n8n Weekly Timesheet Reminder: Gmail + Google Sheets

Automate weekly timesheet reminders—automatically email Active agents and log it in Google Sheets

The n8n Weekly Timesheet Reminder: Gmail + Google Sheets workflow runs every Friday at 16:00 to read your agent roster from Google Sheets, email each Active agent a personalized HTML reminder via Gmail, and then write the reminder date back to the sheet.

What this workflow does

• Schedules the automation with a schedule trigger to run every Friday at 16:00.
• Reads your roster from Google Sheets using the configured spreadsheet URL.
• Prepares for accurate updates by adding a row number to each record so the correct sheet row can be updated later.
• Filters agents to only those where Status equals "Active".
• Sends reminders by email using Gmail: each active agent receives a personalized HTML timesheet reminder addressed to them and referencing the manager email.
• Logs activity in Google Sheets by updating today’s date in the Last_Reminded column for each emailed agent.

Use cases

• Operational teams who need a reliable weekly timesheet collection process without manual follow-ups.
• SaaS operators managing distributed agents and wanting an audit trail of when reminders were sent.
• Automation engineers standardizing HR/ops reminders using n8n automation workflows with Gmail and Google Sheets.

Technical details

• n8n nodes / integrations: schedule trigger, Google Sheets, filter, set, Gmail, sticky note.
• Required Google Sheets columns: Agent_Name, Email, Status, Last_Reminded.
• Setup: connect Google Sheets OAuth2 credentials for roster access, connect Gmail OAuth2 for the sending mailbox, then configure the spreadsheet URL and manager email address.
• Behavior: only agents with Status = "Active" receive the reminder email, and only those rows are updated with the send date.