# Automated HR Service System with WhatsApp and OpenAI: n8n workflow

> Started by an incoming WhatsApp message, and works across Gmail, Google Calendar, Google Sheets, Supabase vectors and one other.

Source: https://millionrounds.com/workflow/automated-hr-service-system-with-whatsapp-and-openai (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# 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.

Large Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomated-hr-service-system-with-whatsapp-and-openai)

**57 steps** Large: read it before trusting it with anything live

**3** Branches: places the flow splits

**0** Loops or waits

**5** Services it connects to

## The flow

Starts it 1 Model 25 Logic 11 Service 20

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

- 1 **WhatsApp Trigger** Whats App trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **OpenAI Chat Model3** Lm Chat Open Ai *Model*
- 4 **OpenAI Chat Model1** Lm Chat Open Ai *Model*
- 5 **Embeddings OpenAI** Embeddings Open Ai *Model*
- 6 **OpenAI Chat Model2** Lm Chat Open Ai *Model*
- 7 **Gmail** Gmail Tool *Service*
- 8 **Structured Output Parser** Output Parser Structured *Model*
- 9 **Google Calendar** Google Calendar Tool *Service*
- 10 **OpenAI Chat Model4** Lm Chat Open Ai *Model*
- 11 **Gmail1** Gmail Tool *Service*
- 12 **JD tool** Google Sheets Tool *Service*
- 13 **applicants** Google Sheets Tool *Service*
- 14 **n8n** Tool Workflow *Model*
- 15 **OpenAI Chat Model5** Lm Chat Open Ai *Model*
- 16 **Structured Output Parser1** Output Parser Structured *Model*
- 17 **OpenAI Chat Model6** Lm Chat Open Ai *Model*
- 18 **Gmail2** Gmail Tool *Service*
- 19 **dept head email** Google Sheets Tool *Service*
- 20 **OpenAI Chat Model7** Lm Chat Open Ai *Model*
- 21 **Structured Output Parser2** Output Parser Structured *Model*
- 22 **getrows** Google Sheets Tool *Service*
- 23 **putrows** Google Sheets Tool *Service*
- 24 **update leaves** Google Sheets Tool *Service*
- 25 **get leaves** Google Sheets Tool *Service*
- 26 **read sheets** Google Sheets Tool *Service*
- 27 **get mail** Google Sheets Tool *Service*
- 28 **Delegatory LLM** Chain Llm *Model*
- 29 **Merge** Merge *Logic*
- 30 **Merge1** Merge *Logic*
- 31 **Merge2** Merge *Logic*
- 32 **HR Chatbot** Agent *Model*
- 33 **Attendance Agent** Agent *Model*
- 34 **policy_vector_store** Tool Vector Store *Model*
- 35 **Supabase Vector Store** Vector Store Supabase *Model*
- 36 **Leave Agent** Agent *Model*
- 37 **Shortlist Agent** Agent *Model*
- 38 **Book Meeting** Agent *Model*
- 39 **Personalize email** Open Ai *Model*
- 40 **Email Agent** Agent *Model*
- 41 **Switch** Switch *Logic*
- 42 **Code1** Code *Logic*
- 43 **Verify Message Type** Switch *Logic*
- 44 **Edit Fields3** Set *Logic*
- 45 **WhatsApp Responder** Whats App *Service*
- 46 **Google Sheets2** Google Sheets *Service*
- 47 **WhatsApp Approval** Whats App *Service*
- 48 **Edit Fields** Set *Logic*
- 49 **download media1** Whats App *Service*
- 50 **download media** Whats App *Service*
- 51 **If** If *Logic*
- 52 **HTTP Request** Http Request *Service*
- 53 **HTTP Request1** Http Request *Service*
- 54 **OpenAI** Open Ai *Model*
- 55 **OpenAI1** Open Ai *Model*
- 56 **Edit Fields1** Set *Logic*
- 57 **Edit Fields2** Set *Logic*

## 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.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomated-hr-service-system-with-whatsapp-and-openai)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Supabase vectors](https://millionrounds.com/workflows?service=Supabase+vectors#library)[WhatsApp](https://millionrounds.com/workflows?service=WhatsApp#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**Automate salon appointment management with WhatsApp and OpenAI** 56 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-salon-appointment-management-with-whatsapp-and-open)
- [**Multi-agent salon appointment management with Telegram** 52 steps · calls a model · Google Calendar, Redis](https://millionrounds.com/workflow/multi-agent-salon-appointment-management-with-telegram)
- [**Build a WhatsApp assistant with Google Suite** 63 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/build-a-whatsapp-assistant-with-google-suite)
- [**AI sales agent: WhatsApp, FB, IG, OpenAI, Airtable, Supabase** 50 steps · calls a model · Airtable, Supabase vectors](https://millionrounds.com/workflow/ai-sales-agent-whatsapp-fb-ig-openai-airtable-supabase)
- [**Generate legal ops briefings with Claude and Clio** 50 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/generate-legal-ops-briefings-with-claude-and-clio)
- [**AI-Powered Dental Appointment System with Telegram** 49 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-powered-dental-appointment-system-with-telegram)