Streamline Employee Onboarding with WayinVideo & Gmail Workflow

Transform Your Employee Onboarding with AI-Powered Video Clip Generation

Stop manually editing hours of onboarding recordings for each new hire. This automated n8n workflow uses WayinVideo's AI to extract topic-specific training moments from your onboarding sessions and delivers personalized welcome packages to new employees via Gmail and Google Drive—completely hands-free.

What This Workflow Does

• Finds up to 5 topic-specific training moments per recording — WayinVideo's Find Moments API scans your full onboarding session and returns only the clips matching your training topic query, not the entire recording
• Exports clips in HD 720 with animated captions — Every clip generates with animated captions in the original language so new employees can watch silently or with sound
• Downloads clips before export links expire — WayinVideo export links last only 24 hours, so the workflow downloads and uploads to Google Drive immediately with structured filenames
• Maintains organized clip library — Every clip saves to your Onboarding Clip Library Google Sheet with Drive links for future reference
• Sends personalized welcome emails — Gmail automatically delivers HTML welcome emails with the full recording link and viewing instructions

Use Cases

Perfect for HR teams running weekly onboarding sessions who need to deliver role-specific training clips—like compliance segments for finance hires or product demos for sales staff. Learning and development managers can maintain consistent training delivery while People Operations teams eliminate manual video editing bottlenecks. Ideal for companies with standardized onboarding content that requires personalization for different roles or departments.

Technical Details

Built with n8n nodes: Form Trigger for employee data submission, WayinVideo API integration for AI-powered moment extraction, Code nodes for file processing, Wait nodes for download timing, Gmail for email delivery, and Google Drive/Sheets for organized storage. Uses conditional logic (If nodes) to handle different employee types and includes sticky notes for workflow documentation.

Streamline your employee onboarding process and deliver personalized training experiences at scale with this intelligent automation workflow.