n8n Workflow: Sync Google Sheets Applicants to Notion + Gmail

Automatically sync Google Sheets job applicants into Notion—and email them from Gmail when their status changes

This n8n workflow keeps your hiring pipeline in sync by importing new applicants from Google Sheets into a Notion “Candidates Tracker” database on a schedule, then sending stage-based emails via Gmail using templates stored in a separate Notion database.

What this workflow does

• Runs every hour (or manually) to read new, unprocessed applicant rows from your Google Sheets form responses sheet.
• Prevents duplicates by looking up each applicant by email in Notion and filtering out candidates that already exist in the “Candidates Tracker” database.
• Creates a Notion candidate page for each new applicant, then marks the Google Sheets row as processed.
• Detects status changes by triggering when a page in the Notion “Candidates Tracker” database is updated.
• Uses an n8n Data Table snapshot to store a prior candidate state, compares it, and continues only when the candidate’s Status changes.
• Sends an email based on the new status by fetching the matching template from Notion “Email Templates,” filling placeholders with candidate fields, and sending via Gmail.

Use cases

• Turn a Google Forms (or Sheets-based) application flow into an always-updated Notion hiring database.
• Send automatic rejection/interview/offer emails when recruiters update a candidate’s Notion Status.
• Reduce manual work for SaaS operators managing high-volume applicant intake.

Technical details

• Integrations: Notion, Google Sheets, Gmail (OAuth2)
• n8n nodes used: if, code, gmail, notion, switch, data table
• Key data requirements: Notion Candidates Tracker must include Email and Status properties; provide database IDs for both Candidates Tracker and Email Templates.