Automate Offer Letters & Notifications with Google Sheets, Gmail & Slack

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