Who is this workflow for? Streamline your absence management by automatically retrieving and consolidating holiday and illness entries from Google Calendar. This n8n workflow runs on the first day of each month at 8 AM, aggregates absences per individual, and sends a comprehensive summary email to designated recipients..

What does this workflow do?

  • Trigger Node: Cron Scheduler
  • Function: Initiates the workflow at 8 AM on the first day of each month.
  • Configuration: Set up using the Cron node to specify the exact date and time for execution.
  • Google Calendar Node: Fetch Events
  • Function: Connects to Google Calendar using provided credentials to retrieve events.
  • Configuration: Select the specific calendar ID to monitor and set parameters to fetch events containing “Holiday” or “Illness” in the summary.
  • Switch Node: Filter Absences
  • Function: Filters the retrieved events to include only those marked as “Holiday” or “Illness.”
  • Customization: Modify the switch conditions to adjust the criteria for what constitutes an absence if needed.
  • Merge Node: Aggregate Data
  • Function: Compiles the filtered absence data, counting the number of holidays and illnesses per individual.
  • Output: Prepares a consolidated list of absences for reporting.
  • Send Email Node: Distribute Report
  • Function: Composes and sends an email containing the aggregated absence list.
  • Configuration: Requires setup of email service credentials, selection of recipients, and customization of the email content to match organizational standards.
  • Optional Integrations:
  • Google Sheets: Log absence data for archival or further analysis.
  • Notion: Update documentation or dashboards with the latest absence information.
  • AI Models: Enhance data processing or generate insights based on absence trends.

🤖 Why Use This Automation Workflow?

  • Time-Saving Automation: Eliminates the need for manual tracking and reporting of employee absences.
  • Consistent Reporting: Ensures that absence data is collected and reported regularly without fail.
  • Customizable Filters: Easily adjust the criteria for what constitutes an absence to fit your organization’s needs.

👨‍💻 Who is This Workflow For?

  • Human Resources Teams: Simplify monthly absence tracking and reporting.
  • Team Managers: Keep track of team members’ availability without manual oversight.
  • Administrative Staff: Automate routine tasks related to attendance monitoring and reporting.

🎯 Use Cases

  1. Monthly HR Reports: Automatically generate and distribute detailed absence reports to HR departments for record-keeping and analysis.
  2. Team Availability Tracking: Provide managers with up-to-date information on team members’ absences to aid in project planning and resource allocation.
  3. Payroll Integration: Integrate absence data with payroll systems to ensure accurate compensation based on attendance records.

TL;DR

This n8n workflow automates the process of collecting, aggregating, and reporting employee absences from Google Calendar on a monthly basis. By leveraging this workflow, organizations can ensure accurate and timely absence tracking, reduce administrative overhead, and maintain up-to-date records effortlessly.

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