What This Workflow Does
This automation solves the common challenge of manually managing user access in n8n when team members join or change roles. Instead of logging into the n8n admin panel each time someone needs access, this workflow automatically syncs your Google Sheets team roster with n8n's user management system.
The workflow compares existing n8n users against entries in your Google Sheet, identifies new team members who need access, and automatically creates their accounts with the appropriate permissions. This ensures your automation team always has the right access without manual intervention.
How It Works
1. Retrieves current n8n users
The workflow first fetches all existing users from your n8n instance using the n8n API. This creates a baseline of who already has access.
2. Reads your Google Sheet roster
Next, it connects to your specified Google Sheet and reads the list of team members who should have access to n8n. This serves as your source of truth for access permissions.
3. Compares and identifies new users
The system compares the Google Sheet entries with existing n8n users, flagging any email addresses that appear in the sheet but not in n8n's user list.
4. Creates new user accounts
For each new team member identified, the workflow automatically creates an n8n user account with the specified permissions and sends an invitation email.
Who This Is For
This automation is ideal for teams that use n8n for workflow automation and need to manage access for multiple users. It's particularly valuable for:
- IT teams managing access for automation developers
- Growing companies with frequent team changes
- Organizations using Google Workspace for team management
- Teams with multiple n8n instances to maintain
What You'll Need
- An n8n instance with admin access
- A Google Sheet with team member emails and roles
- n8n API credentials with user management permissions
- Google Sheets API access configured
Quick Setup Guide
- Download the template file
- Import into your n8n instance
- Connect your Google Sheets account
- Configure your n8n API credentials
- Map your spreadsheet columns to the workflow fields
- Test with a single new user entry
- Schedule the workflow to run automatically
Key Benefits
Eliminates manual user management: Save 15-30 minutes per new team member by automating the entire invitation process.
Reduces access errors: Ensure no team member is accidentally left without needed access by syncing with your official roster.
Maintains security compliance: Automatically remove access when team members leave by simply updating your Google Sheet.
Scales with your team: Handle dozens or hundreds of users with the same efficiency as managing just a few.