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Manage recruitment candidates with Google Sheets and Notion

Started by a clock, and works across Gmail, Google Sheets, Notion and n8n data table. 16 steps, 2 branches: a working afternoon to understand properly.

Medium

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16 stepsMedium: a working afternoon
2Branches: places the flow splits
0Loops or waits
4Services it connects to

The flow

Starts it 3Logic 5Service 8

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

  1. 1Notion TriggerNotion triggerStarts it
  2. 2When clicking ‘Execute workflow’Manual triggerStarts it
  3. 3Schedule TriggerSchedule triggerStarts it
  4. 4Get old stateData TableService
  5. 5Get new applicantsGoogle SheetsService
  6. 6Save new stateData TableService
  7. 7Get many database pagesNotionService
  8. 8SwitchSwitchLogic
  9. 9Filter candidates not in listsCodeLogic
  10. 10Get email templateNotionService
  11. 11Check if need insertIfLogic
  12. 12Formatting email from templateCodeLogic
  13. 13Create a database pageNotionService
  14. 14Data processedCodeLogic
  15. 15Send a messageGmailService
  16. 16Update processed statusGoogle SheetsService

How it's built

Starts on
A clock
Steps
16, with 2 branches
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets, Notion, n8n data table
Model
None. This is plumbing, not judgement

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Notion accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 16 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 16 steps before you point it at anything that matters.