Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n

Updated October 27, 2026. Built against the tool’s current screens and checked step by step. How we check this lesson

Every morning someone copies the day's jobs from a spreadsheet into emails, one tech at a time. In this free n8n tutorial you automate it: at 7am the workflow reads the sheet, skips any job with no tech yet, and emails each job to the tech it is assigned to. No AI, just a clean first automation.

Start here first: AI Receipt Extractor: Receipts to Google Sheets with n8n (module 1 of Business Automations)

In the course: Part 9 · n8n Automation Toolkit (Module 74 of the full course)

Part of: Business Automations with n8n (step 3 of 22). Next up: n8n AI Email Responder: Draft Gmail Replies Automatically

Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n: step-by-step guide with screenshots

About the screenshots. They come from Stepthrough’s simulated practice environment (a practice copy of n8n), not the live tool, so no real account appears. The buttons and labels match the real screens the lesson was built against. Practice it yourself free at learn.ynteractive.com.

• Tools: n8n
• Time: about 10 minutes, 56 steps in 8 parts
• Level: intermediate

Part 1: The sheet

Step 1: Look at the sheet

In this module you're the office at Rapid Flow Plumbing. They've got a few techs, and every morning someone copies the day's jobs into emails, one tech at a time. Let's make n8n do it at seven, on its own. First, look at the sheet. Switch to the today's jobs tab.

Step 2: Meet the techs

Six jobs today. Customer, address, job and time, plus two new columns: tech, and tech email. Remember those column names, we'll use them. Notice the last job, the sump pump estimate, has no tech yet.

Step 3: Back to n8n

Four techs, each with their own email. The tech email column on the jobs tab just looks it up from here, so the office only types a first name. Back to n8n.

Part 2: Timezone

Step 4: Create a workflow

Step 5: Open the workflow menu

Before we build anything, one setting that trips everyone up. A schedule runs on the workflow's timezone, and it defaults to New York. If you're not on Eastern time, seven a m will be the wrong seven a m.

Step 6: Settings

Settings.

Step 7: Timezone

Step 8: Pick your timezone

Rapid Flow is on Central time, so pick America Chicago. When you build yours, pick your own.

Step 9: Save settings

Save.

Part 3: Schedule

Step 10: Add the trigger

Now the trigger.

Step 11: On a schedule

On a schedule. No one has to press anything, the clock starts it.

Step 12: Pick the hour

It's already set to every one day, which is what we want. But it fires at midnight. Nobody reads job emails at midnight.

Step 13: 7am

Seven a m, in the Central timezone we just set.

Step 14: Close the node

Close it.

Part 4: Read the sheet

Step 15: Add the next step

At seven, the first thing to do is read the sheet.

Step 16: Search for Sheets

Step 17: Get row(s) in sheet

Get rows in sheet. That reads rows. Append would add rows, which is not what we want here.

Step 18: Credential

Step 19: Reuse your Google login

Pick google sheets account. You connected it back in Module 2, so n8n already has permission. If you skipped that, create a new one and sign in with Google.

Step 20: Pick the document

Now which spreadsheet.

Step 21: Today's Jobs

Today's jobs.

Step 22: Pick the tab

Step 23: Jobs

Jobs. Not techs, we already have the email on every job.

Step 24: Test the step

Don't wait for seven a m to find out if it works.

Step 25: Close the node

Six items, one for each row, with the column names as labels. Close it.

Part 5: Skip unassigned jobs

Step 26: Add a filter

Before we send anything, remember that sump pump job with no tech? If we email it, there's nobody to send it to. So we'll drop any job without a tech.

Step 27: Search for Filter

Step 28: Filter

Filter. It keeps the items that match a condition and drops the rest.

Step 29: What to check

The condition has three parts: a value, a test, and something to compare it to. For the value, paste this. It's an expression, in double curly brackets, that points at the tech column. Underneath you can see what it gives for the first row: Dave.

Step 30: The test

Now the test. It says is equal to.

Step 31: is not empty

Under string, pick is not empty. So, keep the job if the tech isn't blank. There's nothing to compare to, so the second box goes away.

Step 32: Test the filter

Execute step.

Step 33: Close the node

Six items in on the left, five out on the right. The sump pump job got dropped. Close it.

Part 6: Connect Gmail

Step 34: Add the email step

Now send them.

Step 35: Search for Gmail

Step 36: Send a message

Gmail, send a message.

Step 37: Credential

Gmail needs its own permission.

Step 38: New credential

Create new credential.

Step 39: Sign in with Google

Sign in with Google.

Step 40: Pick the office account

Pick the account the emails should come from. For Rapid Flow, that is the office.

Step 41: Allow access

Continue.

Part 7: Write the email

Step 42: Send it to the assigned tech

Who gets it. Don't type one address here, or every job goes to the same person. It points at the tech email column, so each job goes to its own tech. The column name has a space in it, so it goes in square brackets and quotes. Underneath, the first one comes out as Dave's address.

Step 43: Subject with data in it

Now the subject. Look at the input on the left, those are the rows from the sheet. The parts in double curly brackets are expressions. Instead of typing a name, you point at a column.

Step 44: Email type

Email type is HTML. For a quick job note, plain text is simpler and reads fine on a phone.

Step 45: Text

Text.

Step 46: The message

And the message. It says hi to the tech by name, then the job, address, time and customer, each one pulled from its own column.

Step 47: Add an option

One small thing. By default n8n adds a line at the bottom saying the email was sent with n8n. The tech doesn't need that.

Step 48: Append n8n Attribution

Append n8n attribution.

Step 49: Turn it off

Switch it off.

Step 50: Close the node

That's the email. Close it.

Part 8: Test and publish

Step 51: Test the whole thing

Test the whole workflow. Watch the numbers on the lines between the steps.

Step 52: Check the mail

Six rows came out of the sheet, and five made it past the filter. Here's the idea that makes n8n click: we built one Gmail step, but it ran five times, once for every item it was given, each time with that row's tech email. You never write a loop. Switch to Gmail.

Step 53: Sent mail

This is the office's Gmail, the account that sent them.

Step 54: Open one

Five emails. Two to Dave, two to Luis, one to Tasha, and none for Kevin, because he's got no jobs today.

Step 55: Back to n8n

Sent to Luis's address. Hi Luis, clogged kitchen drain, two twenty Elm Street, eight thirty. Straight from the sheet, no copying. Back to n8n.

Step 56: Publish

From now on it runs every morning at seven, whether you're at your desk or not. If the office moves a job to a different tech, they just change the name in the sheet, and tomorrow's email goes to the right person. One thing to know: it sends every assigned row, every day, so the office keeps that sheet to today's jobs.

Part of these free courses: n8n Jump Start, AI for Trades & Home Services

Now do it yourself, free

Reading the steps is a start. Doing them is how it sticks. The interactive lesson puts you in a practice copy of n8n: you do every step yourself, it checks your work, and “Do it for me” finishes any step you get stuck on. Nothing touches your real accounts.

Practice “Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n” step by step

Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n: video walkthrough

The whole lesson in 5:10, narrated step by step.

Simulated practice environment. Recorded in Stepthrough’s simulated practice environment, not the live tool. Practice it yourself free at learn.ynteractive.com.

▶5:10

5:10 · 9 chapters · 56 steps · narrated with the lesson’s own voice-over · Watch on YouTube

Chapters

Click a chapter to jump the video there.

1. 0:00 Intro: what you'll build
2. 0:13 The sheet
3. 0:51 Timezone
4. 1:14 Schedule
5. 1:32 Read the sheet
6. 2:10 Skip unassigned jobs
7. 2:53 Connect Gmail
8. 3:11 Write the email
9. 4:10 Test and publish

Now do it yourself, free

Watching is the warm-up. The interactive lesson puts you in a practice copy of n8n: you do every step yourself, it checks your work, and “Do it for me” finishes any step you get stuck on. Nothing touches your real accounts.

Practice “Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n” step by step

Full transcript

Intro: what you'll build

0:00 Send each tech their jobs automatically. Today's jobs for rapid flow plumbing. Every morning at 7, n8n reads the sheet, skips unassigned jobs, and emails each job to its own tech. Let's build it.

The sheet

0:13 In this module you're the office at Rapid Flow Plumbing. They've got a few techs, and every morning someone copies the day's jobs into emails, one tech at a time. Let's make n8n do it at seven, on its own. First, look at the sheet. Switch to the today's jobs tab.

0:27 Six jobs today. Customer, address, job and time, plus two new columns: tech, and tech email. Remember those column names, we'll use them. Notice the last job, the sump pump estimate, has no tech yet. Now click the techs tab at the bottom.

0:42 Four techs, each with their own email. The tech email column on the jobs tab just looks it up from here, so the office only types a first name. Back to n8n.

Timezone

0:50 Click create workflow.

0:52 Before we build anything, one setting that trips everyone up. A schedule runs on the workflow's timezone, and it defaults to New York. If you're not on Eastern time, seven a m will be the wrong seven a m. Click the three dots next to the workflow name.

1:05 Settings.

1:07 Open the timezone dropdown.

1:08 Rapid Flow is on Central time, so pick America Chicago. When you build yours, pick your own.

Schedule

1:13 Save.

1:14 Now the trigger. Click add first step.

1:16 On a schedule. No one has to press anything, the clock starts it.

1:20 It's already set to every one day, which is what we want. But it fires at midnight. Nobody reads job emails at midnight. Open trigger at hour.

1:27 Seven a m, in the Central timezone we just set.

1:30 Close it.

Read the sheet

1:31 At seven, the first thing to do is read the sheet. Click the plus.

1:35 Type sheets.

1:36 Get rows in sheet. That reads rows. Append would add rows, which is not what we want here.

1:41 Open the credential dropdown.

1:42 Pick google sheets account. You connected it back in Module 2, so n8n already has permission. If you skipped that, create a new one and sign in with Google.

1:51 Now which spreadsheet. Open document.

1:54 Today's jobs.

1:55 Open sheet.

1:56 Jobs. Not techs, we already have the email on every job.

2:00 Don't wait for seven a m to find out if it works. Click test step and it reads the sheet right now.

2:05 Six items, one for each row, with the column names as labels. Close it.

Skip unassigned jobs

2:09 Before we send anything, remember that sump pump job with no tech? If we email it, there's nobody to send it to. So we'll drop any job without a tech. Click the plus after google sheets.

2:19 Type filter.

2:20 Filter. It keeps the items that match a condition and drops the rest.

2:24 The condition has three parts: a value, a test, and something to compare it to. For the value, paste this. It's an expression, in double curly brackets, that points at the tech column. Underneath you can see what it gives for the first row: Dave.

2:37 Now the test. It says is equal to. Open it.

2:40 Under string, pick is not empty. So, keep the job if the tech isn't blank. There's nothing to compare to, so the second box goes away.

2:47 Test step.

2:48 Six items in on the left, five out on the right. The sump pump job got dropped. Close it.

Connect Gmail

2:53 Now send them. Click the plus after the filter.

2:56 Type gmail.

2:57 Gmail, send a message.

2:59 Gmail needs its own permission. Open the credential dropdown.

3:02 Create new credential.

3:03 Sign in with Google.

3:05 Pick the account the emails should come from. For Rapid Flow, that is the office.

3:09 Continue.

Write the email

3:10 Who gets it. Don't type one address here, or every job goes to the same person. Paste this expression instead. It points at the tech email column, so each job goes to its own tech. The column name has a space in it, so it goes in square brackets and quotes. Underneath, the first one comes out as Dave's address.

3:26 Now the subject. Look at the input on the left, those are the rows from the sheet. The parts in double curly brackets are expressions. Instead of typing a name, you point at a column. Paste this, and each email's subject becomes the job time and the customer's name.

3:40 Email type is HTML. For a quick job note, plain text is simpler and reads fine on a phone. Open email type.

3:46 Text.

3:47 And the message. It says hi to the tech by name, then the job, address, time and customer, each one pulled from its own column. Paste it in.

3:55 One small thing. By default n8n adds a line at the bottom saying the email was sent with n8n. The tech doesn't need that. Click add option.

4:05 Append n8n attribution.

4:06 Switch it off.

4:08 That's the email. Close it.

Test and publish

4:09 Test the whole workflow. Watch the numbers on the lines between the steps.

4:13 Six rows came out of the sheet, and five made it past the filter. Here's the idea that makes n8n click: we built one Gmail step, but it ran five times, once for every item it was given, each time with that row's tech email. You never write a loop. Switch to Gmail.

4:26 This is the office's Gmail, the account that sent them. Click sent.

4:30 Five emails. Two to Dave, two to Luis, one to Tasha, and none for Kevin, because he's got no jobs today. Open the one to Luis.

4:37 Sent to Luis's address. Hi Luis, clogged kitchen drain, two twenty Elm Street, eight thirty. Straight from the sheet, no copying. Back to n8n.

4:46 Click publish. From now on it runs every morning at seven, whether you're at your desk or not. If the office moves a job to a different tech, they just change the name in the sheet, and tomorrow's email goes to the right person. One thing to know: it sends every assigned row, every day, so the office keeps that sheet to today's jobs.

5:04 Simple as that. We show you and you do it. Sign up below to learn AI automation for free.

Watch the 30-second version

3 short videos from this lesson. Watch, then do it yourself in the free practice copy.

▶0:18

POV: it's 7 a.m.

Short with Robert · 0:18

It's 7 a.m. and you're still making coffee. Five job emails already went out, one to each tech. The job with no tech got skipped. Nobody copied a thing: n8n read the sheet and sent them.

▶0:15

The n8n setting everyone misses

Short with Robert · 0:15

There's one n8n setting almost everybody misses: the timezone. A new workflow runs on New York time. Three dots, Settings, Timezone. Set it first, then build your schedule.

▶0:14

Your first automation should be boring

Short with Robert · 0:14

Your first automation should be boring. Pick something you do by hand every day, like sending each worker their jobs for the morning, and let n8n send it at 7 a.m.

Watch the full 5:10 video walkthrough

What you will build

You play the office at Rapid Flow Plumbing, which has four techs: Dave, Luis, Tasha and Kevin. Today's jobs live in a Google Sheet called Today's Jobs, with columns for Customer, Address, Job, Time, Tech and Tech Email. Tech Email is looked up from a Techs tab, so the office only types a first name. Of the six jobs, the last one, a sump pump estimate, has no tech yet.

You build a four-step n8n workflow: a Schedule Trigger set to 7am, a Google Sheets step that reads the rows, a Filter that keeps only jobs where Tech is not empty, and a Gmail step that sends each job to that row's Tech Email. The subject reads like "8:00 AM job: Hannah Ortiz" and the message starts "Hi Dave," then lists the job, address, time and customer. Six rows go in, five get past the Filter, and five emails go out: two to Dave, two to Luis and one to Tasha.

Who this is for

This module is for trade businesses with more than one person in the field: plumbers, electricians, cleaners, landscapers and field service teams. It is also a good first n8n workflow if AI agents feel like too much at once.

You will need an n8n account and a Google account with Sheets and Gmail. If you did the n8n AI agent module, you can reuse its Google Sheets login.

Common mistakes this avoids

• Emails at the wrong hour. The workflow timezone is set before the schedule, so 7am means 7am where your business is.
• A schedule that fires at midnight. The hour is changed to 7am so techs see their jobs before heading out.
• Adding rows instead of reading them. The lesson picks Get row(s) in sheet, not Append.
• Emailing a job nobody is assigned to. A Filter set to Tech is not empty drops the unassigned job before Gmail runs, so nothing goes out with a blank To.
• Sending every job to the same person. To is an expression for the Tech Email column, not a typed address. Because the column name has a space, it is written as $json["Tech Email"], in square brackets and quotes.
• Waiting until morning to find out it is broken. Execute step checks each node right away, and Execute workflow sends the emails on demand.
• Messy emails on a phone. Email Type is switched to Text and the n8n footer is turned off.

The two ideas that make n8n click

The first is expressions. Anything inside double curly brackets pulls in data from an earlier step. {{ $json.Time }} becomes 8:00 AM for the first job and 8:30 AM for the second. You write the email once and the data fills it in, even the To address.

The second is that n8n runs a step once for every item it receives. The Sheets step returns six items and the Filter passes five, so the single Gmail step runs five times, one email per assigned job, each to that row's tech. You never write a loop.

How to use this in your business

Keep today's jobs in a sheet with a tech on each, and every tech gets their own list before leaving the house. If a job moves to a different tech, the office changes the name in the sheet and tomorrow's email goes to the right person. The same pattern, trigger, get data, filter, send to the right person, covers invoice reminders, daily reports and appointment reminders. One thing to know: this version sends every assigned row, every day, so keep the sheet limited to today's jobs.

How the practice works

Each step is shown on the left under Watch, then you do it on the right under Your turn, in practice copies of n8n, Google Sheets and Gmail. Every click is checked, and Do it for me finishes a step if you get stuck. No Google account is connected and no email is sent.

More videos from this lesson

▶0:17

The job email that sends itself

Short · 0:17 · with captions

Every morning someone copies the day's jobs into emails, one tech at a time. Hand it to n8n: at 7 a.m. it reads the job sheet, skips anything unassigned and emails each tech their own jobs. No AI needed. Your first real automation, free and step by step.

All free Stepthrough videos

Screenshots

Frequently asked questions

Why does my n8n schedule run at the wrong time?

The schedule uses the workflow's timezone, which often defaults to America/New_York. Set your own timezone in the workflow Settings before choosing the hour.

Is this course really free?

Yes. Stepthrough is completely free, and the practice copy needs no accounts. To build it for real you need your own n8n and Google accounts, and some of those cost money once you use them for real work.

How do I send each row to a different email address in n8n?

Put the address in a column, then set the Gmail node's To field to an expression for that column, like {{ $json["Tech Email"] }}. n8n fills it in separately for every item.

How do I skip rows with a blank column in n8n?

Add a Filter node after Google Sheets, set the value to that column's expression, such as {{ $json.Tech }}, and choose the String test is not empty. Rows with a blank tech are discarded.

How do I remove "sent with n8n" from the email?

In the Gmail node, add the Append n8n Attribution option and switch it off.

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Visual guides

This lesson’s key ideas as quick visual guides: swipe through the slides, or read the same guide as text.

What is automation, really?

AI term of the day: automation.

AI term explained 4 slides

Email each tech their jobs at 7am with n8n

Every morning someone at Rapid Flow Plumbing copies the day's jobs into emails, one tech at a time. Hand it to n8n.

Step-by-step guide 7 slides

Mistake to Avoid: Scheduling Before Setting the Timezone

A visual tip for n8n schedules: set the workflow timezone before the schedule, so 7am means 7am where your business is.

Mistake to avoid One graphic

All visual guides

Free cheat sheets

Print it or save the PDF: the key steps and checks from this lesson on one page, free.

Daily Job Alerts in n8n Cheat Sheet

A free one-page cheat sheet: at 7am n8n reads today's jobs from Google Sheets, skips unassigned ones and emails each job to its tech.

Lesson cheat sheet Free PDF

n8n Basics Cheat Sheet: Triggers, Items, Webhooks

A free one-page cheat sheet of n8n basics: triggers, expressions, items, executions, the workflow timezone and webhook test vs production URLs.

Tool cheat sheet Free PDF

AI Quick-Start for Electricians: Cheat Sheet

A free one-page cheat sheet for electrical contractors: the free AI lessons in order, a reminder-text prompt and the calls AI must never make.

Industry quick-start Free PDF

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Terms in this lesson

Plain-English definitions, each with an example from a free lesson.

The full AI glossary

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