Automate HR Q&A sessions with AI question clustering and Google Calendar integration

Open on n8n.io

$20/month : Unlimited workflows

2500 executions/month

Try free

THE #1 IN WEB SCRAPING

Scrape any website without limits

Try free

HOSTINGER

Early Deal
DISCOUNT 20%

Self-hosted n8n

Unlimited workflows - from $4.99/mo

Try free

#1 hub for scraping, AI & automation

6000+ actors - $5 credits/mo

Try free

Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

This workflow helps HR teams run smoother monthly Q\&A sessions with employees. Who’s it for HR teams and managers who want to centralize employee questions, avoid duplicates, and keep meetings foc...

Best for

HR automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

@n8n/n8n-nodes-langchain.agent, n8n-nodes-base.googlecalendartool, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.outputparserstructured, n8n-nodes-base.converttofile, n8n-nodes-base.merge, n8n-nodes-base.formtrigger, n8n-nodes-base.mysql

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Gabriel Santos.

Original n8n.io source

1.1 Workflow description

Title: Automate HR Q&A sessions with AI question clustering and Google Calendar integration
Workflow name: Automate HR Q&A sessions with AI question clustering and Google Calendar integration

This workflow helps HR teams run smoother monthly Q&A sessions with employees.

Who’s it for HR teams and managers who want to centralize employee questions, avoid duplicates, and keep meetings focused.
How it works

Employees submit questions through a styled form.
Questions are stored in a database.
HR selects a date range to review collected questions.
An AI Agent deduplicates and clusters similar questions, then generates a meeting script in Markdown format.
The Agent automatically creates a Google Calendar event (with a Google Meet link) on the last Friday of the current month at 16:00–17:00.
The script is returned as a downloadable .txt file for HR to guide the session.

Requirements
- MySQL (or compatible DB) for storing questions
- Google Calendar credentials
- OpenAI (or another supported LLM provider)
How to customize
- Adjust meeting day/time in the Set node expressions
- Change database/table name in MySQL nodes
- Modify clustering logic in the AI Agent prompt
- Replace the form styling with your company’s branding

This template ensures no repeated questions, keeps HR better prepared with a structured script, and automates meeting scheduling in just one click.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - AI Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 2 - Create an event in Google Calendar

Type / Role: n8n-nodes-base.googleCalendarTool - googleCalendarTool
Config choices: Version 1.3

Block 3 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 4 - Structured Output Parser

Type / Role: @n8n/n8n-nodes-langchain.outputParserStructured - outputParserStructured
Config choices: Version 1.3

Block 5 - Convert to File

Type / Role: n8n-nodes-base.convertToFile - convertToFile
Config choices: Version 1.1

Block 6 - Merge

Type / Role: n8n-nodes-base.merge - merge
Config choices: Version 3.2

Block 7 - Question form

Type / Role: n8n-nodes-base.formTrigger - formTrigger
Config choices: Version 2.3

Block 8 - Add question to database

Type / Role: n8n-nodes-base.mySql - mySql
Config choices: Version 2.5

Block 9 - Return form

Type / Role: n8n-nodes-base.form - form
Config choices: Version 2.3

Block 10 - Form to get questions

Type / Role: n8n-nodes-base.formTrigger - formTrigger
Config choices: Version 2.3

Block 11 - Get queries from the database

Type / Role: n8n-nodes-base.mySql - mySql
Config choices: Version 2.5

Block 12 - Return meeting script

Type / Role: n8n-nodes-base.form - form
Config choices: Version 2.3

Block 13 - Get start_date and end_date Meeting

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 14 - Aggregate Questions

Type / Role: n8n-nodes-base.aggregate - aggregate
Config choices: Version 1

Block 15 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 16 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 17 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 18 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 19 - Sticky Note4

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 20 - Sticky Note5

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 21 - Sticky Note6

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 22 - Sticky Note7

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 23 - Sticky Note8

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 24 - Sticky Note9

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Showing the first 24 of 26 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Automate HR Q&A sessions with AI question clustering and Google Calendar integration
Complexity	advanced
Nodes	26
Categories	HR, AI Chatbot
Author	Gabriel Santos
Published	16 Sept 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/8657/8657.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source HR workflows AI Chatbot workflows

Frequently asked questions

What does Automate HR Q&A sessions with AI question clustering and Google Calendar integration do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your HR, AI Chatbot use case.

Gabriel Santos

3 workflows

Nodes

@n8n/n8n-nodes-langchain.agent n8n-nodes-base.googlecalendartool @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.outputparserstructured n8n-nodes-base.converttofile n8n-nodes-base.merge n8n-nodes-base.formtrigger n8n-nodes-base.mysql

Complexity

advanced

Published 16 Sept 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/8657/8657.json

Share Your Workflow

Have a useful automation to share? Publish it and help the community.

Submit Your Template How to Submit

Related Workflows

Manage employee offboarding with Google Workspace, Slack, HubSpot and Notion

## Quick Overview This workflow receives an HR offboarding webhook, validates and enriches the employee record, suspends the user in Google Workspace, deactivates the user in Slack, looks up the matching HubSpot contact, logs the event to Notion and Google Sheets, and notifies HR/IT via Gmail and Slack. ## How it works 1. Receives a POST webhook from the HR system with employee offboarding details. 2. Parses the payload to normalize key fields (name, email, department, manager, last day) and flags invalid requests. 3. Posts an alert to a Slack IT channel when the record is invalid and stops further processing. 4. Enriches valid records with an offboarding ID, risk level, revocation deadline, and an actions summary. 5. Suspends the employee in Google Workspace via the Admin Directory API, deactivates the user in Slack via the Slack API, searches for the contact in HubSpot, and creates an offboarding entry in a Notion database. 6. Combines the revocation results and appends a compliance log row to a Google Sheets “Offboarding Log” tracker. 7. Emails an offboarding completion summary to the manager and HR using Gmail and posts a completion digest to the Slack IT channel. ## Setup 1. Copy the n8n webhook URL from the HR offboarding webhook trigger and configure your HR system to POST the offboarding payload to it. 2. Provide credentials/tokens for the Google Admin Directory API and Slack API (both used via HTTP requests) and replace the placeholder Bearer tokens in the request headers. 3. Add a HubSpot App Token credential with access to search contacts. 4. Create a Notion database for offboarding logs, add a Notion API integration, and set the Notion database ID and API key in the Notion request. 5. Add Google Sheets OAuth credentials, set your Google Sheet ID, and ensure the “Offboarding Log” sheet contains the columns mapped in the append step. 6. Add a Gmail connection for sending summary emails and set the target Slack channel ID for the invalid-record alert and IT ops digest messages.

View

Send AI interview briefs from resumes with GPT-4o-mini, Google Sheets and Gmail

## Quick Overview This workflow runs every 15 minutes to read candidate rows from Google Sheets, download each resume PDF from Google Drive, extract text, generate an HTML interview brief using OpenAI GPT-4o-mini, email it via Gmail to the interviewer, and mark the row as Processed to avoid duplicates. ## How it works 1. Runs on a schedule trigger every 15 minutes. 2. Reads all candidate rows from the “Candidates” tab in Google Sheets and processes them one at a time. 3. Skips any rows where the Status column is already set to “Processed.” 4. Extracts the Google Drive file ID from the resume link, downloads the PDF, and converts it to plain text. 5. Cleans and truncates the resume text and combines it with the candidate’s name, role, and email details. 6. Sends the resume text and metadata to OpenAI (GPT-4o-mini) to generate a styled HTML interviewer brief. 7. Emails the HTML brief to the interviewer via Gmail and updates the candidate row in Google Sheets to “Processed,” then waits 5 seconds before moving to the next candidate. ## Setup 1. Add Google Sheets OAuth credentials and replace `YOUR_CANDIDATES_SHEET_ID`, then create a “Candidates” sheet with columns Name, Email, Job Role, Resume Drive Link, Interviewer Email, and Status. 2. Add Google Drive OAuth credentials and ensure each resume PDF is accessible to the workflow (for example, shared so the connected account can view it). 3. Add an OpenAI API credential and keep the model set to GPT-4o-mini. 4. Add Gmail OAuth credentials and confirm the sender name and subject line meet your email requirements. 5. Adjust the schedule interval if you want the workflow to check for new candidates more or less frequently.

View

Provision new hire IT accounts with Google Workspace, Slack, and Gmail

## Quick Overview This workflow receives new-hire records via a webhook, validates and normalizes the data, then provisions a Google Workspace account, creates an onboarding task in Google Tasks, notifies the IT team in Slack, emails the hiring manager via Gmail, and logs the run to Google Sheets. ## How it works 1. Receives a new hire payload from the HR system through an HTTP webhook endpoint. 2. Parses the payload, standardizes key fields (name, department, manager, start date), and skips records missing required identity data. 3. If the record is invalid, posts a Slack message to the IT channel for manual review and stops processing. 4. For valid hires, generates a company email address, username, temporary password, ticket title, and a target ready-by date. 5. Creates the new user in the Google Admin Directory (Google Workspace) and opens an IT onboarding checklist as a Google Tasks task. 6. Posts a provisioning summary to the IT Slack channel, emails the manager a day-one checklist via Gmail, and appends the provisioning details to a Google Sheets log. ## Setup 1. Configure your HR system (or source app) to send a POST request to the workflow webhook path `/hr/new-hire` using the production webhook URL. 2. Add Google credentials with access to the Admin SDK Directory API (for user creation), Google Tasks, Gmail, and Google Sheets, and ensure the account has the required admin permissions. 3. Add Slack credentials, set the target channel ID for IT onboarding notifications, and update the channel selection if needed. 4. Update the email domain in the generated address (currently `@yourcompany.com`) and confirm how departments map to Google Workspace org unit paths. 5. Set your Google Sheets document ID and ensure it contains (or can create) a sheet named "Provisioning Log" with matching columns for the appended fields.

View

Need Custom Automation?

Get help designing a custom n8n workflow that connects your stack and fits your process.

Automate HR Q&A sessions with AI question clustering and Google Calendar integration

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - AI Agent

Block 2 - Create an event in Google Calendar

Block 3 - OpenAI Chat Model

Block 4 - Structured Output Parser

Block 5 - Convert to File

Block 6 - Merge

Block 7 - Question form

Block 8 - Add question to database

Block 9 - Return form

Block 10 - Form to get questions

Block 11 - Get queries from the database

Block 12 - Return meeting script

Block 13 - Get start_date and end_date Meeting

Block 14 - Aggregate Questions

Block 15 - Sticky Note

Block 16 - Sticky Note1

Block 17 - Sticky Note2

Block 18 - Sticky Note3

Block 19 - Sticky Note4

Block 20 - Sticky Note5

Block 21 - Sticky Note6

Block 22 - Sticky Note7

Block 23 - Sticky Note8

Block 24 - Sticky Note9

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions