{ "workflow": { "id": 9569, "name": "Automate employee onboarding with Jotform, GPT-4o-mini & Google Workspace", "views": 220, "recentViews": 0, "totalViews": 220, "createdAt": "2025-10-13T11:16:20.683Z", "description": "### 1. Who's It For\n* HR teams managing multiple new hires monthly.\n* Small-to-medium businesses automating onboarding processes.\n* Companies wanting consistent onboarding experiences.\n* Remote-first teams needing streamlined provisioning.\n* Growing startups scaling their hiring operations.\n* Organizations seeking data-driven onboarding insights.\n\n### 2. How It Works\n* Captures new hire data via Jotform (name, email, position, department, start date).\n* Extracts employee information including IT requirements and preferences.\n* Analyzes role with AI Agent (GPT-4o-mini) for intelligent profiling.\n* Determines priority level: standard, high, or executive.\n* Generates personalized onboarding goals and training recommendations.\n* Routes executive hires to HR alert path for VIP treatment.\n* Sends welcome email to new employee with personalized plan.\n* Notifies manager with prep checklist and onboarding goals.\n* Creates IT setup request with hardware and software requirements.\n* Logs all data to Google Sheets for tracking and analytics.\n* Offers: AI-powered planning, smart routing, automated notifications, centralized tracking.\n\n### 3. How to Set Up\n* 1. Create Jotform with required fields (employee name, email, position, department, start date, manager, laptop type, experience level).\n* 2. Import workflow JSON to n8n via Workflows β†’ Import from File.\n* 3. Add credentials: Jotform API, OpenAI API, Gmail OAuth2, Google Sheets.\n* 4. Update Jotform Trigger node with your form ID.\n* 5. Configure Extract Onboarding Data node field mappings to match your form.\n* 6. Add OpenAI API key to OpenAI Chat Model node.\n* 7. Update email addresses in Gmail nodes (welcome email, manager notification, IT request, HR alert).\n* 8. Create Google Sheet with columns matching the Log to Database node.\n* 9. Connect Google Sheets node to your spreadsheet.\n* 10. Customize AI Agent system prompt for your company culture.\n* 11. Test workflow with sample Jotform submission.\n* 12. Activate workflow and monitor executions.\n\n## Requirements\n* n8n instance (cloud or self-hosted with LangChain support).\n* Credentials: Jotform API key, OpenAI API key, Gmail OAuth2, Google Sheets access.\n* Jotform account for employee onboarding forms.\n* Google Workspace for email and spreadsheet integration.\n* OpenAI API credits (~$0.01-0.03 per employee with gpt-4o-mini).\n\n## Core Features\n* AI-Powered Analysis: Intelligent role assessment and priority classification.\n* Smart Routing: Executive hires get VIP treatment with HR alerts.\n* Personalized Welcome Emails: Customized onboarding plans with goals and training.\n* Manager Preparation: Automated prep checklist with employee details and expectations.\n* IT Provisioning: Detailed setup requests with hardware and software needs.\n* Database Logging: Complete audit trail in Google Sheets for analytics.\n* Flexible Configuration: Easy customization for different company needs.\n* Scalable Processing: Handles unlimited onboarding submissions automatically.\n\n## Use Cases & Applications\n* HR Departments: Automate repetitive onboarding tasks for all new hires.\n* Remote Companies: Streamline equipment shipping and virtual onboarding.\n* Fast-Growing Startups: Scale hiring without increasing HR headcount.\n* IT Teams: Reduce equipment provisioning turnaround time.\n* Managers: Get standardized prep instructions for every new team member.\n* Executive Hiring: VIP onboarding path for leadership positions.\n\n## Key Benefits\n* Time Savings: 15+ hours saved per hire on manual coordination.\n* Consistency: Every employee gets the same high-quality onboarding experience.\n* Personalization: AI tailors plans based on role, department, and experience.\n* Visibility: Real-time tracking of all onboarding activities in one place.\n* Scalability: Handle 1 or 100 hires per month with zero additional effort.\n* Compliance: Ensure all required steps are completed and documented.\n* Employee Experience: New hires feel welcomed and prepared from day one.\n* Data Insights: Track onboarding metrics and identify improvement areas.\n\n## Customization Options\n* Adjust AI priority classification logic for your org structure.\n* Add custom fields to Jotform (team size, remote/office, security clearance).\n* Modify email templates with company branding and messaging.\n* Create department-specific onboarding workflows.\n* Add Slack notifications for real-time alerts.\n* Integrate with HRIS systems via HTTP Request nodes.\n* Build custom reporting dashboards from Google Sheets data.\n* Add follow-up sequences (day 7, day 30, day 90 check-ins).\n* Include document signing workflows (offer letters, NDAs).\n* Schedule calendar events automatically for first day and orientations.\n\n## Important Disclaimers\n* Requires n8n with LangChain support for AI Agent functionality.\n* Test thoroughly before deploying to production onboarding.\n* Ensure GDPR/CCPA compliance when collecting employee data.\n* Monitor OpenAI API costs based on monthly hiring volume.\n* Verify email deliverability and avoid spam filters.\n* Keep employee data secure with proper access controls.\n* Review AI-generated content for accuracy and appropriateness.\n* Customize for your specific company policies and culture.\n* Backup Google Sheets data regularly for compliance.\n* Update manager and IT team email addresses before activation.", "workflow": { "meta": { "instanceId": "277842713620d9f5554de3b1518b865a152c8c4db680008bd8aec536fc18b4a8", "templateCredsSetupCompleted": true }, "nodes": [ { "id": "f058540a-e32e-418c-907e-db977776bdde", "name": "Extract Onboarding Data", "type": "n8n-nodes-base.set", "position": [ -2000, -192 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "employee_name", "name": "employee_name", "type": "string", "value": "={{ $json['Employee Name'] }}" }, { "id": "employee_email", "name": "employee_email", "type": "string", "value": "={{ $json['Employee Email'] }}" }, { "id": "start_date", "name": "start_date", "type": "string", "value": "={{ $json['Start Date'] }}" }, { "id": "position", "name": "position", "type": "string", "value": "={{ $json.Position }}" }, { "id": "department", "name": "department", "type": "string", "value": "={{ $json.Department }}" }, { "id": "manager_email", "name": "manager_email", "type": "string", "value": "={{ $json['Manager Email'] }}" }, { "id": "location", "name": "location", "type": "string", "value": "=India" }, { "id": "laptop_type", "name": "laptop_type", "type": "string", "value": "={{ $json['Laptop Type'] }}" }, { "id": "experience_level", "name": "experience_level", "type": "string", "value": "={{ $json['Experience Level'] }}" }, { "id": "onboarding_id", "name": "onboarding_id", "type": "string", "value": "=ONB-{{ Date.now() }}-{{ Math.random().toString(36).substr(2, 6).toUpperCase() }}" }, { "id": "submission_date", "name": "submission_date", "type": "string", "value": "={{ new Date().toISOString() }}" } ] } }, "typeVersion": 3.4 }, { "id": "8d57bff7-e51e-49ea-a1ae-a586944a2be4", "name": "Parse AI Response", "type": "n8n-nodes-base.code", "position": [ -1312, -192 ], "parameters": { "jsCode": "const item = $input.first().json;\n\ntry {\n // Get AI response\n const response = item.choices[0].message.content;\n \n // Clean JSON\n let cleanJson = response.replace(/```json\\n?|```\\n?/g, '').trim();\n const jsonMatch = cleanJson.match(/\\{[\\s\\S]*\\}/);\n if (jsonMatch) {\n cleanJson = jsonMatch[0];\n }\n \n const aiData = JSON.parse(cleanJson);\n \n // Get original data\n const originalData = $('Extract Onboarding Data').first().json;\n \n return [{\n json: {\n ...originalData,\n ...aiData\n }\n }];\n} catch (error) {\n // Fallback\n const originalData = $('Extract Onboarding Data').first().json;\n return [{\n json: {\n ...originalData,\n priority_level: 'standard',\n onboarding_weeks: 4,\n key_goals: ['Complete orientation', 'Meet team', 'Learn systems'],\n training_needed: ['Company overview', 'Department training'],\n tools_required: ['Email', 'Slack', 'Project management']\n }\n }];\n}" }, "typeVersion": 2 }, { "id": "d560b2cf-b59a-49ff-9a3b-6db046983946", "name": "Is Executive?", "type": "n8n-nodes-base.if", "position": [ -1072, -192 ], "parameters": { "options": {}, "conditions": { "options": { "caseSensitive": true }, "conditions": [ { "id": "exec-check", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.priority_level }}", "rightValue": "executive" } ] } }, "typeVersion": 2.2 }, { "id": "cd4ca2ee-2007-4fad-bbb5-7c128f408729", "name": "Alert HR - Executive", "type": "n8n-nodes-base.gmail", "position": [ -832, -352 ], "webhookId": "exec-alert-webhook", "parameters": { "sendTo": "user@example.com", "message": "=\n\n\n

Executive Onboarding Alert

\n

New Executive Hire:

\n\n

Action Required:

\n
    \n
  1. Expedite IT equipment setup
    2. \n
  2. Schedule CEO welcome call
    3. \n
  3. Prepare VIP welcome package
    4. \n
  4. Assign executive coordinator
    5. \n
\n

Onboarding ID: {{ $json.onboarding_id }}

\n\n", "options": {}, "subject": "=🚨 Executive Onboarding: {{ $json.employee_name }}" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "09aef486-9ddf-4289-93e9-2ac147c0e100", "name": "Send Welcome Email", "type": "n8n-nodes-base.gmail", "position": [ -608, -192 ], "webhookId": "welcome-email-webhook", "parameters": { "sendTo": "=Deep@gmail.com", "message": "=\n\n\n
\n

Welcome Aboard!

\n
\n
\n

Hi {{ $json.employee_name }},

\n

We're thrilled to have you join us as {{ $json.position }} in {{ $json.department }}!

\n\n

Your Start Date: {{ $json.start_date }}

\n\n

Your First {{ $json.onboarding_weeks }} Weeks - Key Goals:

\n\n\n

Training You'll Receive:

\n\n\n

What's Being Set Up For You:

\n\n\n
\nNeed Help?
\nHR Team: hr@company.com
\nYour Manager: {{ $json.manager_email }}\n
\n\n

We're here to support you every step of the way!

\n

Best regards,
The HR Team

\n

Onboarding ID: {{ $json.onboarding_id }}

\n
\n\n", "options": {}, "subject": "=Welcome to the Team, {{ $json.employee_name }}! πŸŽ‰" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "bbc3941d-c9e9-4ce0-8c42-9533d7031804", "name": "Notify Manager", "type": "n8n-nodes-base.gmail", "position": [ -608, -32 ], "webhookId": "manager-email-webhook", "parameters": { "sendTo": "={{ $json.manager_email }}", "message": "=\n\n\n

New Team Member Starting Soon

\n

Hello,

\n

{{ $json.employee_name }} will be joining your team as {{ $json.position }}.

\n\n

Employee Details:

\n\n\n

Manager Prep Checklist:

\n
\nBefore Day 1:\n\n
\n\n

Key Goals for First {{ $json.onboarding_weeks }} Weeks:

\n\n\n

Training Assigned:

\n\n\n
\nPlease Schedule:
\nβ€’ Day 1: Welcome meeting (30 min)
\nβ€’ Week 1: 1-on-1 check-in
\nβ€’ Week 4: Progress review\n
\n\n

Questions? Contact HR at hr@company.com

\n

Best regards,
HR Team

\n\n", "options": {}, "subject": "=New Team Member: {{ $json.employee_name }} - Action Required" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "38b82ca7-0df4-4642-9940-82da425d5a96", "name": "IT Setup Request", "type": "n8n-nodes-base.gmail", "position": [ -608, 144 ], "webhookId": "it-email-webhook", "parameters": { "sendTo": "user@example.com", "message": "=\n\n\n

IT Provisioning Request

\n\n

Employee Information:

\n\n\n

Hardware Required:

\n\n\n

Software/Tools Needed:

\n\n\n

Setup Checklist:

\n
    \n
  1. Order hardware (deliver 1 week before start date)
    2. \n
  2. Create email account
    3. \n
  3. Set up VPN access
    4. \n
  4. Configure system permissions
    5. \n
  5. Prepare setup instructions
    6. \n
\n\n
\nTarget Completion: 1 week before {{ $json.start_date }}\n
\n\n

Onboarding ID: {{ $json.onboarding_id }}

\n\n", "options": {}, "subject": "=IT Setup Request: {{ $json.employee_name }}" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "7fb69228-24ca-44a6-99ef-87ae7173fcb1", "name": "Log to Database", "type": "n8n-nodes-base.googleSheets", "position": [ -256, -96 ], "parameters": { "columns": { "value": { "id": "={{ $json.id }}", "Address": "={{ $('Jotform Trigger').item.json.Address }}", "Position": "={{ $('Jotform Trigger').item.json.Position }}", "Department": "={{ $('Jotform Trigger').item.json.Department }}", "Shirt Size": "={{ $('Jotform Trigger').item.json['Shirt Size'] }}", "Start Date": "={{ $('Jotform Trigger').item.json['Start Date'] }}", "Laptop Type": "={{ $('Jotform Trigger').item.json['Laptop Type'] }}", "Phone Needed": "={{ $('Jotform Trigger').item.json['Phone Needed'] }}", "Employee Name": "={{ $('Extract Onboarding Data').item.json.employee_name }}", "Employee Type": "={{ $('Jotform Trigger').item.json['Employee Type'] }}", "Manager Email": "={{ $('Jotform Trigger').item.json['Manager Email'] }}", "Employee Email": "={{ $('Extract Onboarding Data').item.json.employee_email }}", "Software Access": "={{ $('Jotform Trigger').item.json['Software Access'] }}", "Experience Level": "={{ $('Jotform Trigger').item.json['Experience Level'] }}", "Emergency Contact": "={{ $('Jotform Trigger').item.json['Emergency Contact'] }}", "Dietary Restrictions": "={{ $('Jotform Trigger').item.json['Dietary Restrictions'] }}" }, "schema": [ { "id": "Employee Name", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Employee Name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Employee Email", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Employee Email", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Address", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Address", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Start Date", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Start Date", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Position", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Position", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Department", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Department", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Manager Email", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Manager Email", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Employee Type", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Employee Type", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Laptop Type", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Laptop Type", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Software Access", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Software Access", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone Needed", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Phone Needed", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Experience Level", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Experience Level", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Emergency Contact", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Emergency Contact", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Shirt Size", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Shirt Size", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Dietary Restrictions", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Dietary Restrictions", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "id", "type": "string", "display": true, "removed": false, "required": false, "displayName": "id", "defaultMatch": true, "canBeUsedToMatch": true }, { "id": "threadId", "type": "string", "display": true, "removed": true, "required": false, "displayName": "threadId", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "labelIds", "type": "string", "display": true, "removed": true, "required": false, "displayName": "labelIds", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "id" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "gid=0", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1pwrTx5GXB7mAg5eJQ9q0I9tsgSI9keZ2W4iuTZi7wF8/edit#gid=0", "cachedResultName": "Sheet1" }, "documentId": { "__rl": true, "mode": "list", "value": "1pwrTx5GXB7mAg5eJQ9q0I9tsgSI9keZ2W4iuTZi7wF8", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1pwrTx5GXB7mAg5eJQ9q0I9tsgSI9keZ2W4iuTZi7wF8/edit?usp=drivesdk", "cachedResultName": "Employee Onboarding" } }, "credentials": { "googleSheetsOAuth2Api": { "id": "credential-id", "name": "googleSheetsOAuth2Api Credential" } }, "typeVersion": 4.5 }, { "id": "389cc7a8-e2b4-4703-883a-d09e9834fe56", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -2272, -400 ], "parameters": { "color": 5, "width": 300, "height": 220, "content": "## πŸ“ Jotform Trigger\n\nCaptures new hire:\nβ€’ Name, email, position\nβ€’ Department, manager\nβ€’ Start date, location\nβ€’ IT requirements" }, "typeVersion": 1 }, { "id": "6b2ac8da-ad4d-4ba4-bc5e-c303b27e398a", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ -1808, -416 ], "parameters": { "color": 6, "width": 300, "height": 220, "content": "## πŸ€– AI Analysis\n\nOpenAI API call:\nβ€’ Determines priority\nβ€’ Suggests goals\nβ€’ Lists training\nβ€’ Recommends tools" }, "typeVersion": 1 }, { "id": "f9534283-301f-44d2-afb9-e1453d5ab1e3", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ -1024, -480 ], "parameters": { "color": 3, "width": 460, "height": 220, "content": "## πŸ“§ Automated Emails\n\n**Executive:** HR alert\n**All:** Welcome, Manager prep, IT request\n**Finally:** Log to database" }, "typeVersion": 1 }, { "id": "f88573c0-fd50-48db-a83b-0ac489d6cd52", "name": "AI Agent", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ -1792, -192 ], "parameters": { "text": "You are an HR specialist creating personalized employee onboarding plans.\n\nAnalyze the new hire's position, department, and experience level to determine:\n- Priority level (standard, high, or executive)\n- Onboarding duration in weeks\n- Key goals for first 30-90 days\n- Required training modules\n- Essential tools and software\n\nReturn ONLY valid JSON without markdown formatting. 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