Generate Employee Retention Analytics Reports with GPT-4o and Gmail Digests

Description

This workflow automates employee retention analytics by combining candidate performance data with trait-level retention statistics. It scores candidates, validates data, and generates a polished Retention Digest HTML email using GPT (Azure OpenAI). Hiring managers receive structured insights weekly, highlighting top/weak traits, candidate scores, and actionable JD refinement tips.

What This Template Does (Step-by-Step)

⚡ Manual Trigger – Starts workflow execution on demand.
📑 Candidate Data Fetch (Google Sheets – Hires Tracking) – Pulls candidate-level details like name, role, traits, start date, and retention status.
📑 Trait Summary Fetch (Google Sheets – Retention Summary) – Fetches aggregated trait-level retention statistics, including hires, stayed, left, retention %, and weight adjustments.
🔀 Merge Candidate + Trait Data – Combines both datasets into a unified stream for scoring.
🧮 Candidate Scoring & Data Normalization (Code Node) –

• Cleans and standardizes data.
• Builds a trait → weight map.
• Calculates each candidate’s Candidate_Score.
• Outputs normalized JSON.
• ✅ Data Validation (If Node) – Ensures both candidate and trait datasets are present.
• TRUE → continues to AI digest generation.
• FALSE → routes to error logging.
• ⚠️ Error Handling Logic (Google Sheets – Error Log) – Logs any failed or incomplete runs into a dedicated error sheet for auditing.
• 🧠 AI Processing Backend (Azure OpenAI) – Prepares candidate + trait data for GPT processing.
• 🤖 Retention Digest Generator (LLM Chain) – Uses GPT (gpt-4o-mini) to create a structured HTML Retention Digest, including:
• TL;DR summary
• Top Traits (positive retention)
• Weak Traits (negative retention)
• Candidate highlights (scores & retention status)
• 3 actionable JD refinement tips
• 📧 Email Delivery (Gmail) – Sends the digest directly to hiring managers as a styled HTML email with subject:
• Retention Analysis Digest – Weekly Update

Prerequisites

Google Sheets (Hires Tracking + Retention Summary + Error Log)
Gmail API credentials
Azure OpenAI access (gpt-4o-mini model)
n8n instance (self-hosted or cloud)

Key Benefits

✅ Automates retention analytics & reporting
✅ Provides AI-powered insights in structured HTML
✅ Improves hiring strategy with trait-based scoring
✅ Reduces manual effort in weekly retention reviews
✅ Ensures reliability with error handling & validation

Perfect For

HR & Recruitment teams monitoring post-hire retention
Organizations optimizing job descriptions & hiring strategy
Talent analytics teams needing automated, AI-driven insights
Stakeholders requiring clear weekly digest emails