Google Sheets Gmail Alerts for Certification Expiry (n8n)

Never miss an agent certification expiry—get automatic Google Sheets + Gmail alerts in n8n

This n8n workflow checks your Google Sheets roster every Monday at 08:00, calculates how many days remain until each agent’s certification expires, and sends a single consolidated HTML Gmail alert to your configured manager for upcoming expiries.

What this workflow does

• Runs on schedule: triggers every Monday at 08:00 using a scheduled trigger.
• Reads your roster: loads the configured Google Sheets URL and scans all rows in your agent roster.
• Calculates time to expiry: computes the days remaining until each row’s Expiry_Date.
• Filters expiring certifications: keeps only agents whose certification expires in the range 0 to the configured threshold (days).
• Builds an HTML summary: generates an HTML table row per expiring agent and aggregates them into one list.
• Sends one email: delivers a single consolidated HTML email via Gmail to the manager email you configure.

Setup checklist

• Add Google Sheets OAuth2 credentials and ensure access to your spreadsheet.
• Add Gmail OAuth2 credentials for the account sending the alert.
• Update: sheet URL, manager email, and expiry threshold (in days).
• Confirm the sheet includes: Agent_Name, Cert_Type, and Expiry_Date in dd/MM/yyyy format.

Use cases

• Certification management teams who need Google Sheets-driven compliance alerts.
• SaaS operators tracking internal or client-facing certifications with a defined renewal window.
• Automation engineers standardizing email notifications for expiry dates without manual checking.

Technical details (n8n nodes)

• Google Sheets (read roster)
• Filter (keep items within the expiry threshold)
• Aggregate (combine rows into one consolidated list)
• Gmail (send HTML email)
• Set (configuration/data shaping)
• Sticky Note (workflow guidance/notes)