Automation library · Chat assistants

Approve employee shift swaps with OpenAI and Google Sheets

Started by another system calling it, and works across Gmail, Google Sheets and Telegram. It hands the judgement calls to OpenAI. 17 steps, 2 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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17 stepsMedium: a working afternoon
2Branches: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 2Model 4Logic 4Service 7

The steps in the order they run, from what starts it.

  1. 1When Shift Swap RequestedWebhookStarts it
  2. 2OpenAI GPT-4o Mini ModelLm Chat Open AiModel
  3. 3Monthly Schedule Summary TriggerSchedule triggerStarts it
  4. 4OpenAI Monthly ModelLm Chat Open AiModel
  5. 5Set Normalize Shift RequestSetLogic
  6. 6AI Swap Review AgentAgentModel
  7. 7Get Swaps from SheetGoogle SheetsService
  8. 8Summarize Monthly SwapsAgentModel
  9. 9Validate Shift RequestIfLogic
  10. 10Set Extracted AI DataSetLogic
  11. 11Send Monthly Schedule ReportTelegramService
  12. 12Notify Invalid RequestTelegramService
  13. 13Append Swap to SheetsGoogle SheetsService
  14. 14If Manager Review NeededIfLogic
  15. 15Notify Manager via TelegramTelegramService
  16. 16Confirm Shift via TelegramTelegramService
  17. 17Email Manager Shift SummaryGmailService

How it's built

Starts on
Another system calling it
Steps
17, with 2 branches
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets, Telegram
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Telegram accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 17 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 17 steps before you point it at anything that matters.