Automate school trip consent forms with email verification, PDF generation & Google Drive

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2/3/2026

SharePoint Automation Data Extraction Office 365 Microsoft Graph API

Verified Parent Consent Form Automation for School Trips

🎯 Description

This workflow automates the entire parent consent process for school field trips, replacing manual paper forms with a secure, verified, and legally compliant digital system.

When a parent submits consent data via POST request (from Postman or any form), the workflow:

Receives parent & trip details through a Webhook trigger.
Verifies the parent’s email using the VerifiEmail API to prevent fake or disposable entries.
Generates a unique Consent ID and timestamps for tracking and legal validation.
Creates a professional HTML-based digital consent form, including child details, trip information, and a parent signature section.
Converts the HTML document to a PDF using the HTMLCSSToPDF API (ready for printing or archiving).
Uploads the PDF to Google Drive automatically, organizing it under a designated folder (e.g., /School_Consents/2025/November).
Sends an automated Gmail notification to the respective class teacher, including all verified details and the Drive reference.
Responds instantly to the original POST request with a success confirmation and all metadata (Consent ID, verification status, storage location, timestamp).
Handles invalid emails gracefully, returning a 400 error response for unauthorized or unverified submissions.
Provides complete traceability, digital audit, and tamper-proof documentation for school compliance.

Use Case: Ideal for schools, institutions, or organizations that need paperless consent workflows with email verification, cloud storage, and automated staff alerts — ensuring authenticity, security, and compliance.

🧩 Features

Email verification (VerifiEmail)
Auto-generated unique Consent ID
HTML-to-PDF conversion (HTMLCSSToPDF)
Google Drive cloud storage integration
Automated Gmail teacher notification
API-friendly POST-based trigger
Real-time error handling & response
Legally formatted consent slip

🧪 Test Input Example (Postman)

Use this JSON in Postman when testing the webhook:

{
  "parent_name": "Ritu Sharma",
  "parent_email": "ritu.sharma@gmail.com",
  "child_name": "Aarav Sharma",
  "child_class": "Grade 5-A",
  "trip_name": "Science Museum Visit",
  "trip_date": "2025-11-10",
  "teacher_email": "teacher@school.edu"
}

✅ Expected Output

Success Response (200):

{
  "status": "success",
  "message": "Parent consent form verified and stored successfully",
  "data": {
    "consent_id": "CONSENT-1699123456789",
    "child_name": "Aarav Sharma",
    "trip_name": "Science Museum Visit",
    "email_verified": true,
    "stored_at": "Google Drive",
    "teacher_notified": true
  }
}

Error Response (400):

{
  "status": "error",
  "message": "Invalid email address provided. Please use a valid email.",
  "reason": "Email verification failed"
}

🌐 Workflow Tags for n8n Creators

#Education #Automation #EmailVerification #PDFGeneration #GoogleDrive #Webhook #SchoolAdmin #PaperlessWorkflow #Compliance

Automate School Trip Consent Forms with Email Verification, PDF Generation, and Google Drive Storage

This n8n workflow automates the entire process of collecting parental consent for school trips, from form submission and email verification to PDF generation and secure storage in Google Drive. It streamlines administrative tasks, ensures data integrity, and provides a clear audit trail for consent forms.

What it does

Receives Consent Form Submissions: Listens for incoming data via a webhook, typically from a form submission (e.g., Google Forms, Typeform, or a custom form).
Generates Unique Verification Link: Uses a Code node to dynamically create a unique email verification link based on the submitted data.
Sends Verification Email: Dispatches an email to the parent/guardian with the generated verification link, prompting them to confirm their consent.
Waits for Email Verification: The workflow pauses until the parent/guardian clicks the verification link, which triggers another webhook.
Validates Verification: An "If" node checks if the verification webhook's data matches the expected parameters, ensuring the link is valid.
Generates Consent PDF: Upon successful verification, an HTTP Request node is used to interact with a PDF generation service (e.g., a custom API or a service like DocRaptor, PDFMonkey, etc.) to create a PDF document of the consent form.
Uploads PDF to Google Drive: Stores the generated PDF consent form in a designated Google Drive folder for secure, organized record-keeping.
Responds to Webhook: Confirms successful processing back to the initial form submission or verification system.

Prerequisites/Requirements

n8n Instance: A running n8n instance (self-hosted or cloud).
Webhook Integration: A form or system capable of sending data to an n8n webhook.
Gmail Account: For sending verification emails. Requires a configured Gmail credential in n8n.
Google Drive Account: For storing generated PDF files. Requires a configured Google Drive credential in n8n.
PDF Generation Service: An API endpoint or service capable of generating PDFs from provided data (e.g., HTML, JSON). This workflow uses an HTTP Request node, implying an external service is expected.
Basic JavaScript Knowledge: For customizing the Code node to generate the verification link and potentially format data for PDF generation.

Setup/Usage

Import the Workflow: Import the provided JSON into your n8n instance.
Configure Webhooks:
- The initial Webhook node (ID 47) will receive the form submissions. Copy its URL and configure your form to send data to this URL.
- The Respond to Webhook node (ID 535) is likely used to confirm the verification step.
Configure Credentials:
- Gmail: Set up your Gmail OAuth2 or API Key credential in n8n.
- Google Drive: Set up your Google Drive OAuth2 credential in n8n.
Customize Code Node (ID 834): Adjust the JavaScript in the Code node to correctly construct the verification URL and any other dynamic data based on your form's output. Ensure the verification link points back to a specific n8n webhook (or a unique endpoint that triggers the verification part of this workflow).
Configure HTTP Request (ID 19):
- Update the HTTP Request node to point to your chosen PDF generation service's API endpoint.
- Adjust the request body and headers to send the necessary data for PDF generation, mapping fields from your initial webhook data.
Configure Google Drive (ID 58):
- Specify the folder where the consent forms should be stored.
- Map the filename to use a dynamic value, such as the student's name and trip date, to ensure unique and descriptive file names.
Activate the Workflow: Once all configurations are complete, activate the workflow.

This workflow provides a robust solution for managing school trip consent forms, enhancing efficiency and compliance.

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