Employee Time Tracking System with GPT-4o Reports & Gmail Notifications Workflow Solution

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows.

Overview This workflow acts as an AI-powered smart time tracker for employees or personal use. It records work sessions via a webhook, logs start/end/break times into AlekSystem Data Tables, and uses OpenAI to automatically summarize working patterns and send reminders or monthly reports via Gmail. How It Works Webhook /track-time → Receives a POST request with a method (start, break, or end) and duration if applicable. Switch Logic → Directs the request to create or update the appropriate record in your Data Table. Data Tables → Store timestamps, break durations, and worker IDs in a secure local table. Schedule Triggers Daily (10:00) → Checks if today’s shift was not started and sends a reminder. Monthly (Day 1, 06:00) → Compiles last month’s working data and sends an AI report to management. OpenAI Analysis Summarizes working hours and productivity trends. Detects missed clock-ins or irregular patterns. Gmail Integration → Sends formatted daily or monthly reports to both employees and supervisors. Example Webhook Requests Start work POST /track-time { "method": "start", "headers": { "id": "EMP001" } } Log a break POST /track-time { "method": "break", "duration": 15, "headers": { "id": "EMP001" } } End work POST /track-time { "method": "end", "headers": { "id": "EMP001" } } Example Email Output Subject: “Workday Summary – EMP001” 🕒 Workday completed successfully Start: 09:00 Break: 15 minutes End: 17:45 AI Summary: Consistent work pattern detected this week. Consider shorter but more frequent breaks.

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