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Voice daily toolbox talks and track crew sign-off with Airtable, ElevenLabs, Telegram, and DeepSeek

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

Last update

Last update 2 days ago

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Toolbox talks get skipped when the foreman has to write one before the shift starts, and nobody can prove later that they were held. This workflow picks today's topic from an Airtable library without repeating recent ones, has a DeepSeek model write the talk, checks it, has ElevenLabs voice it, and sends it to the foreman on Telegram. The foreman replies done to sign it off, and a Friday email shows what was delivered and what was confirmed.

Last updated: November 2026.

Quick Overview

Every morning at 05:30 the Toolbox Topics table and the last two weeks of the Toolbox Log are read. Today's topic rotates over active topics that were not used in the last 14 days, and an empty library sends a Telegram alert instead of failing quietly. The model writes a 130 to 170 word talk, and a quality check flags talks that are too short or too long, skip the topic or quote a percentage that was not in the source. Good talks are voiced by ElevenLabs and sent as an audio note. Flagged talks, and any talk where the voice step fails, go out as text with the reason. Every delivery is logged with its type and Telegram message id, and the topic gets its last_used date. When the foreman replies done, optionally with a crew count, the log row is marked held. A 10:00 check nudges the foreman if today's talk is still unconfirmed, and the Friday summary reports delivered, confirmed and text-only talks.

How it works

  1. Daily Pre Shift Talk fires at 05:30. Read Toolbox Topics and Read Recent Talks load the library and the log with retries.
  2. Pick Today's Topic skips inactive rows and topics used in the last 14 days, then rotates by day. Topic Available? sends an empty library to Alert Empty Topic Library.
  3. Write Toolbox Talk uses the DeepSeek model in Talk Model, and Prepare Narration cleans the text for speech.
  4. Check Talk Quality and Talk Passes Checks? decide between voice and a text version.
  5. Voice the Toolbox Talk calls ElevenLabs and Send Talk to Foreman posts the mp3. Send Talk as Text handles flagged talks and voice failures.
  6. Record Delivery Details reads the Telegram reply, Log Toolbox Talk writes the row with delivery, message id and held set to no, and Mark Topic Used stamps last_used on the topic.
  7. Foreman Replies listens on Telegram. Parse Foreman Reply looks for done or held with an optional number, Find Today's Talk and Talk Found? locate the row, Record Talk Held marks it held and Thank Foreman confirms.
  8. Midday Confirmation Check reads today's row and Nudge Foreman asks for a done reply if it is still unconfirmed.
  9. Weekly Safety Summary reads the log on Friday at 16:00, Summarize Week counts delivered, confirmed and text-only talks with crew attendance, and Email Safety Summary sends it to the safety manager.

Setup

  1. Connect Airtable. Toolbox Topics needs topic_id, topic, hazard_focus, key_points, last_used and active. Toolbox Log needs talk_id, talk_date, topic_id, topic, chars, sent_to, sent_at, week, delivery, message_id, quality_issues, held, crew_count and held_at.
  2. Add your DeepSeek compatible credential on Talk Model.
  3. Connect ElevenLabs and pick the voice in Voice the Toolbox Talk.
  4. Connect Telegram, replace chat id 123456789 and add the bot to the foreman chat so it can read replies.
  5. Connect Gmail and set the safety manager address, [email protected] in the template.

Quick Answers

How does the foreman sign off a talk?
By replying done in the Telegram chat, or done 12 to record the crew count.

Can the same topic come back two days running?
No. Topics used in the last 14 days are skipped unless the library has nothing else.

What if the AI writes something off?
Check Talk Quality sends a text version with the reason so the foreman reads it first.

What if nobody confirms?
At 10:00 the foreman gets a nudge, and Friday's summary lists the talk as not confirmed.

Additional info

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