n8n Workflow: Employee Numbers & ID Cards with Google Sheets + Gmail

Generate employee ID cards (PDF + optional printing) from Google Sheets—automatically

This n8n workflow is triggered with an employee_id, looks up the employee in Google Sheets, ensures a unique employee number, requests missing photos via Gmail, then renders a signed/verified ID card PDF through an HTTP renderer service and optionally sends it to print (or logs a GA print task).

What this workflow does

• Receives an employee_id and finds the matching row in the Google Sheets Employees sheet.
• Ensures a unique employee number: if the employee number is missing, it generates one, checks for collisions in Google Sheets, and updates the employee row.
• Handles missing photos: if the employee photo URL is missing, it appends an ID Cards record with waiting_photo, creates a photo-request task in the Tasks sheet, and sends a request email via Gmail.
• Creates or updates ID card data: if a photo is available, it finds an existing ID card row in ID Cards, generates or reuses a card ID and verification token, and updates the record.
• Renders a PDF: sends an HTTP request to an ID card renderer service using employee data and a verification URL.
• Post-render actions: on success, updates the card with digital_file_url, reads print_mode from the Config sheet, and either:
  • sends a print job via HTTP,
  • creates a GA print task in Google Sheets, or
  • marks the card as digitally activated.
  Finally, it appends an id_card_generated event.
• Error handling: if rendering fails, it marks the ID card as failed and appends an id_card_render_failed event.

Use cases

• Onboarding automation: generate employee numbers and trigger ID card creation as soon as a new hire appears in Google Sheets.
• Missing asset workflow: automatically request missing employee photos and queue follow-up tasks via Gmail and the Tasks sheet.
• Secure card generation: produce verified ID card PDFs and coordinate printing using Config-driven print_mode.

Technical details

• n8n nodes/actions: if, set, no op, merge, gmail, and crypto (for verification/card token logic).
• Google Sheets integration: Employees, ID Cards, Tasks, and Config sheets for state tracking and print mode.
• HTTP requests: call the ID card renderer service and (optionally) send print jobs.