ATM System, Darwani Works

ATM System

An applicant-tracking system that runs hiring across four stores, from a Shopify application form, through screening, onboarding and a day-one trial, all the way to hired, built right inside the Google Sheets the team already works in.

Google SheetsApps Scriptn8nShopify

Hiring was spread across stores, roles and inboxes.

Four stores, two roles (HR and business leader), and applicants flowing in from a Shopify form, with no single place to run screening, onboarding and the day-one trial. Everyone saw everything, edits collided, and nothing stayed in sync with the automation behind it. And nobody wanted yet another HR platform to learn and migrate to, the team already lived in Google Sheets and wanted to keep working exactly there.

Every stage, handled by one mail.

Onboarding pack

Once a hire is confirmed, their onboarding location and a PDF onboarding guide are emailed to the applicant automatically.

First-day check-in

The day after their onboarding day, a short question mail goes out asking how it went.

Answer captured

Their reply is read and written straight back into the sheet automatically, no copy-paste, no chasing.

Birthday mail

Active employees get an automatic birthday greeting, on brand, on time, every year.

Kind rejection

Applicants who aren't a fit receive a warm, automatic “not this time” mail, nobody is left hanging.

The moving parts.

Built on the tool they already useNo new platform to migrate to. The whole cockpit lives inside the Google Sheets the team was already comfortable in, the automation adapts to them, not the other way around. Empower what's already there instead of forcing a costly new product.

A pipeline that moves people forwardApplicants flow through clear stages, new applicant → screening → onboarding. Once someone is hired they move out of the applicant pipeline and into the employee sheet, where onboarding picks up automatically. One continuous track, no re-typing.

Captures leads without forcing a plan upgradeShopify only pushes application data by webhook on its higher-tier plans. Instead of telling the client to pay more, the system reads the very same lead from Shopify's built-in notification email, parsing the metadata the cheaper plan already sends. Same result, zero extra cost: optimize what's already there before spending on an upgrade.

AI-normalized intakeA Gemini agent cleans and normalizes each incoming application before it lands, turning messy free-text answers into consistent, structured rows the pipeline can route.

Role-aware viewsA store + role picker reveals only the tabs a person should see, HR and business leaders each get their own focused view.

Queued, throttled & loop-safe syncEvery human edit is stamped and streamed to n8n through a rate-limited, locked queue (one webhook every 2 seconds), and an internal-write guard stops the app's own writes from re-triggering it, no floods, no races, no loops.

How it's built.

Google Sheets

The role-aware cockpit HR actually works in, familiar, fast, multi-store.

Apps Script

Drives the view picker, the edit triggers, and the persisted webhook queue with its lock and time budget.

n8n

Receives the stamped events and runs the whole pipeline behind the scenes, every lifecycle email (onboarding pack, first-day check-in, birthday, rejection) and reading replies back into the sheet, all through the mail service.

Shopify

The public application form that feeds new applicants into the system.

How the pieces connect.

A Shopify form in, a full hiring pipeline out, with Google Sheets as the cockpit people actually work in. No sensitive details, just the wiring.

Shopify application formapplicants apply here

new applicants flow in from the public Shopify form

Google Sheets cockpitrole-aware views

Apps Scripttriggers · queued webhook

HR works in the sheet; every edit is stamped and streamed to n8n through a locked, rate-limited queue, one webhook every 2s, loop-safe

n8nhiring pipeline engine

n8n drives each stage, screening, onboarding, the day-one trial, all the way to hired

Screening · Onboarding · Trialthe automated stages