Gracewell
Workflows by Gracewell
Real-time registration form tracking with Google Sheets and Gmail notifications
--- # Title: Gracewell Automated Registration Tracker Suite version: 1.0 tags: [education, automation, google-sheets, gmail, dashboard, form-tracking, workflow-suite] category: Academic Automation --- # Description: - Automate the real-time tracking of Google Form submissions using Google Sheets and n8n. - This 3-workflow suite includes a live dashboard with submission statistics and two companion workflows - To send acknowledgement and reminder emails to students — all seamlessly connected through n8n webhooks. # 🚀 Gracewell Automated Registration Tracker Suite A fully automated, real-time monitoring system for student form submissions — built with **Google Sheets, Gmail, and n8n**. The suite provides a live dashboard, auto-generated summary analytics, and instant messaging (email or WhatsApp) capabilities. --- ## 🧩 Workflow Suite Overview | Workflow | Purpose | Webhook | Output | |-----------|----------|----------|----------| | **1️⃣ Live Dashboard** | Displays summary of submissions and includes trigger buttons | `/live-tracking` | HTML Dashboard | | **2️⃣ Send Acknowledgements** | Sends thank-you emails to completed respondents | `/send-acknowledgements` | HTML Confirmation Page | | **3️⃣ Send Reminders** | Sends personalized reminders to pending students | `/send-reminders` | HTML Confirmation Page | --- ## 🧠 Who Is This For - Educators managing student registration or feedback - Department coordinators tracking submission completion - EdTech and training institutions handling digital enrolments - Universities automating exam registration or attendance forms --- ## ⚙️ Problem It Solves Manual form tracking is slow, repetitive, and prone to error. This workflow suite provides: ✅ Automated reconciliation of student vs. response data ✅ Instant calculation of pending and completed submissions ✅ One-click acknowledgement and reminder dispatch ✅ Web-based dashboard with summary visualization --- ## 📊 Workflow 1: Live Tracking Dashboard ### Steps 1. **Google Sheets – Student List** → Reads master student sheet 2. **Google Sheets – Form Responses** → Reads live form entries 3. **Code Node** → Compares Register Nos. and generates HTML dashboard 4. **Respond to Webhook** → Displays HTML with summary and control buttons ### Output A clean web dashboard showing: - Total, Submitted, Pending, Completion % - ✅ Completed list and ⚠️ Pending list - Two buttons: - **Send Acknowledgements** - **Send Reminders** --- ## 💌 Workflow 2: Send Acknowledgements ### Steps 1. **Webhook Trigger** → `/send-acknowledgements` 2. **Google Sheets – Student List & Form Responses** 3. **Merge Node** → Combines matching rows 4. **Code Node** → Generates personalized thank-you emails 5. **Gmail Node** → Sends messages 6. **Respond Node** → Displays confirmation message ### Email Template > **Subject:** ✅ Thank You for Your Submission > **Body:** > Dear {{name}}, > Thank you for completing your form (Reg No: {{reg}}). > We appreciate your prompt response. > – Gracewell --- ## ⚠️ Workflow 3: Send Reminders ### Steps 1. **Webhook Trigger** → `/send-reminders` 2. **Google Sheets – Student List & Form Responses** 3. **Merge Node** → Aligns both data sets 4. **Code Node** → Identifies pending students 5. **Gmail Node** → Sends customized reminder 6. **Respond Node** → Confirms completion ### Email Template > **Subject:** ⚠️ Reminder: Please Complete Your Form > **Body:** > Dear {{name}}, > You haven’t yet completed your form (Reg No: {{reg}}). > Please complete it at the earliest. > – Gracewell --- ## 🛠️ Setup Instructions ### Step 1 – Connect Accounts - Connect **Google Sheets** (OAuth2) - Connect **Gmail** for sending messages ### Step 2 – Prepare Sheets - **Student List Sheet:** Columns → `Register No.`, `Student Name`, `Contact`, `Email` - **Form Response Sheet:** Columns → `Timestamp`, `Reg No`, `Email Address` ### Step 3 – Deploy URLs | Workflow | Webhook Endpoint | |-----------|------------------| | Dashboard | `/live-tracking` | | Acknowledgements | `/send-acknowledgements` | | Reminders | `/send-reminders` | --- ## 🎨 Optional Customizations - Add institution name/logo to dashboard HTML - Include charts (Chart.js) for submission visualization - Auto-refresh every 60 seconds - Integrate WhatsApp messaging via Twilio or Gupshup - Log emails into a “Mail Logs” sheet --- ## 🧩 Version Summary | Workflow | Version | Description | |-----------|----------|-------------| | Live Dashboard | v3 | Interactive HTML dashboard with controls | | Send Acknowledgements | v1 | Personalized thank-you email sender | | Send Reminders | v1 | Automated reminder email sender | --- ## Need help customizing? <p> <a href="mailto:[email protected]"> ✉️ Contact Me </a> <a href="https://www.linkedin.com/in/jeffin-gracewell-0634007b/" target="_blank"> 💼 LinkedIn </a> </p> ## ✨ Credits Developed by **Dr. J. Jeffin Gracewell** Empowering education through intelligent automation 💡 --- ## We are open for and Customizing development
Generate exam question papers with GPT-4 and email delivery
## Who Is This For? This workflow is designed for educators, universities, examination departments, and EdTech institutions that need a faster, smarter, and standardized way to prepare exam question papers. ## What Problem Does This Solve? Creating balanced, outcome-based question papers can take hours or even days of manual effort. Faculty often struggle to: - Ensure syllabus coverage across units - Maintain Bloom’s Taxonomy alignment - Keep a consistent difficulty balance - Format papers in institution-specific templates # **How it works** This workflow automatically generates an exam question paper based on syllabus topics submitted via a form and sends it to the entered email address. Here’s the flow in simple steps: **Form Submission** – A student or faculty fills out a form with subject code, syllabus topics, and their email. **AI Question Generation** – The workflow passes the syllabus to AI agents (Part A with 2 Marks, Part B with 13 Marks, and Part C with 14 Marks) to create question sets. The marks and the no. of question generated can be customized according to the convenience. **Merging Questions** – All AI-generated questions are combined into a single structured document. **Format into HTML** – The questions are formatted into a clean HTML exam paper (can also be extended to PDF). **Send by Email**– The formatted exam paper is sent to the user’s email (with option to CC/BCC). # Set up steps **Connect Accounts** - Connect your OpenAI (or LLM) credentials for AI-powered question generation. - Connect your Gmail (or preferred email service) to send emails. **Prepare Form** - Create an n8n form trigger with required fields: - Subject with Code - Syllabus for Unit 1, 2, 3… - Email to receive the paper **Customize Question Generation** - Modify the AI prompts for Parts A, B, and C to fit your syllabus style (e.g., 2-mark, 13-mark, 14-mark). **Format the Exam Paper** - Adjust the HTML template to match your institution’s exam paper layout. **Test & Deploy** - Submit a test form entry. - Check the received email to ensure formatting looks good. - Deploy the workflow to production for real usage. ## Need help customizing? <p> <a href="mailto:[email protected]"> ✉️ Contact Me </a> <a href="https://www.linkedin.com/in/jeffin-gracewell-0634007b/" target="_blank"> 💼 LinkedIn </a> </p>