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n8nCase study

Vendor Safety Induction Scheduler

n8n automation that validates vendor registrations, calculates induction dates two business days ahead, and creates Google Calendar events automatically, while alerting admins on validation failures and system errors.

n8n · workflow canvasproduction build
Vendor Safety Induction Scheduler workflow

Context

Vendor safety inductions were previously scheduled manually after registration, creating delays, missed follow-ups on incomplete forms, and extra admin work to calculate the correct event date and create calendar bookings.

Approach

Built two interconnected n8n sub-workflows: one that validates vendor intake, computes the induction date using a business-day offset, assembles the calendar payload, and creates the Google Calendar event; and a second error-handler workflow that captures failures and alerts the admin via Gmail.

Architecture

  1. Webhook POST (vendor registration)
  2. Validate required fields
  3. Invalid: Gmail alert to Admin
Valid
  1. Calculate induction date (+2 business days)
  2. Build calendar event
  3. Google Calendar event creation
  4. Error Trigger: Log failed details
  5. Gmail alert to Admin

Results

~2 hrs/weekScheduling admin time saved
EliminatedInduction booking errors
Instant alert, zero delayIncomplete-form follow-up