Match teacher substitutes and send notifications with GPT-4o-mini, Google Sheets, Gmail and Telegram

by Rahul Joshi ✓ · 11 views · created 2026-08-16 · HR, AI Summarization

What this workflow does

This AI workflow has 29 nodes and runs when someone submits an n8n form (“Teacher Leave Request”) (plus 2 other triggers). Along the way it connects Google Sheets, OpenAI, Telegram and Gmail and 3 more.

How it runs

Trigger: When someone submits an n8n form (“Teacher Leave Request”) (plus 2 other triggers).

1. Fetch Full Timetable from Sheets (Google Sheets): uses Google Sheets
2. Fetch Substitute Availability (Google Sheets): uses Google Sheets
3. Fetch Today's Assigned Substitutes (Google Sheets): uses Google Sheets
4. Read Payroll Sheet for Digest (Google Sheets): uses Google Sheets
5. Slack: uses Slack
6. Telegram: uses Telegram
7. Filter Classes for Absent Teacher (Code): runs custom JavaScript code
8. Aggregate Substitute Workload (Code): runs custom JavaScript code
9. Build AI Substitute Ranking Prompt (Code): runs custom JavaScript code
10. Slack: uses Slack

…plus 16 more steps. See the full node list below.

Services it uses

Google SheetsOpenAITelegramGmailTwilioGoogle CalendarSlack

Before you upgrade to n8n 3.0

Nodes used (12)

• n8n Form Triggern8n-nodes-base.formTrigger
• Google Sheetsn8n-nodes-base.googleSheets
• Coden8n-nodes-base.code
• OpenAI@n8n/n8n-nodes-langchain.openAi
• Ifn8n-nodes-base.if
• Telegramn8n-nodes-base.telegram
• Gmailn8n-nodes-base.gmail
• Twilion8n-nodes-base.twilio
• Google Calendarn8n-nodes-base.googleCalendar
• Schedule Triggern8n-nodes-base.scheduleTrigger
• Slackn8n-nodes-base.slack
• Error Triggern8n-nodes-base.errorTrigger

From the author

Quick overview This workflow captures teacher leave requests via an n8n form, pulls timetable and substitute availability from Google Sheets, uses OpenAI to pick the best substitute, then notifies the substitute, students, and an admin (Gmail and Telegram)…

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