HR & Operations Workflows

Automate Employee Data Tracking & Reminders for HR with JavaScript

# HR Date Management Automation - Complete Setup Guide ## **How It Works** This n8n workflow transforms your HR department from reactive to proactive by automatically monitoring 5 critical employee timelines and generating smart alerts before deadlines hit. ### **Core Components** 1. **Data Input** – Employee information (hire dates, contracts, certifications) 2. **Date Analysis Engine** – Calculates days until critical events 3. **Smart Categorization** – Sorts employees by urgency level 4. **Reminder Scheduler** – Creates proactive notifications 5. **Multi-Format Export** – Sends alerts to your preferred systems ### **Business Value** - **Prevents compliance violations** ($5K-50K+ in fines) - **Reduces HR workload** (15-20 hours/month saved) - **Improves employee experience** (no missed reviews/renewals) - **Provides management visibility** (dashboard reporting) ----- ## **Quick Start Guide** ### **1. Import the Workflow** 1. Download the `Javascript_Hr.json` file 2. Open n8n and click "Import from file" 3. Select the downloaded JSON file 4. Click "Import" ### **2. Test with Sample Data** 1. Click the "Execute Workflow" button 2. Review the sample output in each node 3. Check the final export data format **What you'll see:** - 5 sample employees with different scenarios - Calculated days until contract/certification expiry - Priority levels (high/medium/low) - Scheduled reminders with recipient emails - Export data in multiple formats ----- ## **Real-World Integration Setup** ### **Option 1: Google Sheets Integration (Most Popular)** #### **Step 1: Prepare Your Employee Data** Create a Google Sheet with these columns: ``` | Employee ID | Name | Email | Department | Hire Date | Contract End | Certification Expiry | Last Review | Probation End | Vacation Days | Status | ``` **Sample data format:** ``` | 1 | John Smith | john@company.com | IT | 2024-01-15 | 2025-12-31 | 2025-03-20 | 2024-06-15 | 2024-07-15 | 20 | active | ``` #### **Step 2: Replace Sample Data Generator** 1. Delete the "Sample Data Generator" node 2. Add "Google Sheets" node 3. Connect to your Google account 4. Configure these settings: - **Operation**: Read - **Document**: Your employee spreadsheet - **Sheet**: Employee data sheet - **Range**: A1:K100 (adjust for your data size) - **Options**: Include RAW data, Include Header row #### **Step 3: Map Your Data** Add a "Set" node after Google Sheets to standardize field names: ```javascript // Map your sheet columns to workflow format { id: {{ $json["Employee ID"] }}, name: {{ $json["Name"] }}, email: {{ $json["Email"] }}, department: {{ $json["Department"] }}, hiredOn: {{ $json["Hire Date"] }}, contractEndDate: {{ $json["Contract End"] }}, certificationExpiry: {{ $json["Certification Expiry"] }}, lastReviewDate: {{ $json["Last Review"] }}, probationEndDate: {{ $json["Probation End"] }}, vacationDays: {{ $json["Vacation Days"] }}, status: {{ $json["Status"] }} } ``` ### **Option 2: HRIS Integration (BambooHR Example)** #### **Step 1: BambooHR API Setup** 1. Get your BambooHR API key from Settings > API Keys 2. Note your company subdomain (e.g., `yourcompany.bamboohr.com`) #### **Step 2: Replace Sample Data Generator** 1. Delete the "Sample Data Generator" node 2. Add "HTTP Request" node 3. Configure these settings: - **Method**: GET - **URL**: `https://api.bamboohr.com/api/gateway.php/[SUBDOMAIN]/v1/employees/directory` - **Authentication**: Basic Auth - **Username**: Your API key - **Password**: x (leave as "x") - **Headers**: `Accept: application/json` #### **Step 3: Transform BambooHR Data** Add a "Code" node to transform the API response: ```javascript // Transform BambooHR response to workflow format const employees = []; for (const employee of $input.all()) { const emp = employee.json; employees.push({ id: emp.id, name: `${emp.firstName} ${emp.lastName}`, email: emp.workEmail, department: emp.department, hiredOn: emp.hireDate, contractEndDate: emp.terminationDate || "2025-12-31", // Default if not set certificationExpiry: emp.customCertDate || "2025-12-31", lastReviewDate: emp.customReviewDate || null, probationEndDate: emp.customProbationDate || null, vacationDays: emp.paidTimeOff || 20, status: emp.employeeStatus || "active" }); } return employees.map(emp => ({ json: emp })); ``` ### **Option 3: CSV File Upload** #### **Step 1: Prepare CSV File** Create a CSV with the same structure as the Google Sheets format. #### **Step 2: Use CSV Parser** 1. Replace "Sample Data Generator" with "Read Binary File" node 2. Add "CSV Parser" node 3. Configure settings: - **Include Headers**: Yes - **Delimiter**: Comma - **Skip Empty Lines**: Yes ----- ## **Output Integration Setup** ### **Email Notifications** #### **Step 1: Add Email Node** 1. Add "Email" node after "Reminder Scheduler" 2. Connect to your email provider (Gmail/Outlook)