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Automate Multi-step Onboarding with Google Sheets, Forms and Gmail Notifications

by PollupAI•Updated: Last update a month ago•Source: n8n.io

Getting Started

This n8n workflow enables teams to automate and standardize multi-step onboarding or messaging workflows using Google Sheets , Forms , Gmail , and dynamic logic powered by Code and Switch nodes. It ensures the right email is sent at the right step, tracks progress in Google Sheets, and handles errors or escalations.

🧑‍💼 Who is this for?

  • HR and PeopleOps teams managing candidate or employee onboarding processes

  • Customer success or onboarding teams handling structured, step-based journeys

  • Any team using Google Sheets as a lightweight CRM or workflow tracker

🧩 What problem is this workflow solving?

Coordinating multi-step onboarding or communication flows using spreadsheets and email can quickly become error-prone. This workflow:

  • Dynamically detects the current step and status from a Google Sheet

  • Sends the right message at the right time

  • Updates statuses and creates next steps

  • Handles errors with escalation logic

⚙️ What this workflow does

  1. Trigger via Form or Manual Execution

    • Users can fill a web form or run the workflow manually.

  2. Read Google Sheets

    • Retrieves step definitions and user progress from two sheets:

      • One for message templates

      • One for user step/status tracking

  3. Generate Message Table

    • Uses custom JavaScript to parse and structure message templates based on step and message type (sent, completed, error).

  4. Determine User Step

    • A Switch node checks the user’s current step and status.

    • Logic branches into the correct flow for message sending and verification.

  5. Send Message

    • Message variables are replaced using a Code node.

    • Final message is sent via Gmail or another workflow (using Execute Workflow).

  6. Update Sheets

    • Marks the step as completed or passed.

    • Creates the next step in the sheet with updated status.

  7. Handle Errors

    • If the step fails, an error message is sent to the responsible admin.

🛠️ Setup

  1. Connect Google Sheets and Gmail :

    • Ensure credentials are configured in n8n.

  2. Prepare Sheets :

    • One sheet for messages with steps/types/subjects/content. You can copy the one from here

    • One sheet for tracking users and their current step/status. You can copy the one from here

  3. Customize Webform :

    • Use the provided form to capture First Name, Last Name, and Email.

  4. Connect to Your Email Templates :

    • Ensure your message structure follows the expected JSON format by step and type.

✏️ How to customize this workflow to your needs

  • Add More Steps : Expand the Switch logic and template sheet for more steps.

  • Use Different Channels : Replace Gmail with Slack, Telegram, or another messaging node.

  • Change Form Fields : Adjust the FormTrigger node to match your onboarding fields.

  • Custom Error Logic : Customize escalation emails, including admin routing or Slack alerts.

  • Integrate with Databases : Swap Google Sheets with Airtable, PostgreSQL, or Notion.

This workflow is ideal for automating repetitive, step-based processes involving human communication. It’s modular, extensible, and powered by spreadsheet-driven logic.