Jitesh Dugar This workflow corresponds to n8n.io template #9569 — we link there as the canonical source.
This workflow follows the Agent → Gmail recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"meta": {
"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
],
"parameters": {
"sendTo": "user@example.com",
"message": "=<!DOCTYPE html>\n<html>\n<body style=\"font-family:Arial;padding:20px\">\n<h2 style=\"color:#667eea\">Executive Onboarding Alert</h2>\n<p><strong>New Executive Hire:</strong></p>\n<ul>\n<li><strong>Name:</strong> {{ $json.employee_name }}</li>\n<li><strong>Position:</strong> {{ $json.position }}</li>\n<li><strong>Department:</strong> {{ $json.department }}</li>\n<li><strong>Start Date:</strong> {{ $json.start_date }}</li>\n<li><strong>Location:</strong> {{ $json.location }}</li>\n</ul>\n<p><strong>Action Required:</strong></p>\n<ol>\n<li>Expedite IT equipment setup</li>\n<li>Schedule CEO welcome call</li>\n<li>Prepare VIP welcome package</li>\n<li>Assign executive coordinator</li>\n</ol>\n<p><strong>Onboarding ID:</strong> {{ $json.onboarding_id }}</p>\n</body>\n</html>",
"options": {},
"subject": "=\ud83d\udea8 Executive Onboarding: {{ $json.employee_name }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "09aef486-9ddf-4289-93e9-2ac147c0e100",
"name": "Send Welcome Email",
"type": "n8n-nodes-base.gmail",
"position": [
-608,
-192
],
"parameters": {
"sendTo": "=Deep@gmail.com",
"message": "=<!DOCTYPE html>\n<html>\n<body style=\"font-family:Arial;padding:20px;max-width:600px\">\n<div style=\"background:#4CAF50;color:white;padding:20px;text-align:center\">\n<h1>Welcome Aboard!</h1>\n</div>\n<div style=\"padding:20px\">\n<p>Hi {{ $json.employee_name }},</p>\n<p>We're thrilled to have you join us as <strong>{{ $json.position }}</strong> in {{ $json.department }}!</p>\n\n<h3>Your Start Date: {{ $json.start_date }}</h3>\n\n<h3>Your First {{ $json.onboarding_weeks }} Weeks - Key Goals:</h3>\n<ul>\n{{ $json.key_goals ? $json.key_goals.map(g => '<li>' + g + '</li>').join('') : '<li>Complete orientation</li>' }}\n</ul>\n\n<h3>Training You'll Receive:</h3>\n<ul>\n{{ $json.training_needed ? $json.training_needed.map(t => '<li>' + t + '</li>').join('') : '<li>Company orientation</li>' }}\n</ul>\n\n<h3>What's Being Set Up For You:</h3>\n<ul>\n<li>Laptop: {{ $json.laptop_type }}</li>\n<li>Software access to key tools</li>\n<li>Email account:{{ $json.employee_email }} </li>\n</ul>\n\n<div style=\"background:#e3f2fd;padding:15px;margin-top:20px\">\n<strong>Need Help?</strong><br>\nHR Team: hr@company.com<br>\nYour Manager: {{ $json.manager_email }}\n</div>\n\n<p>We're here to support you every step of the way!</p>\n<p>Best regards,<br><strong>The HR Team</strong></p>\n<p style=\"font-size:12px;color:#666\">Onboarding ID: {{ $json.onboarding_id }}</p>\n</div>\n</body>\n</html>",
"options": {},
"subject": "=Welcome to the Team, {{ $json.employee_name }}! \ud83c\udf89"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "bbc3941d-c9e9-4ce0-8c42-9533d7031804",
"name": "Notify Manager",
"type": "n8n-nodes-base.gmail",
"position": [
-608,
-32
],
"parameters": {
"sendTo": "={{ $json.manager_email }}",
"message": "=<!DOCTYPE html>\n<html>\n<body style=\"font-family:Arial;padding:20px\">\n<h2 style=\"color:#2196F3\">New Team Member Starting Soon</h2>\n<p>Hello,</p>\n<p><strong>{{ $json.employee_name }}</strong> will be joining your team as <strong>{{ $json.position }}</strong>.</p>\n\n<h3>Employee Details:</h3>\n<ul>\n<li><strong>Start Date:</strong> {{ $json.start_date }}</li>\n<li><strong>Department:</strong> {{ $json.department }}</li>\n<li><strong>Location:</strong> {{ $json.location }}</li>\n<li><strong>Experience Level:</strong> {{ $json.experience_level }}</li>\n</ul>\n\n<h3>Manager Prep Checklist:</h3>\n<div style=\"background:#f5f5f5;padding:15px\">\n<strong>Before Day 1:</strong>\n<ul>\n<li>Prepare workspace and supplies</li>\n<li>Schedule Day 1 welcome meeting</li>\n<li>Plan team introduction</li>\n<li>Assign onboarding buddy</li>\n<li>Review goals below</li>\n</ul>\n</div>\n\n<h3>Key Goals for First {{ $json.onboarding_weeks }} Weeks:</h3>\n<ul>\n{{ $json.key_goals ? $json.key_goals.map(g => '<li>' + g + '</li>').join('') : '<li>Complete orientation</li>' }}\n</ul>\n\n<h3>Training Assigned:</h3>\n<ul>\n{{ $json.training_needed ? $json.training_needed.map(t => '<li>' + t + '</li>').join('') : '<li>Department training</li>' }}\n</ul>\n\n<div style=\"background:#fff3cd;padding:15px;margin-top:20px\">\n<strong>Please Schedule:</strong><br>\n\u2022 Day 1: Welcome meeting (30 min)<br>\n\u2022 Week 1: 1-on-1 check-in<br>\n\u2022 Week 4: Progress review\n</div>\n\n<p>Questions? Contact HR at hr@company.com</p>\n<p>Best regards,<br><strong>HR Team</strong></p>\n</body>\n</html>",
"options": {},
"subject": "=New Team Member: {{ $json.employee_name }} - Action Required"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "38b82ca7-0df4-4642-9940-82da425d5a96",
"name": "IT Setup Request",
"type": "n8n-nodes-base.gmail",
"position": [
-608,
144
],
"parameters": {
"sendTo": "user@example.com",
"message": "=<!DOCTYPE html>\n<html>\n<body style=\"font-family:Arial;padding:20px\">\n<h2 style=\"color:#FF9800\">IT Provisioning Request</h2>\n\n<h3>Employee Information:</h3>\n<ul>\n<li><strong>Name:</strong> {{ $json.employee_name }}</li>\n<li><strong>Position:</strong> {{ $json.position }}</li>\n<li><strong>Department:</strong> {{ $json.department }}</li>\n<li><strong>Start Date:</strong> {{ $json.start_date }}</li>\n<li><strong>Email:</strong> {{ $json.employee_email }}</li>\n<li><strong>Location:</strong> {{ $json.location }}</li>\n</ul>\n\n<h3>Hardware Required:</h3>\n<ul>\n<li>{{ $json.laptop_type }}</li>\n<li>Monitor and peripherals</li>\n<li>Mouse and keyboard</li>\n<li>Headset</li>\n</ul>\n\n<h3>Software/Tools Needed:</h3>\n<ul>\n{{ $json.tools_required ? $json.tools_required.map(t => '<li>' + t + '</li>').join('') : '<li>Email account</li><li>Standard software</li>' }}\n</ul>\n\n<h3>Setup Checklist:</h3>\n<ol>\n<li>Order hardware (deliver 1 week before start date)</li>\n<li>Create email account</li>\n<li>Set up VPN access</li>\n<li>Configure system permissions</li>\n<li>Prepare setup instructions</li>\n</ol>\n\n<div style=\"background:#e3f2fd;padding:15px;margin-top:20px\">\n<strong>Target Completion:</strong> 1 week before {{ $json.start_date }}\n</div>\n\n<p><strong>Onboarding ID:</strong> {{ $json.onboarding_id }}</p>\n</body>\n</html>",
"options": {},
"subject": "=IT Setup Request: {{ $json.employee_name }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your 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": {
"name": "<your 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": "## \ud83d\udcdd Jotform Trigger\n\nCaptures new hire:\n\u2022 Name, email, position\n\u2022 Department, manager\n\u2022 Start date, location\n\u2022 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": "## \ud83e\udd16 AI Analysis\n\nOpenAI API call:\n\u2022 Determines priority\n\u2022 Suggests goals\n\u2022 Lists training\n\u2022 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": "## \ud83d\udce7 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. Be specific, actionable, and focus on helping new employees succeed quickly.",
"options": {},
"promptType": "define"
},
"typeVersion": 2.2
},
{
"id": "73ccb726-8e2a-4675-85fa-45c014942c48",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
-1792,
-16
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "d150c537-4eb1-4fd8-b242-a6cac7703d5b",
"name": "Jotform Trigger",
"type": "n8n-nodes-base.jotFormTrigger",
"position": [
-2240,
-192
],
"parameters": {
"form": "252852702090453"
},
"credentials": {
"jotFormApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
}
],
"connections": {
"AI Agent": {
"main": [
[
{
"node": "Parse AI Response",
"type": "main",
"index": 0
}
]
]
},
"Is Executive?": {
"main": [
[
{
"node": "Alert HR - Executive",
"type": "main",
"index": 0
}
],
[
{
"node": "Send Welcome Email",
"type": "main",
"index": 0
},
{
"node": "Notify Manager",
"type": "main",
"index": 0
},
{
"node": "IT Setup Request",
"type": "main",
"index": 0
}
]
]
},
"Notify Manager": {
"main": [
[
{
"node": "Log to Database",
"type": "main",
"index": 0
}
]
]
},
"Jotform Trigger": {
"main": [
[
{
"node": "Extract Onboarding Data",
"type": "main",
"index": 0
}
]
]
},
"IT Setup Request": {
"main": [
[
{
"node": "Log to Database",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "AI Agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Parse AI Response": {
"main": [
[
{
"node": "Is Executive?",
"type": "main",
"index": 0
}
]
]
},
"Send Welcome Email": {
"main": [
[
{
"node": "Log to Database",
"type": "main",
"index": 0
}
]
]
},
"Alert HR - Executive": {
"main": [
[
{
"node": "Send Welcome Email",
"type": "main",
"index": 0
}
]
]
},
"Extract Onboarding Data": {
"main": [
[
{
"node": "AI Agent",
"type": "main",
"index": 0
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
gmailOAuth2googleSheetsOAuth2ApijotFormApiopenAiApi
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About this workflow
HR teams managing multiple new hires monthly. Small-to-medium businesses automating onboarding processes. Companies wanting consistent onboarding experiences. Remote-first teams needing streamlined provisioning. Growing startups scaling their hiring operations. Organizations…
Source: https://n8n.io/workflows/9569/ — original creator credit. Request a take-down →
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