This workflow follows the Gmail → Google Sheets 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 →
{
"name": "Staff Scheduling Automation (Publish + Confirm)",
"nodes": [
{
"parameters": {
"rule": {
"interval": [
{
"field": "weeks",
"triggerAtHour": 23
}
]
}
},
"type": "n8n-nodes-base.scheduleTrigger",
"typeVersion": 1.3,
"position": [
0,
0
],
"id": "ecadba47-fa95-4503-971c-9449b95ce22c",
"name": "Sunday Auto-Publish"
},
{
"parameters": {
"documentId": {
"__rl": true,
"value": "1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc",
"mode": "list",
"cachedResultName": "Local biz autopilot ",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc/edit?usp=drivesdk"
},
"sheetName": {
"__rl": true,
"value": 447491474,
"mode": "list",
"cachedResultName": "Weekly Schedule",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc/edit#gid=447491474"
},
"options": {}
},
"type": "n8n-nodes-base.googleSheets",
"typeVersion": 4.7,
"position": [
208,
0
],
"id": "4076d14c-0653-44b8-a4e7-c8abeab8ce37",
"name": "Read Weekly Schedule",
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"fieldsToSummarize": {
"values": [
{
"aggregation": "concatenate",
"field": "Shift ID"
},
{
"aggregation": "concatenate",
"field": "Date"
},
{
"aggregation": "concatenate",
"field": "Shift Time"
},
{
"aggregation": "concatenate",
"field": "Role"
}
]
},
"fieldsToSplitBy": "Staff Email",
"options": {}
},
"type": "n8n-nodes-base.summarize",
"typeVersion": 1.1,
"position": [
416,
0
],
"id": "1df34905-5947-4187-89cc-678807029fad",
"name": "Summarize"
},
{
"parameters": {
"jsCode": "const results = [];\n\nfor (const item of $input.all()) {\n const email = item.json['Staff_Email'];\n const shiftIds = item.json['concatenated_Shift_ID'].split(',');\n const dates = item.json['concatenated_Date'].split(',');\n const times = item.json['concatenated_Shift_Time'].split(',');\n const roles = item.json['concatenated_Role'].split(',');\n\n let tableRows = '';\n for (let i = 0; i < shiftIds.length; i++) {\n const dateObj = new Date(dates[i]);\n const formattedDate = isNaN(dateObj)\n ? dates[i]\n : dateObj.toLocaleDateString('en-US', { weekday: 'long', month: 'long', day: 'numeric' });\n\n tableRows += `\n <tr>\n <td style=\"padding:8px 12px;border:1px solid #ddd;\">${formattedDate}</td>\n <td style=\"padding:8px 12px;border:1px solid #ddd;\">${times[i]}</td>\n <td style=\"padding:8px 12px;border:1px solid #ddd;\">${roles[i]}</td>\n <td style=\"padding:8px 12px;border:1px solid #ddd;color:#888;\">${shiftIds[i]}</td>\n </tr>`;\n }\n\n const scheduleTableHtml = `\n <table style=\"border-collapse:collapse;font-family:Arial,sans-serif;font-size:14px;width:100%;max-width:500px;\">\n <thead>\n <tr style=\"background-color:#1F2937;color:#ffffff;\">\n <th style=\"padding:8px 12px;border:1px solid #ddd;text-align:left;\">Date</th>\n <th style=\"padding:8px 12px;border:1px solid #ddd;text-align:left;\">Time</th>\n <th style=\"padding:8px 12px;border:1px solid #ddd;text-align:left;\">Role</th>\n <th style=\"padding:8px 12px;border:1px solid #ddd;text-align:left;\">Shift ID</th>\n </tr>\n </thead>\n <tbody>${tableRows}\n </tbody>\n </table>`;\n\n results.push({\n json: {\n staffEmail: email,\n scheduleTableHtml: scheduleTableHtml\n }\n });\n}\n\nreturn results;"
},
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
624,
0
],
"id": "f646d90f-fa2e-4f2e-9748-5875e9aa0c32",
"name": "Format Schedule Email"
},
{
"parameters": {
"sendTo": "={{ $json.staffEmail }}",
"subject": "Your Schedule for This Week",
"message": "=Hi,<br><br>\nHere's your schedule for this week:<br><br>\n{{ $json.scheduleTableHtml }}\n<br><br>\nPlease confirm your shifts by replying to this email or using the confirmation link (coming soon).<br><br>\nThanks,<br>\n[Restaurant Name] Management",
"options": {}
},
"type": "n8n-nodes-base.gmail",
"typeVersion": 2.2,
"position": [
832,
0
],
"id": "653150c6-f69f-479f-a88a-06c33153e514",
"name": "Send Schedule Email",
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"jsCode": "const results = [];\n\nfor (const item of $input.all()) {\n const shiftIds = item.json.staffEmail \n ? $('Format Schedule Email').all().find(i => i.json.staffEmail === item.json.staffEmail)\n : null;\n}\n\n// Simpler approach: pull directly from the Format Schedule Email node's original data\nconst formatted = $('Summarize').all();\n\nfor (const item of formatted) {\n const ids = item.json['concatenated_Shift_ID'].split(',');\n for (const id of ids) {\n results.push({ json: { shiftId: id.trim() } });\n }\n}\n\nreturn results;"
},
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
1040,
0
],
"id": "1c57ec4b-1fcb-4a74-b285-0362a1ab7d83",
"name": "Code in JavaScript"
},
{
"parameters": {
"operation": "update",
"documentId": {
"__rl": true,
"value": "1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc",
"mode": "list",
"cachedResultName": "Local biz autopilot ",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc/edit?usp=drivesdk"
},
"sheetName": {
"__rl": true,
"value": 447491474,
"mode": "list",
"cachedResultName": "Weekly Schedule",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc/edit#gid=447491474"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"Shift ID": "={{ $json.shiftId }}",
"Notified?": "TRUE"
},
"matchingColumns": [
"Shift ID"
],
"schema": [
{
"id": "Shift ID",
"displayName": "Shift ID",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": false
},
{
"id": "Date",
"displayName": "Date",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Shift Time",
"displayName": "Shift Time",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Role",
"displayName": "Role",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Staff Assigned",
"displayName": "Staff Assigned",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Staff Email",
"displayName": "Staff Email",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Notified?",
"displayName": "Notified?",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Confirmed?",
"displayName": "Confirmed?",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Needs Coverage?",
"displayName": "Needs Coverage?",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Covered By",
"displayName": "Covered By",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "row_number",
"displayName": "row_number",
"required": false,
"defaultMatch": false,
"display": true,
"type": "number",
"canBeUsedToMatch": true,
"readOnly": true,
"removed": true
}
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {}
},
"type": "n8n-nodes-base.googleSheets",
"typeVersion": 4.7,
"position": [
1248,
0
],
"id": "0981e2b7-0173-4ce8-979a-0f6ae8514a3a",
"name": "Update row in sheet",
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"operation": "update",
"documentId": {
"__rl": true,
"value": "1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc",
"mode": "list",
"cachedResultName": "Local biz autopilot ",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc/edit?usp=drivesdk"
},
"sheetName": {
"__rl": true,
"value": 447491474,
"mode": "list",
"cachedResultName": "Weekly Schedule",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ccHh2acYFEDpmj6aEeovI5FsoRU1bFbQ9ZADLyrCHGc/edit#gid=447491474"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"Shift ID": "={{ $json['Which Shift ID are you confirming? '] }}",
"Confirmed?": "TRUE"
},
"matchingColumns": [
"Shift ID"
],
"schema": [
{
"id": "Shift ID",
"displayName": "Shift ID",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": false
},
{
"id": "Date",
"displayName": "Date",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Shift Time",
"displayName": "Shift Time",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Role",
"displayName": "Role",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Staff Assigned",
"displayName": "Staff Assigned",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Staff Email",
"displayName": "Staff Email",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Notified?",
"displayName": "Notified?",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Confirmed?",
"displayName": "Confirmed?",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Needs Coverage?",
"displayName": "Needs Coverage?",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "Covered By",
"displayName": "Covered By",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true,
"removed": true
},
{
"id": "row_number",
"displayName": "row_number",
"required": false,
"defaultMatch": false,
"display": true,
"type": "number",
"canBeUsedToMatch": true,
"readOnly": true,
"removed": true
}
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {}
},
"type": "n8n-nodes-base.googleSheets",
"typeVersion": 4.7,
"position": [
208,
384
],
"id": "44a60089-0a2d-4ef3-886a-2866f1fdcb6e",
"name": "Mark Confirmed",
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"documentId": {
"__rl": true,
"value": "1n39mnFOlAP5GgP58G70jcBrSCOo_Jx2IFv7ffrVEMTk",
"mode": "list",
"cachedResultName": "Confirmations",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1n39mnFOlAP5GgP58G70jcBrSCOo_Jx2IFv7ffrVEMTk/edit?usp=drivesdk"
},
"sheetName": {
"__rl": true,
"value": 477781584,
"mode": "list",
"cachedResultName": "Form Responses 1",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1n39mnFOlAP5GgP58G70jcBrSCOo_Jx2IFv7ffrVEMTk/edit#gid=477781584"
},
"event": "rowAdded",
"options": {}
},
"type": "n8n-nodes-base.googleSheetsTrigger",
"typeVersion": 1,
"position": [
-16,
384
],
"id": "dfd32895-b2db-4976-b4b3-08050a92d989",
"name": "New Confirmation Submitted",
"credentials": {
"googleSheetsTriggerOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {},
"type": "n8n-nodes-base.manualTrigger",
"typeVersion": 1,
"position": [
0,
192
],
"id": "728d61d8-beec-499f-bb1a-d732c6820db3",
"name": "Manager Force-Send"
}
],
"connections": {
"Sunday Auto-Publish": {
"main": [
[
{
"node": "Read Weekly Schedule",
"type": "main",
"index": 0
}
]
]
},
"Read Weekly Schedule": {
"main": [
[
{
"node": "Summarize",
"type": "main",
"index": 0
}
]
]
},
"Summarize": {
"main": [
[
{
"node": "Format Schedule Email",
"type": "main",
"index": 0
}
]
]
},
"Format Schedule Email": {
"main": [
[
{
"node": "Send Schedule Email",
"type": "main",
"index": 0
}
]
]
},
"Send Schedule Email": {
"main": [
[
{
"node": "Code in JavaScript",
"type": "main",
"index": 0
}
]
]
},
"Code in JavaScript": {
"main": [
[
{
"node": "Update row in sheet",
"type": "main",
"index": 0
}
]
]
},
"New Confirmation Submitted": {
"main": [
[
{
"node": "Mark Confirmed",
"type": "main",
"index": 0
}
]
]
},
"Manager Force-Send": {
"main": [
[
{
"node": "Read Weekly Schedule",
"type": "main",
"index": 0
}
]
]
}
},
"active": false,
"settings": {
"executionOrder": "v1",
"binaryMode": "separate",
"availableInMCP": false
},
"versionId": "b2394f1d-9410-4743-99c0-bcf7eb7c4e19",
"meta": {
"templateCredsSetupCompleted": true
},
"nodeGroups": [],
"id": "jmfZ4YjyLyNx5rUo",
"tags": []
}
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.
gmailOAuth2googleSheetsOAuth2ApigoogleSheetsTriggerOAuth2Api
Pro
For the full experience including quality scoring and batch install features for each workflow upgrade to Pro
About this workflow
Staff Scheduling Automation (Publish + Confirm). Uses googleSheets, gmail, googleSheetsTrigger. Scheduled trigger; 10 nodes.
Source: https://github.com/justinrhedgep-star/cafe-autopilot-n8n/blob/main/03-staff-scheduler.json — original creator credit. Request a take-down →
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