👥 Automate offer letters & notifications with Google Sheets, Gmail & Slack
⚡ 56 views · 👥 HR & Recruitment
Description
✅ What problem does this workflow solve?
Hiring teams often struggle with document follow-ups, offer letter generation, and stakeholder communication. Manual checks, email back-and-forth, and missing files slow down hiring and create chaos during onboarding.
This workflow automates the entire offer letter lifecycle-from document validation to offer delivery-so HR teams can move faster with zero manual chasing.
⚙️ What does this workflow do?
- Monitors candidate records in Google Sheets.
- Detects pending onboarding documents automatically.
- Sends reminder emails for missing documents.
- Generates professional offer letters (HTML → PDF).
- Emails offer letters to candidates automatically.
- Notifies hiring managers on Slack.
- Stores offer letters securely in Google Drive.
- Tracks onboarding status and document links in Google Sheets.
💡 Main Use Cases
- Automate offer letter creation and delivery.
- Eliminate manual follow-ups for missing documents.
- Keep hiring managers informed in real time.
- Maintain a clean onboarding audit trail.
- Improve candidate experience with faster responses.
🧠 How It Works – Step by Step
1. Candidate Data Trigger
The workflow monitors Google Sheets for candidate records containing:
- Name, email, phone
- Profession and offered salary
- Document submission status
2. Pending Document Check
If documents are pending:
- A reminder email is sent to the candidate listing missing documents.
- Candidate status is updated to Documents_Pending.
- Workflow stops until documents are submitted.
3. Offer Letter Generation
If no documents are pending:
- A customized offer letter is generated dynamically using candidate data.
- The offer letter is converted from HTML to a professional PDF.
- The PDF is prepared for distribution and storage.
4. Notifications & Delivery
- Offer letter PDF is emailed to the candidate.
- Hiring manager receives a Slack notification about the new joining.
5. Storage & Status Tracking
- Offer letter PDF is uploaded to Google Drive.
- Google Sheets is updated with:
- Offer letter link
- Candidate status set to Offer_Sent
- Creates a complete onboarding audit trail.
🗂 Integrations Used
- Google Sheets – Candidate tracking and onboarding status
- Gmail – Candidate communication and reminders
- Slack – Hiring manager notifications
- Google Drive – Secure offer letter storage
- ConvertAPI – HTML to PDF generation
- n8n Code Nodes – Dynamic offer letter creation
👤 Who can use this?
This workflow is ideal for:
- 🏢 HR teams
- 🚀 Startups and growing companies
- 🧑💼 Recruitment agencies
- 📋 Operations teams handling onboarding
If your hiring process involves repetitive checks and emails, this automation saves hours per hire.
🚀 Benefits
- ✅ Zero manual document chasing
- ✅ Consistent, branded offer letters
- ✅ Faster hiring cycles
- ✅ Centralized document storage
- ✅ Clear onboarding visibility
🔗 Nodes Used
Google Sheets, HTTP Request, Slack, Google Drive, Gmail, Google Sheets Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File