Automate user invitations on n8n by integrating Google Sheets and scheduling tasks. This workflow retrieves users from n8n, compares them with entries in Google Sheets, and invites new users via email. Run it on demand or set it to trigger automatically, ensuring seamless user management and engagement.
This workflow is ideal for:
- Marketing Teams: Looking to automate user invitations based on data from Google Sheets.
- Data Analysts: Who need to streamline the process of comparing users from different sources.
- Project Managers: Wanting to ensure new users are invited on a regular schedule without manual intervention.
- Small Business Owners: Seeking to enhance their user management processes using affordable automation tools.
This workflow addresses several key challenges:
- Manual User Management: Eliminates the need for manual tracking and inviting of new users by automating the process based on spreadsheet data.
- Time Consumption: Reduces the time spent on user invitations by automating the comparison between existing users and potential new users.
- Data Accuracy: Ensures that only non-users from the Google Sheets are invited, minimizing errors in user management.
The workflow operates as follows:
1. Trigger: Initiates either on a manual click or on a schedule, allowing for flexibility in execution.
2. Edit Fields: Sets the API URL for user management, ensuring that the workflow can access the right endpoint.
3. Get All Users: Retrieves all existing users from the n8n platform, allowing for comparison against the spreadsheet data.
4. Get All Rows: Fetches all rows from the specified Google Sheet to gather potential new users.
5. Get Non-Users: Compares the fetched users against existing users to identify those who need to be invited.
6. Create Users List: Prepares the final list of users to be invited by setting their email and role.
7. Invite Users: Sends out invitation emails to the identified new users, automating the user onboarding process.
8. Schedule Trigger: Allows the workflow to run automatically at specified intervals, ensuring ongoing user management without manual intervention.
To customize this workflow, users can:
- Modify the Google Sheets Document ID and Sheet Name: Change the documentId and sheetName parameters in the Get all rows node to point to a different spreadsheet.
- Adjust the User Invitation Logic: In the Invite Users node, modify the API URL to match your specific user invitation endpoint if necessary.
- Change the Schedule Trigger Settings: Alter the timing and frequency of the Schedule Trigger node to fit your operational needs.
- Customize Email Content: If the invitation email format needs to be tailored, update the jsonBody in the Invite Users node to include personalized messages or additional information.