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Manage employee offboarding with DeepSeek, Sheets, Gmail, and Telegram alerts

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

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Last update a day ago

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Offboarding goes wrong quietly. An account stays open for months, a laptop never comes back, and the handover never happens because nobody wrote the list down or chased it. This workflow takes the departure notice once, builds a checked task list, routes short-notice exits to IT straight away, and keeps reminding managers until every task is done.

Last updated: November 2026.

Quick Overview

A POST webhook receives the offboarding request. Incomplete requests are rejected with a Telegram alert and an email, and repeat requests for the same employee and last day are caught against the Departures sheet before any AI spend. A DeepSeek agent reads your Templates sheet and drafts a six to twelve item checklist. A Code check makes sure it covers access revocation, asset return and knowledge transfer. Complete checklists are written to TaskLog and Departures, emailed to the manager and posted to Telegram, and the Gmail message id is saved. Exits three days out or less go straight to IT. A weekday lane chases overdue tasks per manager and escalates to HR, and a Monday digest summarizes the week.

How it works

  1. The offboard/intake webhook receives the request. Missing employee_name, employee_email, manager_email or last_working_day sends a Telegram alert and a Gmail notice, and the run stops.
  2. Prepare Departure Record adds an OB- id and timestamp. Read Departures Ledger and Check Duplicate Request look for the same email and last day. A duplicate gets a Telegram note and nothing else.
  3. The DeepSeek agent picks tasks from the Templates tool and returns a checklist, handover summary and risks. A Code node turns it into task rows with due dates counted back from the last day.
  4. Check Checklist Quality confirms 6 to 12 tasks and the three must-have tasks. Failures go to the ReviewQueue tab with one email to HR, and the manager is not emailed.
  5. Complete checklists are appended to TaskLog (with manager_email) and Departures, then emailed to the manager.
  6. Mark Checklist Sent upserts the Departures row with the Gmail message id, send time and notice tier, and the team gets a Telegram alert.
  7. Route By Notice Period sends urgent exits (3 days or less) to IT by email plus Telegram, and gives IT a Telegram heads-up for exits within 10 days.
  8. Every weekday at 08:00 the overdue lane groups late tasks by manager, emails each manager their list, and escalates to HR on Telegram when a task is more than 3 days late.
  9. Every Monday at 09:00 the digest lane counts open, done and overdue tasks and sends a DeepSeek digest, or an all clear.

Setup

  1. Connect Google Sheets and point every sheet node at your spreadsheet.
  2. Create tabs: Templates, TaskLog (add a manager_email column), Departures (add checklist_message_id, checklist_sent_at and notice_tier), and ReviewQueue.
  3. Fill Templates with your standard exit tasks.
  4. Add an OpenAI-compatible credential for DeepSeek on both model nodes.
  5. Connect Gmail and a Telegram bot. Replace chat id 123456789 and [email protected] with your HR, IT and ops addresses.
  6. Send your HR system or form to the offboard/intake production URL.
  7. Ask managers to set the status column to done in TaskLog when a task is finished, so reminders stop.

Quick Answers

What stops a checklist with no access revocation from going out?
Check Checklist Quality looks for access, asset and knowledge transfer tasks and a 6 to 12 task count. If any is missing the draft goes to ReviewQueue and HR, not to the manager.

What if HR submits the same departure twice?
The request is matched against Departures on employee email and last working day. A match is skipped with a Telegram note, so no second checklist or email.

How do overdue tasks get chased?
Each weekday the TaskLog is scanned for tasks not marked done and past due. Each manager gets one email with their list, and anything over 3 days late is escalated to HR on Telegram.

What counts as a short-notice exit?
Three days or less to the last working day is urgent and goes to IT by email and Telegram. Up to ten days gets a Telegram heads-up.

Additional info

Built with n8n. Need an assessment on your business? Feel free to reach out at https://khmuhtadin.com/consultation/