Automation library · Scheduling

Automated HR Service System with WhatsApp and OpenAI

Started by an incoming WhatsApp message, and works across Gmail, Google Calendar, Google Sheets, Supabase vectors and one other. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 57 steps, 3 branches: large, and worth reading before you trust it with anything live.

LargeCalls a model: OpenAIRetrieval

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57 stepsLarge: read it before trusting it with anything live
3Branches: places the flow splits
0Loops or waits
5Services it connects to

The flow

Starts it 1Model 25Logic 11Service 20

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

  1. 1WhatsApp TriggerWhats App triggerStarts it
  2. 2OpenAI Chat ModelLm Chat Open AiModel
  3. 3OpenAI Chat Model3Lm Chat Open AiModel
  4. 4OpenAI Chat Model1Lm Chat Open AiModel
  5. 5Embeddings OpenAIEmbeddings Open AiModel
  6. 6OpenAI Chat Model2Lm Chat Open AiModel
  7. 7GmailGmail ToolService
  8. 8Structured Output ParserOutput Parser StructuredModel
  9. 9Google CalendarGoogle Calendar ToolService
  10. 10OpenAI Chat Model4Lm Chat Open AiModel
  11. 11Gmail1Gmail ToolService
  12. 12JD toolGoogle Sheets ToolService
  13. 13applicantsGoogle Sheets ToolService
  14. 14n8nTool WorkflowModel
  15. 15OpenAI Chat Model5Lm Chat Open AiModel
  16. 16Structured Output Parser1Output Parser StructuredModel
  17. 17OpenAI Chat Model6Lm Chat Open AiModel
  18. 18Gmail2Gmail ToolService
  19. 19dept head emailGoogle Sheets ToolService
  20. 20OpenAI Chat Model7Lm Chat Open AiModel
  21. 21Structured Output Parser2Output Parser StructuredModel
  22. 22getrowsGoogle Sheets ToolService
  23. 23putrowsGoogle Sheets ToolService
  24. 24update leavesGoogle Sheets ToolService
  25. 25get leavesGoogle Sheets ToolService
  26. 26read sheetsGoogle Sheets ToolService
  27. 27get mailGoogle Sheets ToolService
  28. 28Delegatory LLMChain LlmModel
  29. 29MergeMergeLogic
  30. 30Merge1MergeLogic
  31. 31Merge2MergeLogic
  32. 32HR ChatbotAgentModel
  33. 33Attendance AgentAgentModel
  34. 34policy_vector_storeTool Vector StoreModel
  35. 35Supabase Vector StoreVector Store SupabaseModel
  36. 36Leave AgentAgentModel
  37. 37Shortlist AgentAgentModel
  38. 38Book MeetingAgentModel
  39. 39Personalize emailOpen AiModel
  40. 40Email AgentAgentModel
  41. 41SwitchSwitchLogic
  42. 42Code1CodeLogic
  43. 43Verify Message TypeSwitchLogic
  44. 44Edit Fields3SetLogic
  45. 45WhatsApp ResponderWhats AppService
  46. 46Google Sheets2Google SheetsService
  47. 47WhatsApp ApprovalWhats AppService
  48. 48Edit FieldsSetLogic
  49. 49download media1Whats AppService
  50. 50download mediaWhats AppService
  51. 51IfIfLogic
  52. 52HTTP RequestHttp RequestService
  53. 53HTTP Request1Http RequestService
  54. 54OpenAIOpen AiModel
  55. 55OpenAI1Open AiModel
  56. 56Edit Fields1SetLogic
  57. 57Edit Fields2SetLogic

How it's built

Starts on
An incoming WhatsApp message
Steps
57, with 3 branches
Size
Large: read it before trusting it with anything live
Connects to
Gmail, Google Calendar, Google Sheets, Supabase vectors, WhatsApp
Model
OpenAI
Retrieval
Answers are drawn from documents you supply, not from the model alone

Questions

What does it need to run?

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

What starts it?

It starts on an incoming WhatsApp message.

Does it use AI?

Yes. It calls OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 57 steps it is large: read it before trusting it with anything live.

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 57 steps before you point it at anything that matters.