Automate employee onboarding and Google Workspace account creation with Gmail, Google Sheets, PDFBro and Google Gemini

Watch the Video Demo For a visual walkthrough of this automation in action, check out the tutorial below: --- 🚀 Workflow Overview This n8n workflow creates a fully automated end-to-end recruitment and onboarding engine. It streamlines two critical phases of HR operations: 1. Offer Letter Generation: Automatically generating and emailing a PDF offer letter when candidate data is received. 2. Onboarding & Provisioning: Detecting candidate acceptance via email, provisioning a corporate Google Workspace account, and securely delivering credentials. --- ⚙️ Phase 1: Candidate Intake & Offer Letter Generation Triggered via Webhook This section handles the initial processing of a successful candidate. 1. Data Ingestion & Formatting Webhook (POST): The workflow starts when candidate data (personal info, job details, bank info) is posted to the webhook URL. Edit Fields: Cleanups and extracts key data points (Full Name, Address, Job Title, Manager Name, etc.) to ensure they are ready for document generation. 2. Database Entry Google Sheets (Save Candidates Details): Acts as the "Employee DB". Records all candidate details including emergency contacts and bank info. Sets an initial status flag workplaceacccreated? to "no". 3. Document Generation PDFBro (Generate Offer Letter): Dynamically creates a PDF offer letter. Populates the template with the candidate's name, address, job title, department, and salary frequency. 4. Delivery Gmail (Send Offer Letter): Sends an email to the candidate's personal address. Attaches the generated PDF offer letter. Subject: "Offer Letter" | Body includes a congratulatory message. --- 🤖 Phase 2: Acceptance Verification & IT Provisioning Triggered via Gmail Polling This section runs periodically to check if the candidate has accepted the job offer. 1. Intelligent Monitoring Gmail Trigger: Polls the HR inbox every minute for new emails. Google Sheets (Lookup): Checks if the sender's email exists in the "Employee DB". Filter: Ensures the workflow only proceeds if: The email is from a known candidate. The candidate has not yet been onboarded (workplaceacccreated? is not "yes"). 2. AI-Powered Analysis Google Gemini (AI Agent): Reads the email subject and body. Prompt: "Check if the mail is an acceptance of offer letter... respond with 'yes' if it is an acceptance." This eliminates false positives (e.g., a candidate asking a question about the salary isn't mistakenly onboarded). 3. Account Provisioning (If Accepted) If the AI confirms the email is an acceptance ("Yes"): JavaScript Code: Generates a secure, random 16-character temporary password (timestamp + random string). Google Workspace Admin (Create User): Creates a new internal email account (e.g., firstname.lastname@blankarray.com). Sets the temporary password. Security: Forces the user to change their password upon first login (changePasswordAtNextLogin: true). 4. Credential Delivery & Sync Gmail (Send Credentials): Sends a beautifully formatted HTML email to the new employee's personal address. Contains their new Work Email and Temporary Password. Includes a "Log In to Workplace" button. Google Sheets (Update Status): Updates the candidate's row in the DB. Sets workplaceacccreated? to "yes" to prevent duplicate account creation in the future. --- 🛠️ Prerequisites & Credentials Needed To use this workflow, you will need to configure the following credentials in n8n: 1. Google Workspace Admin: For creating users (requires Admin SDK API access). 2. Google Gemini (PaLM) API: For the AI analysis of emails. 3. Google Drive/Sheets: Service account access to read/write the Employee DB. 4. Gmail (OAuth2): To read incoming replies and send outgoing emails. 5. PDFBro: a free community node for creating PDF offer letter.