1. Who's It For
1. Who's It For HR teams managing multiple new hires monthly. Small-to-medium businesses automating onboarding processes. Companies wanting consistent onboarding experiences. Remote-first teams needing streamlined provisioning. Growing startups scaling their hiring operations. Organizations seeking data-driven onboarding insights. 2. How It Works Captures new hire data via Jotform (name, email, position, department, start date). Extracts employee information including IT requirements and preferences. Analyzes role with AI Agent (GPT-4o-mini) for intelligent profiling. Determines priority level: standard, high, or executive. Generates personalized onboarding goals and training recommendations. Routes executive hires to HR alert path for VIP treatment. Sends welcome email to new employee with personalized plan. Notifies manager with prep checklist and onboarding goals. Creates IT setup request with hardware and software requirements. Logs all data to Google Sheets for tracking and analytics. Offers: AI-powered planning, smart routing, automated notifications, centralized tracking. 3. How to Set Up 1. Create Jotform with required fields (employee name, email, position, department, start date, manager, laptop type, experience level). 2. Import workflow JSON to n8n via Workflows → Import from File. 3. Add credentials: Jotform API, OpenAI API, Gmail OAuth2, Google Sheets. 4. Update Jotform Trigger node with your form ID. 5. Configure Extract Onboarding Data node field mappings to match your form. 6. Add OpenAI API key to OpenAI Chat Model node. 7. Update email addresses in Gmail nodes (welcome email, manager notification, IT request, HR alert). 8. Create Google Sheet with columns matching the Log to Database node. 9. Connect Google Sheets node to your spreadsheet. 10. Customize AI Agent system prompt for your company culture. 11. Test workflow with sample Jotform submission. 12. Activate workflow and monitor executions. Requirements n8n instance (cloud or self-hosted with LangChain support). Credentials: Jotform API key, OpenAI API key, Gmail OAuth2, Google Sheets access. Jotform account for employee onboarding forms. Google Workspace for email and spreadsheet integration. OpenAI API credits (~$0.01-0.03 per employee with gpt-4o-mini). Core Features AI-Powered Analysis: Intelligent role assessment and priority classification. Smart Routing: Executive hires get VIP treatment with HR alerts. Personalized Welcome Emails: Customized onboarding plans with goals and training. Manager Preparation: Automated prep checklist with employee details and expectations. IT Provisioning: Detailed setup requests with hardware and software needs. Database Logging: Complete audit trail in Google Sheets for analytics. Flexible Configuration: Easy customization for different company needs. Scalable Processing: Handles unlimited onboarding submissions automatically. Use Cases & Applications HR Departments: Automate repetitive onboarding tasks for all new hires. Remote Companies: Streamline equipment shipping and virtual onboarding. Fast-Growing Startups: Scale hiring without increasing HR headcount. IT Teams: Reduce equipment provisioning turnaround time. Managers: Get standardized prep instructions for every new team member. Executive Hiring: VIP onboarding path for leadership positions. Key Benefits Time Savings: 15+ hours saved per hire on manual coordination. Consistency: Every employee gets the same high-quality onboarding experience. Personalization: AI tailors plans based on role, department, and experience. Visibility: Real-time tracking of all onboarding activities in one place. Scalability: Handle 1 or 100 hires per month with zero additional effort. Compliance: Ensure all required steps are completed and documented. Employee Experience: New hires feel welcomed and prepared from day one. Data Insights: Track onboarding metrics and identify improvement areas. Customization Options Adjust AI priority classification logic for your org structure. Add custom fields to Jotform (team size, remote/office, security clearance). Modify email templates with company branding and messaging. Create department-specific onboarding workflows. Add Slack notifications for real-time alerts. Integrate with HRIS systems via HTTP Request nodes. Build custom reporting dashboards from Google Sheets data. Add follow-up sequences (day 7, day 30, day 90 check-ins). Include document signing workflows (offer letters, NDAs). Schedule calendar events automatically for first day and orientations. Important Disclaimers Requires n8n with LangChain support for AI Agent functionality. Test thoroughly before deploying to production onboarding. Ensure GDPR/CCPA compliance when collecting employee data. Monitor OpenAI API costs based on monthly hiring volume. Verify email deliverability and avoid spam filters. Keep employee data secure with proper access controls. Review AI-generated content for accuracy and appropriateness. Customize for your specific company policies and culture. Backup Google Sheets data regularly for compliance. Update manager and IT team email addresses before activation. An n8n automation workflow template by Jitesh Dugar.
Jitesh Dugar
web
free
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