompt to match your specific invoice formats or extract additional fields relevant to your business. The folder structure on Google Drive can be modified to match your existing organization system. Requirements IMAP-enabled email account (Gmail, Outlook, or any email provider supporting IMAP) Google Drive account for file storage Google Sheets for invoice logging AI model access (OpenAI, Gemini, or compatible LLM for data extraction) DateV email address (or replace with your preferred accounting system) Customising this workflow Replace the DateV email step with integrations to other accounting platforms like Xero, QuickBooks, or Lexoffice. Add conditional logic to route different invoice types to different folders or sheets. Extend the AI extraction to include line items, payment terms, or custom fields specific to your industry. Connect additional notifications via Slack, Teams, or SMS when high-value invoices are received. Disclaimer: The node to move the e-mail is a community-node, so it’s only for self-hosting.
by Hassan
Sycorda AI Lead Qualification & Meeting Booking System This workflow creates a sophisticated AI-powered sales assistant that automatically qualifies website visitors, schedules meetings, and manages the entire lead-to-booking pipeline without human intervention. The system acts as "Hassan," a friendly sales representative who engages prospects through natural conversation and converts interest into booked appointments with remarkable efficiency. Benefits: Complete Sales Automation - Engages website visitors 24/7, qualifies leads through intelligent conversation, and books meetings automatically without any manual oversight AI-Powered Lead Qualification - Uses advanced conversational AI with SPIN Selling and Challenger Sale methodologies to identify high-value prospects and overcome objections naturally Smart Calendar Integration - Automatically checks availability, prevents double-bookings, and sends professional confirmation emails with meeting details Intelligent Data Management - Tracks all interactions, prevents duplicate outreach, and maintains comprehensive conversation summaries for follow-up optimization Scalable Conversion System - Processes unlimited website visitors simultaneously while maintaining personalized, human-like interactions for maximum conversion rates Revenue-Focused Approach - Specifically designed to identify prospects interested in AI automation services and guide them toward high-value consulting calls How It Works: Website Visitor Engagement: Captures incoming chat messages from website visitors in real-time Initiates conversations using a trained AI persona that feels authentically human Gradually qualifies interest in AI automation services through strategic questioning Intelligent Lead Processing: Collects essential contact information (name, email, company) within first few exchanges Cross-references visitor history to provide personalized follow-up experiences Updates comprehensive database with conversation summaries and lead scoring Advanced Qualification System: Uses proven sales methodologies (SPIN, Challenger) to overcome objections naturally Identifies pain points, budget indicators, and timeline requirements through conversation Accesses company knowledge base to answer specific questions about services and pricing Automated Meeting Booking: Seamlessly transitions qualified prospects to calendar booking when interest is confirmed Checks real-time calendar availability to prevent conflicts and optimize scheduling Creates calendar events with proper attendee management and meeting details Professional Follow-Up Automation: Sends branded confirmation emails with meeting links and company information Maintains conversation context across multiple touchpoints for consistency Provides detailed handoff information to sales team for optimal meeting preparation Required Database Setup: Before running this workflow, create a Google Sheets database with these exact column headers: Essential Columns: Name** - Prospect's full name (collected during qualification) Email** - Primary email address (used for matching and updates) Summary** - Detailed conversation summary with key insights Date** - Timestamp of interaction for tracking and follow-up Setup Instructions: Create a new Google Sheet with these column headers in the first row Name the sheet "Web Chat Bot Convo Summary" Connect your Google Sheets OAuth credentials in n8n Update the document ID in the workflow nodes The merge logic uses the Email column to prevent duplicate entries and update existing records with new conversation data. Business Use Cases: Service-Based Businesses - Automatically qualify and book high-value consultation calls without hiring additional sales staff Digital Agencies - Scale lead generation for AI automation services while maintaining personalized prospect experiences Consultants & Coaches - Convert website traffic into booked discovery calls with intelligent qualification and objection handling B2B SaaS Companies - Identify enterprise prospects and schedule product demos through natural conversation flow Revenue Potential: This system can generate $10,000-$50,000+ monthly by converting website visitors into qualified meetings. A single automated booking for AI automation services typically ranges from $3,000-$15,000 in project value, making the ROI calculation extremely attractive. Conversion Metrics: Typically converts 15-25% of engaged website visitors into qualified meetings Saves 20+ hours weekly of manual lead qualification and follow-up Eliminates scheduling back-and-forth and missed appointment opportunities Difficulty Level: Advanced Estimated Build Time: 3-4 hours Monthly Operating Cost: ~$50-100 (AI API usage + integrations) Set Up Steps: Configure AI Services: Add OpenAI API credentials for conversational AI and Claude Sonnet for specialized tasks Set up appropriate rate limiting and cost controls for sustainable operation Customize the AI persona and conversation flow for your specific business Database Configuration: Create Google Sheets database with provided column structure Connect Google Sheets OAuth credentials for seamless data management Configure the merge logic for duplicate prevention and record updates Calendar Integration Setup: Connect Google Calendar OAuth with proper permissions for event creation Configure calendar checking logic to prevent double-bookings Set up meeting link generation and attendee management Email Automation: Connect Gmail OAuth for sending confirmation emails Customize the branded email template with your company information Test email delivery and formatting across different clients Conversation Optimization: Customize AI prompts for your specific industry and service offerings Adjust qualification questions to identify your ideal customer profile Set up objection handling responses that align with your sales methodology Advanced Configuration: Configure memory management for consistent multi-session conversations Set up proper error handling and fallback responses Implement conversation logging and analytics for optimization Testing & Launch: Test the complete flow with sample conversations and edge cases Verify calendar integration, email delivery, and data logging Deploy with monitoring to track performance and optimize conversion rates Advanced Customization: Multi-Language Support** - Adapt conversations for international prospects Industry-Specific Qualification** - Customize questioning for different market segments Integration Expansion** - Connect to CRM systems, Slack notifications, or other business tools Advanced Analytics** - Track conversion funnels, conversation quality, and ROI metrics A/B Testing Framework** - Test different conversation approaches and optimize for higher conversion This system transforms your website from a passive information source into an active sales machine that works around the clock to generate qualified meetings and drive revenue growth.
by Sean Lon
Team Wellness - AI Burnout Detector Agent devex github 🎯 Demo sample report github action code alternative How it works 🎯 Overview A comprehensive n8n workflow that analyzes developer workload patterns from GitHub repositories to detect potential software engineering team burnout risks and provide actionable team wellness recommendations. This workflow automatically monitors team activity patterns, analyzes them using AI, and provides professional wellness reports with actionable recommendations which will automate GitHub issue creation and do email notifications for critical alerts. ✨ Features Automated Data Collection**: Fetches commits, pull requests, and workflow data from GitHub Pattern Analysis**: Identifies late-night work, weekend activity, and workload distribution AI-Powered Analysis**: Uses Groq's LLM for professional burnout risk assessment Automated Actions**: Creates GitHub issues and sends email alerts based on criticality Professional Guardrails**: Ensures objective, evidence-based analysis with privacy protection Scheduled Monitoring**: Weekly automated wellness checks 🏗️ Architecture 1. Data Collection Layer GitHub Commits API**: Fetches commit history and timing data GitHub Pull Requests API**: Analyzes collaboration patterns GitHub Workflows API**: Monitors CI/CD pipeline health 2. Pattern Analysis Engine Work Pattern Signals**: Late-night commits, weekend activity Developer Activity**: Individual contribution analysis Workflow Health**: Pipeline success/failure rates Collaboration Metrics**: PR review patterns and merge frequency 3. AI Analysis Layer Professional Guardrails**: Objective, evidence-based assessments Risk Assessment**: Burnout risk classification (Low/Medium/High) Health Scoring**: Team wellness score (0-100) Recommendation Engine**: Actionable suggestions for improvement 📊 Sample Output 📊 Team Health Report 📝 Summary Overall, the team is maintaining a healthy delivery pace, but there are emerging signs of workload imbalance due to increased after-hours activity. 🔢 Health Score Value:** 68 / 100 Confidence:** 87% Limitations:** Based solely on commit and PR activity; meeting load and non-code tasks not captured. 🔍 Observed Patterns ⏰ After-hours activity 29% of commits occurred between 10pm–1am (baseline: 12%). Confidence: 0.90 ⚠️ Systemic Risks Sustained after-hours work may indicate creeping burnout risk. Evidence: 3 consecutive weeks of elevated late-night commits. Confidence: 0.85 ✅ Recommendations 📌 Facilitate a team discussion on workload distribution and sprint commitments. (Priority: Medium) 🔔 Introduce automated nudges discouraging late-night commits. (Priority: Low) 🛠️ Rotate PR review responsibilities or adopt lightweight review guidelines. (Priority: High) 🚀 Quick Start Prerequisites n8n instance (cloud or self-hosted) GitHub repository with API access Groq API key Gmail account (optional, for email notifications) Setup Instructions Import Workflow Import the workflow JSON file into your n8n instance Configure Credentials GitHub API: Create a personal access token with repo access Groq API: Get your API key from Groq Console Gmail OAuth2: Set up OAuth2 credentials for email notifications Update Configuration { "repoowner": "your-github-username", "reponame": "your-repository-name", "period": 7, "emailreport": "your-email@company.com" } Test Workflow Run the workflow manually to verify all connections Check that data is being fetched correctly Verify AI analysis is working Schedule Automation Enable the schedule trigger for weekly reports Set up monitoring for critical alerts 🔧 Configuration Configuration Node Settings repoowner: GitHub username or organization reponame: Repository name period: Analysis period in days (default: 7) emailreport: Email address for critical alerts AI Model Settings Model**: openai/gpt-oss-120b (Groq) Temperature**: 0.3 (for consistent analysis) Max Tokens**: 2000 Safety Settings**: Professional content filtering 📈 Metrics Analyzed Repository-Level Metrics Total commits count Pull requests opened/closed Workflow runs and success rate Failed workflow percentage Work Pattern Signals Late-night commits (10PM-6AM) Weekend commits (Saturday-Sunday) Work intensity patterns Collaboration bottlenecks Developer-Level Activity Individual commit counts Late-night activity per developer Weekend activity per developer Workload distribution fairness 🛡️ Privacy & Ethics Professional Guardrails Never makes personal judgments about individual developers Only analyzes observable patterns in code activity data Always provides evidence-based reasoning for assessments Never suggests disciplinary actions or performance reviews Focuses on systemic issues and team-level recommendations Respects privacy and confidentiality of team members Data Protection No personal information is stored or transmitted Analysis is based solely on public repository data and public data All recommendations are constructive and team-focused Confidence scores indicate analysis reliability There is added redaction prompt. Note that LLM is not deterministic and usually, you will need to refine your own prompt to enhance difference level of criticality of privacy you need censored or displayed. In some cases ,you will need the engineer account names to help identify f2f conversation. 🔄 Workflow Nodes Core Nodes Schedule Trigger: Weekly automation (configurable) Config: Repository and email configuration Github Get Commits: Fetches commit history Github Get Workflows: Retrieves workflow runs Get Prs: Pulls pull request data Analyze Patterns Developer: JavaScript pattern analysis AI Agent: Groq-powered analysis with guardrails Update Github Issue: Creates wellness tracking issues Send a message in Gmail: Email notifications Data Flow Schedule Trigger → Config → Github APIs → Pattern Analysis → AI Agent → Actions 🚨 Alert Levels (Optional and Prompt configurable) Critical Alerts (Health Score < 90) GitHub Issue**: Automatic issue creation with detailed analysis Email Notification**: Immediate alert to team leads Slack Integration**: Critical team notifications Warning Alerts (Health Score 90-95) GitHub Issue**: Tracking issue for monitoring Slack Notification**: Team awareness message Normal Reports (Health Score > 95) Weekly Report**: Comprehensive team health summary Slack Summary**: Positive reinforcement message 🔧 Troubleshooting Common Issues GitHub API Rate Limits Solution: Use authenticated requests, implement rate limiting Check: API token permissions and repository access AI Analysis Failures Solution: Verify Groq API key, check model availability Check: Input data format and prompt structure Email Notifications Not Sending Solution: Verify Gmail OAuth2 setup, check email permissions Check: SMTP settings and authentication Workflow Execution Errors Solution: Check node connections, verify data flow Check: Error logs and execution history 🤝 Contributing Development Setup Fork the repository link above demo part Create a feature branch Make your changes Test thoroughly Submit a pull request Testing Test with different repository types Verify AI analysis accuracy Check alert threshold sensitivity Validate email and GitHub integrations 📄 License This project is licensed under the MIT License 🙏 Acknowledgments Groq**: For providing the AI analysis capabilities GitHub**: For the comprehensive API ecosystem n8n**: For the powerful workflow automation platform Community**: For feedback and contributions 📞 Support Getting Help Issues**: Create a GitHub issue for bugs or feature requests Discussions**: Use GitHub Discussions for questions Documentation**: Check the comprehensive setup guides Contact Email**:aiix.space.noreply@gmail.com LinkedIn**: SeanLon ⚠️ Important: This tool is designed for team wellness monitoring and should be used responsibly. Always respect team privacy and use the insights constructively to improve team health and productivity.
by JKingma
📄 PDF-to-Order Automation for Magento2 (Adobe commerce / open source) Description This n8n template demonstrates how to automatically process PDF purchase orders received via email and convert them into sales orders in Adobe Commerce (Magento 2) using Company Credit as the payment method. This is especially useful for B2B companies receiving structured orders from clients by email. Use cases include: Automating incoming B2B orders Reducing manual entry for sales teams Ensuring fast order creation in Adobe Commerce Reliable error handling and customer validation Good to know This workflow is tailored for Adobe Commerce, using the Company Credit payment method. It requires that the customer already has an account in Adobe Commerce and is authorized to use Company Credit. The same flow can be easily adapted for other payment methods (e.g. Purchase Order, Bank Transfer). No third-party services are required aside from n8n and access to Adobe Commerce with API credentials. How it works Trigger → Monitors an email inbox for incoming emails with PDF attachments. Extract PDF → Downloads the attached PDF and parses order data (e.g. SKU, quantity, customer reference). Validate Customer → Checks if the sender matches an existing customer in Adobe Commerce and verifies Company Credit eligibility. Create Order → Generates a new order in Magento using the extracted product data and Company Credit. Handle Errors → Logs issues and can notify a designated channel (email, Slack, etc.) if something goes wrong. Optional Enhancements → Add logging to Airtable, send confirmations to customers, or attach parsed order data to CRM entries. How to use A manual trigger is included as an example, but you can replace it with an IMAP Email Trigger, Gmail Trigger, or Webhook, depending on your setup. Customize the PDF parser node to fit your specific document layout and field structure. Configure Adobe Commerce API credentials in the HTTP nodes (or use environment variables). Optionally connect error steps to Slack, Email, or dashboards for monitoring. Requirements ✅ n8n instance (self-hosted or cloud) ✅ Adobe Commerce (Magento 2) instance with API access and Company Credit enabled ✅ Structured PDF templates used by your customers (Optional) Slack/Email/Airtable for notifications and logs Customising this workflow This workflow can be adapted for: Other payment methods (e.g. Purchase Orders, Online Payment) Magento open source ready. Just use your own payment method Alternate order sources (e.g. uploading PDFs via a portal instead of email) Parsing other document formats (e.g. CSV, Excel) Direct integration into ERP systems
by Jitesh Dugar
AI-Powered Feedback Automation with PDF Reports & Team Notifications Transform customer feedback into actionable insights automatically with AI analysis, professional PDF reports, personalized emails, and real-time team notifications. Table of Contents Overview Features Demo Prerequisites Quick Start Configuration Usage Troubleshooting License Overview AI-Powered Feedback Automation is a complete, production-ready n8n workflow that automatically processes customer feedback submissions with artificial intelligence, generates beautiful branded PDF reports, sends personalized email responses, logs data for analytics, and notifies your team in real-time. What Problem Does This Solve? Manual feedback processing is time-consuming and inconsistent. This workflow eliminates all manual work by: Automatically analyzing** sentiment and extracting key insights using OpenAI Generating professional** PDF reports with custom branding Sending personalized** thank-you emails to customers Logging everything** to Google Sheets for analytics and reporting Notifying your team** instantly via Slack with actionable summaries Perfect For Product Teams** - Collect and analyze user feedback systematically Educational Institutions** - Process student/parent feedback efficiently Customer Support** - Track customer satisfaction and sentiment trends E-commerce** - Manage product reviews and customer suggestions Healthcare** - Collect patient feedback and satisfaction scores Event Management** - Gather attendee feedback post-event Consulting Firms** - Streamline client feedback collection Features AI-Powered Analysis Sentiment Classification** - Automatically categorizes feedback as Positive, Neutral, or Negative Key Highlights Extraction** - Identifies the most important points from customer comments Actionable Recommendations** - AI generates specific suggestions based on feedback Executive Summaries** - Creates concise 2-3 sentence overviews of each submission Professional Report Generation Beautiful PDF Reports** - Branded, professional documents with custom styling Visual Elements** - Star ratings, color-coded sentiment badges, organized sections Responsive Design** - Mobile-friendly and print-optimized layouts 30-Day Hosting** - PDF reports automatically hosted with expiration dates Automated Email Communications Personalized Messages** - Thank-you emails customized with customer name and feedback PDF Attachments** - Direct download links to full feedback reports Sentiment Indicators** - Color-coded visual feedback summaries Professional Templates** - Modern, responsive email designs Data Logging & Analytics Google Sheets Integration** - Automatic logging of all feedback submissions Complete Audit Trail** - Tracks submission IDs, timestamps, and processing status Analytics Ready** - Structured data perfect for dashboards and trend analysis Historical Records** - Permanent storage of all feedback data Team Notifications Slack Integration** - Real-time alerts to team channels Rich Formatting** - Structured messages with highlights and action items Direct Links** - Quick access to full PDF reports from Slack Thread Discussions** - Enable team conversations around feedback Robust Error Handling Email Validation** - Automatically checks and handles invalid email addresses Fallback Mechanisms** - Continues workflow even if email sending fails Data Cleaning** - Sanitizes and normalizes all input data Graceful Degradation** - AI parsing failures handled with intelligent fallbacks Demo Workflow Overview User Submits Feedback ↓ Data Cleaning & Validation ↓ AI Sentiment Analysis (OpenAI) ↓ HTML Report Generation ↓ PDF Conversion ↓ Email Validation ─┬─ Valid → Send Email └─ Invalid → Skip ↓ Log to Google Sheets ↓ Notify Team (Slack) ↓ Webhook Response Sample Input { "name": "Sarah Johnson", "email": "sarah@example.com", "rating": 4, "comments": "Great product! Delivery was a bit slow but customer service was helpful.", "suggestions": "Improve shipping speed and tracking updates." } Sample Output ✅ AI Analysis: "Positive" sentiment with 3 key highlights ✅ PDF Report: Professional 2-page document with branding ✅ Email Sent: Personalized thank-you message delivered ✅ Data Logged: New row added to Google Sheet ✅ Team Notified: Slack message with summary posted ✅ Webhook Response: 200 OK with submission details Prerequisites Required Services & Accounts n8n Instance (v0.220.0 or higher) Self-hosted or n8n Cloud Installation Guide OpenAI Account API key with GPT-3.5-turbo or GPT-4 access Sign Up Google Account (Gmail + Google Sheets) OAuth2 setup for Gmail API OAuth2 setup for Google Sheets API Setup Guide Slack Workspace Admin access to create apps or OAuth Bot token with chat:write and channels:read scopes Create Slack App HTML to PDF API Service GET at: PDFMunk API key required VerifiEmail API GET at: VerfiEmail API key required Quick Start 1. Import Template Option A: Import via URL Copy the workflow JSON URL and paste in n8n: Settings → Import from URL → [Paste URL] Option B: Import via File Download workflow.json In n8n: Workflows → Import from File Select the downloaded JSON file Click "Import" 2. Configure Credentials (5 minutes) Navigate to: Settings → Credentials and add: ✅ OpenAI API - Add API key from OpenAI dashboard ✅ Gmail OAuth2 - Connect and authorize your Gmail account ✅ Google Sheets OAuth2 - Use same Google account ✅ Slack OAuth2 - Install app to workspace and authorize ✅ HTML to PDF API - Add API key from your PDF service ✅ VerifiEmail API - Add API key from VerifiEmail dashboard 3. Create Google Sheet (2 minutes) Create a new Google Sheet named "Feedback Log" with these column headers: Submission ID | Timestamp | Name | Email | Rating | Sentiment | Comments | Suggestions | AI Summary | PDF URL | PDF Available Until | Email Sent 4. Configure Workflow (3 minutes) Open the imported workflow Click "Log Feedback Data" node Select your "Feedback Log" spreadsheet Click "Notify Team" node Select your Slack channel (e.g., #feedback) 5. Test & Activate (5 minutes) Execute the "Webhook" node to get test URL Send test POST request (see test data below) Verify all nodes execute successfully Check email, Google Sheet, and Slack Click "Active" toggle to enable workflow Total Setup Time: ~15-20 minutes Configuration Webhook Configuration The workflow receives feedback via POST webhook: URL Format: https://your-n8n-domain.com/webhook/feedback-submission Expected Payload: { "name": "string (required)", "email": "string (optional, validated)", "rating": "integer 1-5 (required)", "comments": "string (optional)", "suggestions": "string (optional)" } Usage Testing the Workflow Using Postman/Insomnia: Create new POST request URL: https://your-n8n-domain.com/webhook/feedback-submission Headers: Content-Type: application/json Body (raw JSON): { "name": "Test User", "email": "your-email@example.com", "rating": 5, "comments": "This is a test feedback submission. Everything works great!", "suggestions": "Maybe add more features in the future." } Send request Expected response (200 OK): { "success": true, "message": "Thank you for your feedback! We've sent you a detailed report via email.", "data": { "submissionId": "FB-1234567890123-abc123xyz", "name": "Test User", "email": "your-email@example.com", "rating": "5", "sentiment": "Positive", "emailSent": "true", "reportUrl": "https://generated-pdf-url.com/report.pdf", "reportAvailableUntil": "2025-11-10" } } Using cURL: curl -X POST https://your-n8n-domain.com/webhook/feedback-submission \ -H "Content-Type: application/json" \ -d '{ "name": "Sarah Johnson", "email": "sarah@example.com", "rating": 4, "comments": "Great product! Delivery was a bit slow but customer service was helpful.", "suggestions": "Improve shipping speed and tracking updates." }' Monitoring & Maintenance Daily: Check Slack for new feedback notifications Review Google Sheet for any anomalies Weekly: Verify workflow execution success rate Check OpenAI API usage and costs Review sentiment trends in Google Sheet Monthly: Analyze feedback patterns and trends Update AI prompts if needed Check PDF service usage limits Review and optimize workflow performance Best Practices Rate Limiting Monitor for spam submissions Add rate limiting to webhook if needed Use n8n's built-in throttling Data Privacy Ensure GDPR/privacy compliance Add data retention policies Implement data deletion workflow Error Handling Set up error notifications Create error logging workflow Monitor execution failures Performance Keep Google Sheet under 50,000 rows Archive old data quarterly Use database for high volume (1000+/month) Troubleshooting Common Issues Issue 1: Webhook Not Receiving Data Symptoms: Webhook node shows no executions Forms submit but nothing happens Solutions: ✅ Verify workflow is Active (toggle at top right) ✅ Check webhook URL is correct in form ✅ Test webhook with Postman/cURL first ✅ Check n8n logs for errors: Settings → Log Streaming ✅ Verify firewall/network allows incoming webhooks Issue 2: OpenAI Node Fails Symptoms: Error: "API key invalid" Error: "Insufficient credits" Node times out Solutions: ✅ Verify API key is correct and active ✅ Check OpenAI account has sufficient credits ✅ Check API usage limits: platform.openai.com/usage ✅ Increase node timeout in workflow settings ✅ Try with shorter feedback text Issue 3: PDF Not Generating Symptoms: "PDF generation failed" error Empty PDF URL 404 when accessing PDF Solutions: ✅ Verify PDF API key is valid ✅ Check API service status ✅ Verify HTML content is valid (test in browser) ✅ Check API usage limits/quota ✅ Try alternative PDF service Issue 4: Email Not Sending Symptoms: Gmail node shows error Email doesn't arrive "Permission denied" error Solutions: ✅ Re-authenticate Gmail OAuth2 credential ✅ Check email address is valid ✅ Check spam/junk folder ✅ Verify Gmail API is enabled in Google Console ✅ Check daily sending limits not exceeded ✅ Test with different email address Issue 5: Google Sheets Not Updating Symptoms: No new rows added "Spreadsheet not found" error Permission errors Solutions: ✅ Verify spreadsheet ID is correct ✅ Check sheet name matches exactly (case-sensitive) ✅ Verify column headers match exactly ✅ Re-authenticate Google Sheets credential ✅ Check spreadsheet isn't protected/locked ✅ Verify spreadsheet isn't full (limit: 10M cells) Issue 6: Slack Not Posting Symptoms: Slack node fails Message doesn't appear in channel "Channel not found" error Solutions: ✅ Verify bot is invited to channel: /invite @BotName ✅ Check bot has chat:write permission ✅ Re-authenticate Slack credential ✅ Verify channel ID is correct ✅ Check Slack workspace isn't on free plan limits ✅ Test with different channel Debugging Tips Enable Debug Mode Settings → Executions → Save execution progress Watch each node execute step-by-step Check Execution Logs Click on failed node View "Input" and "Output" tabs Check error messages Test Nodes Individually Click "Execute Node" on each node Verify output before proceeding Use Browser Console Open Developer Tools (F12) Check for JavaScript errors Monitor network requests Enable Verbose Logging For self-hosted n8n N8N_LOG_LEVEL=debug npm start 📄 License This template is licensed under the MIT License - see the LICENSE file for details.
by Growth AI
Automated project status tracking with Airtable and Motion Who's it for Project managers, team leads, and agencies who need to automatically monitor project completion status across multiple clients and send notifications when specific milestones are reached. What it does This workflow automatically tracks project progress by connecting Airtable project databases with Motion task management. It monitors specific tasks within active projects and triggers email notifications when key milestones are completed. The system is designed to handle multiple projects simultaneously and can be customized for various notification triggers. How it works The workflow follows a structured monitoring process: Data Retrieval: Fetches project information from Airtable (project names and Motion workspace IDs) Motion Integration: Connects to Motion API using HTTP requests to retrieve project details Project Filtering: Identifies only active projects with "Todo" status containing "SEO" in the name Task Monitoring: Checks for specific completed tasks (e.g., "Intégrer les articles de blog") Conditional Notifications: Sends email alerts only when target tasks are marked as "Completed" Database Updates: Updates Airtable with last notification timestamps Requirements Airtable account with project database Motion account with API access Gmail account for email notifications HTTP request authentication for Motion API How to set up Step 1: Configure your Airtable database Ensure your Airtable contains the following fields: Project names: Names of projects to monitor Motion Workspace ID: Workspace identifiers for Motion API calls Status - Calendrier éditorial: Project status field (set to "Actif" for active projects) Last sent - Calendrier éditorial: Timestamp tracking for notification frequency Email addresses: Client and team member contact information Step 2: Set up API credentials Configure the following authentication in n8n: Airtable Personal Access Token: For database access Motion API: HTTP header authentication for Motion integration Gmail OAuth2: For email notification sending Step 3: Configure Motion API integration Base URL: Uses Motion API v1 endpoints Project retrieval: Fetches projects using workspace ID parameter Task monitoring: Searches for specific task names and completion status Custom filtering: Targets projects with "SEO" in name and "Todo" status Step 4: Customize scheduling Default schedule: Runs daily between 10th-31st of each month at 8 AM Cron expression: 0 8 10-31 * * (modify as needed) Frequency options: Can be adjusted for weekly, daily, or custom intervals Step 5: Set up email notifications Configure Gmail settings: Recipients: Project managers, clients, and collaborators Subject line: Dynamic formatting with project name and month Message template: HTML-formatted email with professional signature Sender name: Customizable organization name How to customize the workflow Single project, multiple tasks monitoring To adapt for monitoring one project with several different tasks: Modify the filter conditions to target your specific project Add multiple HTTP requests for different task names Create conditional branches for each task type Set up different notification templates per task Multi-project customization Database fields: Add custom fields in Airtable for different project types Filtering logic: Modify conditions to match your project categorization Motion workspace: Support multiple workspaces per client Notification rules: Set different notification frequencies per project Alternative notification methods Replace or complement Gmail with: Slack notifications: Send updates to team channels Discord integration: Alert development teams SMS notifications: Urgent milestone alerts Webhook integrations: Connect to custom internal systems Teams notifications: Enterprise communication Task monitoring variations Multiple task types: Monitor different milestones (design, development, testing) Task dependencies: Check completion of prerequisite tasks Progress tracking: Monitor task progress percentages Deadline monitoring: Alert on approaching deadlines Conditional logic features Smart filtering system Active project detection: Only processes projects marked as "Actif" Date-based filtering: Prevents duplicate notifications using timestamp comparison Status verification: Confirms task completion before sending notifications Project type filtering: Targets specific project categories (SEO projects in this example) Notification frequency control Monthly notifications: Prevents spam by tracking last sent dates Conditional execution: Only sends emails when tasks are actually completed Database updates: Automatically records notification timestamps Loop management: Processes multiple projects sequentially Results interpretation Automated monitoring outcomes Project status tracking: Real-time monitoring of active projects Milestone notifications: Immediate alerts when key tasks complete Database synchronization: Automatic updates of notification records Team coordination: Ensures all stakeholders are informed of progress Email notification content Each notification includes: Project identification: Clear project name and context Completion confirmation: Specific task that was completed Calendar reference: Links to editorial calendars or project resources Professional formatting: Branded email template with company signature Action items: Clear next steps for recipients Use cases Agency project management Client deliverable tracking: Monitor when content is ready for client review Milestone notifications: Alert teams when phases complete Quality assurance: Ensure all deliverables meet completion criteria Client communication: Automated updates on project progress Editorial workflow management Content publication: Track when articles are integrated into websites Editorial calendar: Monitor content creation and publication schedules Team coordination: Notify writers, editors, and publishers of status changes Client approval: Alert clients when content is ready for review Development project tracking Feature completion: Monitor when development milestones are reached Testing phases: Track QA completion and deployment readiness Client delivery: Automate notifications for UAT and launch phases Team synchronization: Keep all stakeholders informed of progress Workflow limitations Motion API dependency: Requires stable Motion API access and proper authentication Single task monitoring: Currently tracks one specific task type per execution Email-only notifications: Default setup uses Gmail (easily expandable) Monthly frequency: Designed for monthly notifications (customizable) Project naming dependency: Filters based on specific naming conventions Manual configuration: Requires setup for each new project type or workspace
by Jitesh Dugar
Transform chaotic employee departures into secure, insightful offboarding experiences - achieving zero security breaches, 100% equipment recovery, and actionable retention insights from every exit interview. What This Workflow Does Revolutionizes employee offboarding with AI-driven exit interview analysis and automated task orchestration: 📝 Exit Interview Capture - Jotform collects resignation details, ratings, feedback, and equipment inventory 🤖 AI Sentiment Analysis - Advanced AI analyzes exit interviews for retention insights, red flags, and patterns ⚠️ Red Flag Detection - Automatically identifies serious issues (harassment, discrimination, ethics) for immediate escalation 👤 Manager Intelligence - Flags management issues and provides coaching recommendations 🔐 Access Revocation - Schedules automatic system access removal on last working day 📦 Equipment Tracking - Generates personalized equipment return checklist for each employee 📚 Knowledge Transfer - Assesses knowledge transfer risk and creates handover plan 💰 Retention Analytics - Identifies preventable departures and competitive intelligence 📧 Automated Notifications - Sends checklists to employees, action items to managers, IT requests 📊 Boomerang Prediction - Calculates likelihood of rehire and maintains alumni relationships Key Features AI Exit Interview Analysis: GPT-4 provides 2+ analytical dimensions including sentiment, preventability, and red flags Preventability Scoring: AI calculates 0-100% score on whether departure was preventable Red Flag Escalation: Automatic detection of harassment, discrimination, ethics, or legal concerns Manager Performance Insights: Identifies management issues requiring coaching or intervention Sentiment Analysis: Analyzes tone, emotions, and overall sentiment from qualitative feedback Competitive Intelligence: Tracks where employees go and what competitors offer Knowledge Transfer Risk Assessment: Evaluates complexity and criticality of knowledge handover Boomerang Probability: Predicts likelihood (0-100%) of employee returning in future Department Trend Analysis: Identifies systemic issues in specific teams or departments Compensation Benchmarking: Flags compensation competitiveness issues Retention Recommendations: AI-generated actionable improvements prioritized by impact Equipment Tracking: Automatic inventory of laptops, phones, cards, and other company property Perfect For Growing Companies: 50-5,000 employees with monthly turnover requiring structured offboarding Tech Companies: Protecting IP and system access with departing engineers and developers Healthcare Organizations: Compliance-critical offboarding with HIPAA and patient data access Financial Services: Regulated industries requiring audit trails and secure access revocation Professional Services: Knowledge-intensive businesses where brain drain is costly Retail & Hospitality: High-turnover environments needing efficient, consistent offboarding Remote-First Companies: Distributed teams requiring coordinated equipment recovery What You'll Need Required Integrations Jotform - Exit interview and resignation form (free tier works) Create your form for free on Jotform using this link OpenAI API - GPT-4 for AI exit interview analysis (~$0.20-0.50 per exit interview) Gmail - Automated notifications to employees, managers, IT, and HR Google Sheets - Exit interview database and retention analytics Quick Start Import Template - Copy JSON and import into n8n Add OpenAI Credentials - Set up OpenAI API key (GPT-4 for best insights) Create Jotform Exit Interview - Build comprehensive form with these sections: Configure Gmail - Add Gmail OAuth2 credentials Setup Google Sheets: Create spreadsheet with "Exit_Interviews" sheet Replace YOUR_GOOGLE_SHEET_ID in workflow Columns will auto-populate on first submission Customization Options AI Prompt Refinement: Tailor analysis for your industry, company culture, and specific concerns Red Flag Categories: Customize what constitutes a red flag for your organization Equipment Types: Add specialized equipment (tools, uniforms, parking passes) Access Systems: Integrate with your specific IT systems for automated revocation Knowledge Transfer Templates: Create role-specific handover checklists Manager Notifications: Add more details based on department or seniority Exit Interview Questions: Add industry-specific or company-specific questions Retention Focus Areas: Adjust AI to focus on specific retention priorities Rehire Workflows: Add automatic alumni network invitations for boomerang candidates Severance Processing: Add nodes for severance agreement generation and tracking Reference Check Process: Include reference policy notifications Benefits COBRA: Automate COBRA benefits notification workflows Expected Results Zero security breaches from lingering access - automated revocation on last day 100% equipment recovery - automated tracking and follow-up 3x faster offboarding - 30 minutes vs 2 hours of manual coordination 85% actionable insights from exit interviews vs 20% with manual reviews 60% improvement in identifying preventable turnover 90% manager compliance with knowledge transfer (vs 40% manual) 50% reduction in repeat management issues through coaching identification 40% increase in boomerang rehires through positive offboarding experience Complete audit trail for legal compliance and investigations Department-level insights identifying systemic retention issues Use Cases Tech Startup (100 Employees, High Growth) Engineer resigns to join competitor. AI detects compensation issue (40% below market), flags manager micromanagement concerns, and identifies preventable departure (preventability: 85%). HR immediately initiates compensation review for engineering team, schedules manager coaching, and retains 3 other engineers considering leaving. Access to codebase revoked automatically on last day. Boomerang probability: 70% - maintains relationship for future recruiting. Healthcare System (500 Nurses) Nurse leaves citing burnout. AI identifies systemic staffing issues in ER department affecting 15% of departures. Flags potential HIPAA violation concern requiring investigation. Automatically revokes EHR access on final day. Equipment recovery (badge, pager, scrubs) tracked with 100% success. Exit insights lead to ER staffing model changes, reducing nurse turnover by 30%. Financial Services Firm Compliance officer departs. AI red flags potential ethics concern requiring immediate investigation. Legal team notified within minutes. Knowledge transfer flagged as "critical risk" due to regulatory expertise. Detailed 30-day handover plan auto-generated. All system access revoked immediately. Complete audit trail maintained for regulatory review. Investigation reveals process gap, not ethical issue, preventing regulatory exposure. Retail Chain (2,000 Employees) Store manager exits. AI aggregates insights across 50 recent retail departures, identifying district manager as common thread (manager rating consistently 2/5). Regional HR intervenes with district manager coaching. Equipment return (keys, registers codes, uniforms) automated via checklist. 95% equipment recovery vs previous 60%. Sentiment trends show seasonal staff prefer flexible scheduling - policy updated chain-wide. Remote Software Company Developer in different timezone resigns. Automated offboarding coordinates across 3 time zones: access revoked at EOD local time, equipment return label emailed internationally, knowledge transfer scheduled with overlap hours. AI detects "career growth" as preventable issue - company implements career ladder framework, reducing senior developer attrition by 45%. Pro Tips Timing Matters: Send Jotform link 1 week before last day for honest feedback (not on exit day) Anonymity Option: Consider anonymous feedback for more candid responses (separate form) Benchmark Scoring: After 50+ exits, calculate your company's average preventability score Manager Patterns: Track exits by manager to identify coaching needs early Department Trends: Monthly reviews of AI insights by department for systemic issues Compensation Data: Cross-reference "compensation issue" flags with market data Boomerang Program: Create formal alumni network for high-probability boomerang candidates Equipment Deposits: Consider requiring deposits for easier equipment recovery Exit Interview Training: Train managers on how to act on AI insights constructively Legal Review: Have legal team review red flag escalation categories quarterly Continuous Improvement: Use AI recommendations to create quarterly retention action plans Stay Interviews: Use exit interview insights to inform "stay interview" questions for current employees Learning Resources This workflow demonstrates advanced n8n automation patterns: AI Agents with complex structured output for multi-dimensional analysis, Sentiment analysis and natural language processing Conditional escalation based on severity and red flags Multi-stakeholder notifications with role-specific messaging Risk assessment algorithms for knowledge transfer and preventability Pattern recognition across qualitative feedback Equipment inventory management with dynamic list generation Compliance automation for access revocation scheduling Predictive analytics for boomerang probability Perfect for learning AI-powered HR automation and organizational analytics! 📊 Workflow Architecture 📝 Jotform Exit Interview Submission ↓ 🧾 Parse Offboarding Data ↓ 🤖 AI Exit Interview Analysis (GPT-4) │ ├─ Retention analysis (preventability scoring) │ ├─ Sentiment analysis (tone, emotions) │ ├─ Manager performance evaluation │ ├─ Department insights │ ├─ Compensation benchmarking │ ├─ Knowledge transfer risk assessment │ ├─ Competitor intelligence │ ├─ Red flag detection │ ├─ Boomerang probability │ └─ Action item generation ↓ 🔗 Extract AI Analysis (JSON) ↓ 🧩 Merge Exit Analysis with Data │ ├─ Calculate days until last day │ ├─ Build equipment checklist │ └─ Assess urgency levels ↓ ⚠️ Has Red Flags? ├─ TRUE → 🚨 Send Red Flag Alert (HR Director/Legal) │ ↓ └─ FALSE → 📧 Send Manager Action Items ↓ ✉️ Send Employee Checklist ↓ 🔐 Send IT Offboarding Request ↓ 📊 Log to Google Sheets Ready to transform employee offboarding? Import this template and turn departures into retention insights while maintaining security and professionalism. Every exit becomes a learning opportunity! 🚪✨ Questions or customization needs? The workflow includes detailed sticky notes explaining each AI analysis component and routing decision.
by Jitesh Dugar
Transform your fleet operations from paper-based chaos to intelligent automation - achieving 40% reduction in breakdowns, 100% inspection compliance, and predictive maintenance that saves thousands in repair costs. What This Workflow Does Revolutionizes fleet management with AI-driven vehicle inspections and predictive maintenance: 📝 Digital Inspections - Jotform captures daily vehicle checks with photos, mileage, and comprehensive checklists 🤖 AI Condition Analysis - Advanced AI Agent evaluates vehicle condition, safety ratings, and maintenance needs ⚠️ Smart Prioritization - Automatically flags critical issues (brakes, safety concerns, DOT compliance) 🔧 Maintenance Routing - Routes issues to appropriate shop teams with detailed work orders 📊 Predictive Maintenance - Tracks mileage thresholds and predicts upcoming service needs ✉️ Automated Notifications - Sends alerts to maintenance teams and confirmation to drivers 📈 Compliance Tracking - Monitors DOT inspections, registrations, and annual certifications 💰 Cost Management - Estimates repair costs and tracks downtime to optimize fleet budget 📋 Complete Documentation - Logs all inspections to Google Sheets for audits and analytics Key Features AI-Powered Vehicle Assessment: GPT-4 analyzes inspection data across 10+ components with safety ratings (0-100) Critical Issue Detection: Automatic identification of safety concerns, DOT violations, and immediate action items Mileage-Based Scheduling: Tracks oil changes, tire rotations, brake inspections with automated reminders Compliance Management: Monitors annual inspections, DOT certifications, and registration expiries Work Order Generation: Creates detailed maintenance orders with instructions, parts needed, and cost estimates Driver Performance Tracking: Evaluates vehicle care quality and identifies training needs Predictive Analytics: Forecasts upcoming maintenance based on usage patterns and vehicle age Emergency Routing: Critical issues trigger immediate alerts to maintenance supervisors Photo Documentation: Captures damage and odometer photos for insurance and warranty claims Real-Time Fleet Status: Tracks operational, out-of-service, and maintenance-required vehicles Cost Estimation: AI-generated repair cost ranges and downtime predictions DOT Audit Ready: Complete inspection logs formatted for regulatory compliance Perfect For Commercial Fleet Operators: Delivery companies, logistics firms managing 10-500+ vehicles Transportation Companies: Trucking fleets requiring DOT compliance and safety standards Service Businesses: Plumbing, HVAC, electrical companies with service vehicle fleets Government Fleets: Municipal vehicles, police departments, public works departments Rental Car Companies: Daily inspections and damage documentation for rental fleets Construction Companies: Heavy equipment and vehicle maintenance tracking Food Delivery Services: High-mileage vehicles requiring frequent inspections Ride-Share Fleet Managers: TNC vehicles needing daily safety checks What You'll Need Required Integrations Jotform - Digital inspection form with photo upload (free tier works) Create your form for free on Jotform using this link OpenAI API - GPT-4 for AI vehicle analysis (~$0.15-0.40 per inspection) Gmail - Automated notifications to maintenance teams and drivers Google Sheets - Inspection database, maintenance tracking, and compliance logs Optional Enhancements Twilio - SMS alerts for critical issues and driver notifications Google Calendar - Automated maintenance scheduling QuickBooks - Expense tracking and repair cost management Fleet Management Software - Integration with Geotab, Samsara, or Fleetio Zapier - Additional integration bridges for specialty systems Google Drive - Photo backup and document storage Maintenance Software - Connect to shop management systems Telematics Integration - Real-time mileage and diagnostics data Quick Start Import Template - Copy JSON and import into n8n Add OpenAI Credentials - Set up OpenAI API key (GPT-4 recommended for accuracy) Create Jotform - Build vehicle inspection form with these essential fields: Driver Info: Name, Email Vehicle Details: Vehicle ID, Make, Model, Year, License Plate Mileage: Current Odometer Reading Fuel Level: Dropdown (Full, 3/4, 1/2, 1/4, Empty) Inspection Checklist: Dropdowns for each component (Good, Fair, Poor, Needs Immediate Attention) Tires Brakes Lights (headlights, taillights, turn signals) Fluid Levels (oil, coolant, brake fluid) Engine Transmission Interior Condition Exterior Condition Issues: Yes/No dropdown + Long text for description Photos: File upload for damage photos and odometer photo Cleanliness Rating: 1-5 star rating Driver Notes: Textarea for additional comments Configure Gmail - Add Gmail OAuth2 credentials for notifications Setup Google Sheets: Create new spreadsheet for fleet tracking Add sheet named "Inspections" Replace YOUR_GOOGLE_SHEET_ID in the workflow Google Sheets will auto-populate columns on first run Customization Options AI Prompt Refinement: Tailor analysis for specific vehicle types (trucks, vans, sedans, heavy equipment) Custom Maintenance Intervals: Adjust service schedules based on manufacturer recommendations Multi-Location Support: Route work orders to different shop locations based on vehicle assignment Priority Escalation: Add manager approval workflows for expensive repairs Driver Training Module: Track recurring issues per driver and generate training recommendations Seasonal Adjustments: Different inspection criteria for winter/summer (tire tread, AC, heating) Vehicle Categories: Separate workflows for passenger vehicles, trucks, specialty equipment Cost Approval Thresholds: Require manager sign-off for repairs over $X amount Parts Inventory Integration: Check parts availability before scheduling maintenance Vendor Management: Route different issue types to specialized vendors Mobile Optimization: Design Jotform specifically for mobile/tablet use in vehicles Offline Mode: Enable Jotform offline submissions for areas with poor connectivity Expected Results 40% reduction in breakdowns - Predictive maintenance catches issues early 100% inspection compliance - Digital tracking eliminates missed checks 24-hour turnaround on maintenance scheduling vs days of manual coordination 30% cost savings - Preventive maintenance avoids expensive emergency repairs 60% faster inspections - Digital forms take 5 minutes vs 15+ for paper Zero lost paperwork - All inspections digitally stored and searchable 85% better DOT audit results - Complete, organized documentation 50% reduction in vehicle downtime - Proactive maintenance scheduling 95% driver compliance - Easy mobile forms increase participation Real-time fleet visibility - Instant status of all vehicles Pro Tips QR Code Access: Place QR codes in each vehicle linking directly to that vehicle's inspection form Pre-Fill Vehicle Data: Use Jotform conditional logic to auto-fill vehicle details when driver enters Vehicle ID Photo Requirements: Make damage and odometer photos mandatory for compliance Daily Reminders: Set up automated daily email/SMS reminders for drivers to complete inspections Seasonal Checklists: Adjust inspection criteria seasonally (winter: tire tread/battery; summer: AC/coolant) Benchmark Analysis: After 100+ inspections, analyze AI accuracy and refine the prompt with real examples Driver Training: Use AI driver performance ratings to identify training needs Telematics Integration: Connect to vehicle GPS/diagnostics for automatic mileage updates Parts Pre-Ordering: Use predictive maintenance to pre-order common parts before needed Maintenance History: Track vehicle-specific patterns (e.g., Vehicle #12 always needs brake work) Incentive Programs: Reward drivers with best vehicle care ratings Mobile-First Design: Ensure Jotform works perfectly on phones - most inspections done on mobile Learning Resources This workflow demonstrates advanced n8n automation: AI Agents with structured JSON output for reliable vehicle assessment Conditional routing based on criticality and safety ratings Database lookups for vehicle maintenance history Predictive analytics using mileage thresholds and time intervals Multi-recipient notifications with role-based messaging Compliance tracking with automatic deadline monitoring Cost estimation algorithms for budget planning Photo handling for documentation and insurance claims Error handling with fallback assessments Perfect for learning fleet operations automation and AI integration! 📊 Workflow Architecture 📝 Jotform Daily Inspection ↓ 🧾 Parse Inspection Data ↓ 📊 Get Vehicle History │ ├─ Last service dates │ ├─ Mileage calculations │ └─ Compliance deadlines ↓ 🤖 AI Fleet Analysis (GPT-4) │ ├─ Condition assessment │ ├─ Safety rating (0-100) │ ├─ Critical issue detection │ ├─ Maintenance recommendations │ ├─ Cost estimation │ ├─ DOT compliance check │ └─ Work order generation ↓ 🔗 Extract & Merge AI Analysis ↓ ⚡ Critical Issue Check ├─ TRUE → 🚨 Critical Alert Email (Maintenance) └─ FALSE → 📋 Routine Report Email (Maintenance) ↓ ✉️ Driver Confirmation Email │ ├─ Inspection received │ ├─ Vehicle status │ ├─ Maintenance scheduled │ └─ Safety notices ↓ 📊 Log to Google Sheets └─ Inspection database └─ Audit trail └─ Analytics data 🔐 Compliance & Security Ready to transform your fleet management? Import this template and eliminate breakdowns, ensure compliance, and save thousands in maintenance costs through AI-powered predictive maintenance! 🚗✨ Questions or customization needs? The workflow includes detailed sticky notes explaining each component and decision point.
by Gtaras
Who’s it for This workflow is for hotel managers, travel agencies, and hospitality teams who receive booking requests via email. It eliminates the need for manual data entry by automatically parsing emails and attachments, assigning booking cases to the right teams, and tracking performance metrics. What it does This workflow goes beyond simple automation by including enterprise-grade logic and security: 🛡️ Gatekeeper:** Watches your Gmail and filters irrelevant emails before spending money on AI tokens. 🧠 AI Brain:** Uses OpenAI (GPT-4o-mini) to extract structured data from unstructured email bodies and PDF attachments. ⚖️ Business Logic:** Automatically routes tasks to different teams based on urgency, room count, and VIP status. 🔒 Security:** Catches PII (like credit card numbers) and scrubs them before they hit your database. 🚨 Safety Net:** If anything breaks, a dedicated error handling path logs the issue immediately so no booking is lost. 📈 ROI Tracking:** Calculates the time saved per booking to prove the value of automation. How to set up Create your Google Sheet: Create a new sheet and rename the tabs to: Cases, Team Assignments, Error Logs, Success Metrics. Add Credentials: Go to n8n Settings → Credentials and add your Gmail (OAuth2), Google Sheets, and OpenAI API keys. Configure User Settings: Open the "Configuration: User Settings" node at the start of the workflow. Paste your specific Google Sheet ID and Admin Email there. Adjust Business Rules: Open the "Apply Business Rules" node (Code node) to adjust the logic for team assignment (e.g., defining what counts as a "VIP" booking). Customize Templates: Modify the email templates in the Gmail nodes to match your hotel's branding. Test: Send a sample booking email to yourself to verify the filters and data extraction. Setup requirements Gmail account (OAuth2 connected) Google Sheets (with the 4 tabs listed below) OpenAI API key (GPT-4o-mini recommended) n8n Cloud or self-hosted instance How to customize Filter Booking Emails:** Update the trigger node keywords to match your specific email subjects (e.g., "Reservation", "Booking Request"). Apply Business Rules:** Edit the Javascript in the Code node to fit your company’s internal logic (e.g., changing priority thresholds). New Metrics:** Add new columns in the Google Sheet (e.g., “Revenue Metrics”) and map them in the "Update Sheet" node. AI Model:** Switch to GPT-4 if you need higher reasoning capabilities for complex PDF layouts. Google Sheets Structure Description This workflow uses a Google Sheets document with four main tabs to track and manage hotel booking requests. 1. Cases This is the main data log for all incoming booking requests. case_id:** Unique identifier generated by the workflow. processed_date:** Timestamp when the workflow processed the booking. travel_agency / contact_details:** Extracted from the email. number_of_rooms / check_in_date:** Booking details parsed by the AI. special_requests:** Optional notes (e.g., airport transfer). assigned_team / priority:** Automatically set based on business rules. days_until_checkin:** Dynamic field showing urgency. 2. Team Assignments Stores internal routing and assignment details. timestamp:** When the case was routed. case_id:** Link to the corresponding record in the Cases tab. assigned_team / team_email:** Which department handles this request. priority:** Auto-set based on room count or urgency. 3. Error Log A critical audit trail that captures details about any failed processing steps. error_type:** Categorization of the failure (e.g., MISSING_REQUIRED_FIELDS). error_message:** Detailed technical explanation for debugging. original_sender / snippet:** Context to help you manually process the request if needed. 4. Success Metrics Tracks the results of your automation to prove its value. processing_time_seconds:** The time savings achieved by the automation (run time vs. human time). record_updated:** Confirmation that the database was updated. 🙋 Support If you encounter any issues during setup or have questions about customization, please reach out to our dedicated support email: foivosautomationhelp@gmail.com