Automate User Onboarding and Semester Assignment with n8n and Notion
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Streamline your user onboarding process by automatically creating new users in Notion and assigning them to the current semester. This n8n workflow ensures new sign-ups are efficiently managed and linked to relevant academic periods.
About This Workflow
This n8n workflow automates the critical process of user onboarding, integrating seamlessly with Notion to manage your user base and academic semesters. It begins by capturing sign-up data via a webhook, extracting essential user details like name and email. The system then intelligently queries your Notion database to check if the user already exists. If a user is new, they are promptly created within your Notion user database. Crucially, the workflow also identifies the current active semester in Notion and associates newly created or existing users with it, ensuring accurate tracking and segmentation of your user community.
Key Features
- Automated User Creation: Instantly add new users to your Notion database upon sign-up.
- Smart User Duplication Check: Prevents duplicate user entries by checking for existing email addresses.
- Dynamic Semester Assignment: Automatically links users to the current academic semester.
- Data Synchronization: Maintains up-to-date user information and semester affiliations in Notion.
- Customizable Webhook Trigger: Easily integrate with any sign-up form or application.
How To Use
- Set up the Webhook: Configure the 'Sign Up' node with your desired webhook path (e.g.,
/sign-up) and the HTTP method (POST). Ensure you have the correct authentication configured if needed. - Extract User Data: Connect the 'Extract Name and Email' node to the webhook. This node uses expressions (
={{$json["body"]["name"]}}and={{$json["body"]["email"]}}) to pull user details from the webhook's request body. - Query Existing Users: Connect 'Extract Name and Email' to the 'Query for User' node. This node uses the extracted email to search your Notion user database (
27a30c5b-c418-4200-8f48-d7fb7b043fbe). - Check for User Existence: Connect 'Query for User' to the 'Merge' node. The 'Merge' node uses email as the key to combine the incoming user data with any found user data.
- Conditional User Creation: Connect 'Merge' to the 'If user exists' node. This node checks if a user with the provided email already exists (by looking for an
idfield). If not, it proceeds to create the user. - Create New User: Connect the 'If user exists' (False path) to the 'Create User' node. This node adds the new user to your Notion database, mapping the extracted 'Name' and 'Email' to the respective Notion properties.
- Query Current Semester: Connect both the 'If user exists' (True path) and 'Create User' nodes to the 'Query Current Semester' node. This node fetches the most recently created semester marked as 'Is Current?' from your Notion semester database (
2003319a-bc73-423a-9378-01999b4884fb). - Select Semester ID: Connect 'Query Current Semester' to 'Select Semester ID'. This node extracts the ID of the current semester.
- Merge Semester and User Data: Connect 'Select Semester ID' and the 'Query for User' (if user exists) or 'Create User' (if user is new, this would be the data passed from the 'Create User' node) to the 'Merge Semester ID' node. The 'Merge' node is set to 'multiplex' to combine data streams.
- Concatenate Semester IDs: Connect 'Merge Semester ID' to 'Concatenate Semester IDs'. This function node prepares a list of all semester IDs, including the current one and any existing ones for the user, ensuring no semesters are lost.
- Update User with Semesters: Connect 'Concatenate Semester IDs' to 'Update Semester for User'. This node updates the user's record in Notion by adding the current semester (and any existing ones) to the 'Semesters' relation property.
Apps Used
Workflow JSON
{
"id": "e7891bed-4c9d-41f3-8c77-58f51e572802",
"name": "Automate User Onboarding and Semester Assignment with n8n and Notion",
"nodes": 5,
"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.
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ID: e7891bed-4c9d...
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