Automate Monthly Absence Reporting with Google Calendar and n8n
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Streamline your payroll process by automatically gathering and reporting employee holiday and illness data from Google Calendar. This workflow triggers monthly, consolidates absence information, and sends a summarized email to your payroll team.
About This Workflow
This n8n workflow provides an automated solution for tracking employee absences for payroll processing. It is designed to run at the beginning of each month, fetching all recorded holidays and illnesses from the previous month via Google Calendar. The system then intelligently parses this data, calculating the duration of each absence and categorizing it as either 'Holiday' or 'Illness'. After consolidating these records, a clear and concise message is generated, summarizing the total days taken by each employee for each absence type. This report is then automatically emailed to your designated payroll team, ensuring timely and accurate payroll preparation. This automation significantly reduces manual data entry and potential errors, freeing up valuable HR and administrative time.
Key Features
- Scheduled Monthly Execution: Automatically runs on the 1st of every month at 8 AM.
- Google Calendar Integration: Seamlessly fetches absence data (holidays & illnesses) from your Google Calendar.
- Automated Absence Calculation: Accurately calculates the number of days for each holiday and illness event.
- Consolidated Reporting: Aggregates absence data by employee and type for clear reporting.
- Automated Email Notifications: Sends a summarized absence report directly to your payroll team.
How To Use
- Schedule Trigger: Configure the '1st of Every month at 8am' node to set the workflow's execution time.
- Date Range: Connect the 'Previous Month' node to the 'Get previous months events' node to define the reporting period (last month).
- Calendar Integration: In the 'Get previous months events' node, select your Google Calendar and authenticate with your Google account. Ensure the 'operation' is set to 'getAll'.
- Absence Classification: Use the 'Check Summary for Illness or Holiday' node to route calendar events based on keywords like 'Holiday' or 'Illness' in the event summary.
- Data Transformation: For 'Holiday' and 'Illness' paths, use the 'Filter Holiday Days' and 'Filter Illness Days' nodes respectively to extract relevant information like Name, calculate Days, and set the Type.
- Aggregation: Connect both the 'Filter Holiday Days' and 'Filter Illness Days' nodes to the 'Merge' node, then to 'Combine Holiday Counts' and 'Combine Illness Counts' nodes to aggregate days per employee for each absence type.
- Message Generation: Connect the output of both combine nodes to the 'Build the message to send' node to create the final email body.
- Email Notification: Configure the 'Send email to payroll' node with your payroll team's email address, a sender address, and subject. Ensure your SMTP credentials are set up.
Apps Used
Workflow JSON
{
"id": "995b2589-6d2c-414d-8bad-37ad105436ab",
"name": "Automate Monthly Absence Reporting with Google Calendar and n8n",
"nodes": 28,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: 995b2589-6d2c...
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