Automate Member and Activity Sync from Google Sheets to Orbit

What This Automation Does

This workflow takes member and activity data from Google Sheets. It updates or adds these records into Orbit automatically. This stops manual errors and saves hours each week.

It works by syncing members and their activities based on GitHub usernames. Member details like name, location, and tags are kept current. Activities link properly to each member in Orbit for clear community tracking.

Tools and Services Used

• n8n automation platform: Runs the workflow in an easy interface.
• Google Sheets API: Provides member and activity data.
• Orbit API: Stores and updates member profiles and activities.

Inputs, Processing, and Output

Inputs

• Google Sheets tab “Members”: GitHub username, name, T-shirt size, location, tags.
• Google Sheets tab “Activities”: GitHub username, activity title, link, description.

Processing Steps

• Get all members from Google Sheets using the Google Sheets node.
• Upsert members in Orbit by GitHub username with details.
• Retrieve activities from Google Sheets matching GitHub usernames.
• Fetch all existing Orbit members to get their unique IDs.
• Merge member details with their activities matching GitHub usernames.
• Upsert those activities to Orbit linked to correct member IDs.

Output

Orbit workspace with members and their activities current and synced. Reduced manual errors and time spent updating data.

Beginner Step-by-Step: How to Use This Workflow in n8n

Importing the Workflow

1. Download the workflow file using the Download button on this page.
2. Open the n8n editor where you manage workflows.
3. Click “Import from File” and select the downloaded workflow JSON file.

Setting Credentials and Configurations

1. Add your Google Sheets OAuth2 credentials inside the Google Sheets nodes.
2. Add your Orbit API Key credentials to the Orbit Node nodes.
3. Check and update Sheet IDs, ranges like “Members!A:F” and “Activities!A:D” if needed for your Sheets.
4. Update Orbit workspace ID if different than default.

Testing and Running

1. Run the workflow once manually using n8n’s Execute button to test connection and data flow.
2. Check the output data and logs to confirm members and activities are updated in Orbit.
3. Activate the workflow in n8n for automatic or scheduled syncing in your production setup.

If hosting n8n yourself, consider self-host n8n for full control.

Common Problems and Fixes

• Error authenticating with Orbit API: Check your API Key is correct and active.
• No data from Google Sheets node: Confirm the sheet ID and range matches your sheet exactly.
• Merge key mismatch: Make sure GitHub usernames use consistent casing in Sheets and Orbit. Use a Function node to fix case if needed.

Customization Ideas

• Add extra tags or member details in the Orbit upsert node, either hardcoded or from your Sheets.
• Include more activity metadata like date or category in the Activities upsert node.
• Use a Set or IF node to filter members by location or tags before syncing.

Summary

→ Automates sync of members and their activities from Google Sheets into Orbit.
→ Saves time by removing manual data entry.
→ Keeps member profiles and activities accurate and up to date.
→ Easy for users with basic n8n knowledge to set up and run.