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

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.