Build employee onboarding clip libraries with WayinVideo, Google Drive and Gmail

Description

Submit a new employee's details and your onboarding recording URL via a simple form and the workflow automatically extracts the specific training moments relevant to that employee. WayinVideo's Find Moments API scans the full recording and returns up to 5 matching clips in HD 720 quality with animated captions and download links — which are downloaded immediately before the export links expire and uploaded to Google Drive with a structured filename. Every clip is saved to the Onboarding Clip Library Google Sheet with the Drive link, and a personalized HTML welcome email is sent to the new employee with the full recording link and instructions. Built for HR teams, learning and development managers, and People Operations teams who run recurring onboarding sessions and want to deliver specific training clips to each new employee automatically — without manually editing recordings.

---

What This Workflow Does

- Finds up to 5 topic-specific training moments per recording — [WayinVideo](https://wayin.ai/api/) scans the full onboarding session and returns only the clips that match your training topic query — not the entire recording - Exports clips in HD 720 with animated captions — Every clip is generated 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 — the workflow downloads and uploads to Drive immediately so clips are available permanently - Creates structured Drive filenames per clip — Each file is named EmployeeNameDepartmentClipNScoreS.mp4 so your Drive folder is organized and searchable by employee and topic - Saves 15 metadata fields to Google Sheets — Employee name, email, department, start date, clip title, description, timestamp, score, tags, and a direct Drive link are all logged per clip - Sends a personalized HTML welcome email — The new employee receives a branded HTML email addressed by first name with the full recording link, their department, start date, and instructions to access their clips - Polls automatically until clips are ready — Waits 90 seconds then checks every 30 seconds until WayinVideo finishes processing the recording

---

Setup Requirements

Tools Needed - n8n instance (self-hosted or cloud) - WayinVideo account with API access - Google Drive (one folder for onboarding clips) - Google Sheets (one sheet with a tab named Onboarding Clip Library) - Gmail account