n8n LMS Access Reconciliation with Google Sheets Payment Status

Keep LMS access in sync with Google Sheets payments—automatically

This n8n workflow reconciles student access in your LMS with payment status stored in Google Sheets. Every day, it automatically archives or unarchives users per tenant (based on region mapping) and records the confirmed actions back into the “Access Action” column.

What this workflow does

• Runs daily at 7:30 PM (Asia/Kolkata) via a scheduled trigger.
• Loads configuration such as the Google Sheets spreadsheet ID, a grace period, and region-to-tenant mapping.
• Authenticates to the LMS API using environment-provided credentials (LMS_API_BASE, LMS_USERNAME, LMS_PASSWORD) and uses the login response to obtain an API key for subsequent calls.
• Selects the correct Google Sheets tabs by finding the current month and previous month based on their tab titles.
• Computes the desired access state per email:
  • Activate when payment is received.
  • Archive when overdue beyond the configured grace period on the current month tab.
  • Otherwise leave unchanged.
• Resolves region into one or more tenant IDs, then checks each user’s observed archived status in the LMS per tenant.
• Applies only necessary changes (archive/unarchive) through the LMS API.
• Writes back results: after successful updates, performs a single batch update to add either “Archived on YYYY-MM-DD” or “Unarchived on YYYY-MM-DD” in the sheet’s Access Action column.

Use cases

• Multi-tenant SaaS programs where student access must reflect paid enrollments.
• Automated enforcement of access rules when payments expire beyond a grace period.
• Operational reporting by updating Google Sheets with the exact action date taken in the LMS.

Technical details

• Nodes / stack: Schedule Trigger, HTTP Request, Code, and Sticky Note.
• Integrations: LMS via HTTP API (authenticated using LMS_API_BASE, LMS_USERNAME, LMS_PASSWORD) and Google Sheets for payment status and action logging.