👥 Employee time tracking system with GPT-4o reports & Gmail notifications

⚡ 294 views · 👥 HR & Recruitment

Description

Overview

This workflow acts as an AI-powered smart time tracker for employees or personal use.
It records work sessions via a webhook, logs start/end/break times into n8n Data Tables,
and uses OpenAI to automatically summarize working patterns and send reminders or monthly reports via Gmail.

How It Works

  1. Webhook /track-time → Receives a POST request with a method (start, break, or end) and duration if applicable.
  2. Switch Logic → Directs the request to create or update the appropriate record in your Data Table.
  3. Data Tables → Store timestamps, break durations, and worker IDs in a secure local table.
  4. Schedule Triggers
    • Daily (10:00) → Checks if today’s shift was not started and sends a reminder.
    • Monthly (Day 1, 06:00) → Compiles last month’s working data and sends an AI report to management.
  5. OpenAI Analysis
    • Summarizes working hours and productivity trends.
    • Detects missed clock-ins or irregular patterns.
  6. Gmail Integration → Sends formatted daily or monthly reports to both employees and supervisors.

Example Webhook Requests

# Start work
POST /track-time
{
  "method": "start",
  "headers": { "id": "EMP001" }
}

# Log a break
POST /track-time
{
  "method": "break",
  "duration": 15,
  "headers": { "id": "EMP001" }
}

# End work
POST /track-time
{
  "method": "end",
  "headers": { "id": "EMP001" }
}

# Example Email Output

Subject: “Workday Summary – EMP001”

🕒 Workday completed successfully  
Start: 09:00  
Break: 15 minutes  
End: 17:45  

AI Summary:
Consistent work pattern detected this week. Consider shorter but more frequent breaks.

## 🔗 Nodes Used

Webhook, Gmail, Schedule Trigger, OpenAI, Data table

## 📥 Import

Download [`workflow.json`](workflow.json) and import into n8n:
**Workflow menu → Import from File**

[📖 Importing guide](../../../docs/importing-templates.md) · [🔑 Credential setup](../../../docs/credential-setup.md)