HR & RECRUITING
Daily Certification Expiry Reminder Sweep
Each morning, scans an Airtable certifications table for credentials expiring within 30 days and emails each employee a personalized reminder with the cert name and exact expiry…
How it runs
The automated pipeline, trigger to output.
- TriggerDaily 7am schedule
- ActionQuery Airtable for certs expiring within 30 daysAirtable
- LogicBucket by urgency tier and de-dupe today's sends
- ActionEmail tiered reminder to employeeGmail
- OutputWrite reminder timestamp back to AirtableAirtable
What it does
Every morning this workflow checks your Airtable certifications register, finds every credential that expires within the next 30 days, and sends each affected employee a personalized email reminder. It tiers the message by urgency (30, 14, and 7 days out) so people feel the pressure ramp up as the deadline nears, and it logs that a reminder went out so the same person isn't spammed twice in one day.
When to use it
Use this when you maintain a roster of time-limited certifications (OSHA, HIPAA, forklift, first aid, security awareness) in Airtable and want employees nudged automatically before anything lapses, without HR manually combing the sheet.
How it works
- 1A daily schedule fires at 7am.
- 2The workflow queries Airtable for rows where the expiry date falls inside the next 30 days and the status is still active.
- 3A logic step buckets each record into a 30 / 14 / 7-day urgency tier and skips anyone already reminded today.
- 4For each remaining record it composes a reminder naming the certification and its expiry date.
- 5Gmail sends the tiered reminder to the employee, and the workflow writes the send timestamp back to Airtable.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect GmailRead, draft, send, label.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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