This n8n workflow automates the complete lifecycle of student report card generation — from fetching raw marks data to …
This n8n workflow automates the complete lifecycle of student report card generation — from fetching raw marks data to delivering polished PDF reports directly to parents via email. It is designed to be scalable, idempotent, and production-ready, making it suitable for schools, coaching institutes, and EdTech platforms. 🔄 Workflow Overview The workflow follows a structured pipeline: Fetch student data Filter and loop through records Calculate results and generate report Convert to PDF Send email Update database 🧠 Node-by-Node Explanation 1. ▶️ Run Workflow Manually (Manual Trigger) This is the starting point of the workflow. Used for testing and manual execution Can be replaced with: Cron (scheduled runs) Webhook (trigger via form submission) 2. 📥 Get row(s) (Data Table) Fetches student records from the n8n Data Table. Filters only rows where Status is empty Ensures only students who haven't received reports are processed Acts as the primary data source 3. 🔁 Loop Over Students (Split In Batches) Processes students one at a time. Prevents overload and improves stability Useful for handling large datasets Enables controlled execution flow 4. 🚫 Skip Already Sent (IF Node) Checks if a report has already been sent. Condition: Status != "Sent" If already sent → skips the record Prevents duplicate emails and reprocessing 5. 📊 Calculate Grade and Remarks (Code Node) Core logic of the workflow. What it does: Extracts subject marks Calculates: Total marks Maximum marks Percentage Assigns grade based on percentage: A+, A, B, C, D Generates: Dynamic teacher remarks Subject-wise pass/fail status Attendance evaluation Why it's powerful: Fully dynamic logic Easy to customize grading system Adds intelligence to raw data 6. 🧾 Build HTML Report Card (Code Node) Generates a complete report card UI using HTML + CSS. Includes: School header Student details Subject-wise table Total marks & grade Attendance stats Teacher remarks Signature section Output: Clean HTML string Styled for A4 PDF export 7. 📄 Convert HTML to PDF (HTML to PDF Node) Converts the generated HTML into a downloadable PDF. Uses external API (e.g., HTML to PDF) Returns a public PDF URL Ensures consistent formatting across devices 8. 📧 Send a Message to Parents (Gmail Node) Sends the report card to parents via email. Email includes: Personalized greeting Student name & exam details Quick performance summary Link to download/view PDF 9. ⏱️ Wait 3 Seconds (Wait Node) Introduces a delay between emails. Prevents API rate limits Improves deliverability Important when sending bulk emails 10. ✅ Update row(s) (Data Table) Updates the student record after successful delivery. Updates: Report_URL → PDF link Sent_At → timestamp Status → "Sent" Purpose: Ensures tracking Prevents duplicate processing Maintains clean workflow state 💡 Key Features 🎯 Fully automated end-to-end workflow 🧠 Smart grading and remark generation 🧾 Professional PDF report card design 🔁 Duplicate-safe processing 📦 Scalable for bulk operations 🛠️ Easily customizable 🧩 Requirements n8n Data Table (or Google Sheets alternative) Gmail OAuth2 credentials HTML → PDF API (HTML to PDF) 🛠️ Customization Ideas Add WhatsApp delivery (Twilio / Exotel) Add school branding (logo, colors) Include rank, topper list, or analytics Replace manual trigger with webhook/form 🎯 Use Cases Schools & educational institutions Coaching centers EdTech platforms Automated reporting systems 🔥 Pro Tip You can turn this into a SaaS product by: Adding a frontend form for schools Connecting a database (Supabase / Airtable) Charging per student/report generated. An n8n automation workflow template by Jitesh Dugar.
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