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Automate multi-step onboarding with Google Sheets, Forms and Gmail notifications

PollupAIPollupAI
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2/3/2026
ScheduledJiraGoogle SheetsData AutomationSynchronization
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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.

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

This n8n workflow streamlines the onboarding process for new users or clients by integrating Google Forms for data collection, Google Sheets for record-keeping, and Gmail for automated notifications. It allows for a multi-step onboarding experience, providing different forms and sending tailored emails based on the completion of previous steps.

What it does

This workflow automates the following steps:

  1. Triggers on Form Submission: The workflow starts when a new entry is submitted via an n8n Form.
  2. Records Data in Google Sheets: The submitted form data is appended as a new row in a specified Google Sheet.
  3. Conditional Onboarding Steps:
    • First Form Submission: If it's the first form submission for a user, it sends a "Welcome" email and presents a link to the second onboarding form.
    • Second Form Submission: If it's the second form submission, it sends a "Confirmation" email and presents a link to the third onboarding form.
    • Third Form Submission: If it's the third form submission, it sends a "Completion" email and marks the onboarding as complete.
  4. Data Transformation: Uses a "Set" node to structure and prepare data for subsequent steps, such as email content or Google Sheets updates.
  5. Sub-workflow Execution: Utilizes an "Execute Workflow" node, suggesting that parts of the onboarding or notification logic might be modularized into separate, reusable sub-workflows.
  6. Conditional Logic (Switch): Employs a "Switch" node to route the workflow based on the "step" of the onboarding process, ensuring the correct form and email are sent.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Google Account: A Google account with access to Google Sheets and Gmail.
  • Google Sheets Credential: An n8n credential configured for Google Sheets.
  • Gmail Credential: An n8n credential configured for Gmail.
  • n8n Forms: The workflow uses n8n's built-in form functionality.
  • Sub-workflows (Optional): If the "Execute Workflow" node points to specific sub-workflows, those will also need to be configured and active.

Setup/Usage

  1. Import the Workflow: Download the JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Google Sheets credential.
    • Set up your Gmail credential.
  3. Configure n8n Forms:
    • Edit the "On form submission" (Form Trigger) node to define your first onboarding form fields.
    • The workflow dynamically generates links to subsequent forms. You will need to ensure these forms are also created and configured (potentially in sub-workflows or as separate n8n Form nodes) to handle the multi-step process.
  4. Review Google Sheets Node: Update the "Google Sheets" node to point to your desired spreadsheet and sheet name where onboarding data will be stored.
  5. Customize Emails: Adjust the "Gmail" nodes to personalize the subject and body of the welcome, confirmation, and completion emails.
  6. Activate the Workflow: Once configured, activate the workflow.
  7. Share Form Links: Distribute the URL of your first n8n Form to start the onboarding process.

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