n8n HR Gmail Auto-Reply: GPT-4o Job Application Response

Auto-respond to job application emails from Gmail—instantly and professionally with GPT-4o

This n8n workflow monitors your labeled Gmail inbox for incoming job application messages, generates a structured HR reply using OpenAI (GPT-4o), and sends the response back to the applicant via SMTP email—without touching emails that don’t match your criteria.

What this workflow does

• Polls Gmail every minute for new emails inside the label you specify.
• Filters by subject: it checks whether the email subject contains the phrase “job application”.
• Extracts key details needed to reply: the applicant’s reply-to address, the company recipient address, and the original subject.
• Generates an HR response with GPT-4o as JSON containing a reply subject and body, using a structured output schema.
• Sends the generated email to the applicant from your company email address using SMTP.
• Ignores non-matching emails (no action is taken unless the subject check passes).

Use cases

• SaaS hiring inbox triage: acknowledge applications immediately while you review candidates.
• High-volume recruiting: standardize HR responses for consistent applicant communication.
• Automation engineers: deploy a practical Gmail → GPT-4o → SMTP workflow pattern for customer/support-style replies.
• Operator-friendly setup: configure Gmail label + SMTP sending credentials to match your application mailbox.

Technical details

• Polling mechanism: Gmail trigger/polling (checks every minute).
• Logic & flow control: if, set, no op, and supporting nodes (e.g., sticky note).
• AI generation: OpenAI node using GPT-4o with structured JSON output (reply subject + body).
• Email delivery: Email Send node via SMTP, sending from the mailbox that receives applications.

Best for teams looking for reliable, criteria-based n8n HR email auto-replies powered by GPT-4o.