🚀 Intern Welcome Automation

📌 Overview

This project automates the intern onboarding process by: ✅ Monitoring a Google Sheet for new intern records
✅ Generating personalized welcome images
✅ Sending customized emails with embedded images

📂 Project Structure

📦 Intern-Welcome-Automation/
├── 📜 main.py                 # Core script for monitoring and email automation
├── 📜 custom_credentials.py    # Configuration file (User-defined variables)
├── 📂 intern_welcome_images/   # Stores generated welcome images
├── 🖼️ welcome_template.png      # Default welcome image template
├── 📜 sheet_data.json          # Cached Google Sheet data
├── 📜 requirements.txt         # Dependencies
└── 📜 README.md                # Documentation

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🛠 Setup Guide

1️⃣ Obtain Google Service Account Credentials

🔹 To access Google Sheets, follow these steps:

1. Go to Google Cloud Console.
2. Create a new project.
3. Enable Google Sheets API.
4. Navigate to IAM & Admin > Service Accounts and create a new service account.
5. Assign the Editor role.
6. Generate and download the JSON key file.
7. Save this file in your project folder and set its path in custom_credentials.py as:

   SERVICE_ACCOUNT_FILE = "path/to/your/credentials.json"

8. Grant access: Share your Google Sheet with the service account email.

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2️⃣ Obtain Gmail App Password

🔹 To send emails using Gmail:

1. Enable 2-Step Verification for your Google account.
2. Go to Google App Passwords.
3. Generate a password and copy it.
4. Set this password in custom_credentials.py:

   SENDER_PASSWORD = "your-app-password"

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3️⃣ Install Dependencies

Run the following command:

pip install -r requirements.txt

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4️⃣ Configure custom_credentials.py

Set the following mandatory variables before running the script:

• 📂 OUPUT_DIR – Directory for storing images
• 🖼️ TEMPLATE_PATH – Path to the welcome image template
• 🔑 SERVICE_ACCOUNT_FILE – Google service account credentials
• 📊 SCOPES – API access scopes for Google Sheets
• 📋 SPREADSHEET_ID – The Google Sheet ID containing intern data
• 📌 RANGE_NAME – The range of data to monitor
• 📧 SENDER_EMAIL – Your email address for sending emails
• 🔑 SENDER_PASSWORD – Your app password for authentication
• 📜 SUBJECT – Subject of the welcome email
• ✉️ EMAIL_BODY – HTML template for the email content
• 🔠 FONT_PATH – Font file for text rendering

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5️⃣ Running the Script

Run the script to start monitoring the Google Sheet:

python main.py

🚀 How it works:

1. ✅ Fetches intern data from Google Sheets
2. 🔄 Monitors for new additions every 30 seconds
3. 🖼️ Generates a welcome image for new interns
4. 📩 Sends an email with the generated image

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⚙️ How It Works

Function	Description
📝 get_sheet_data()	Fetches data from the Google Sheet and stores it as JSON.
🖼️ generate_welcome_image()	Creates a personalized welcome image with intern details.
📧 send_welcome_email()	Sends an email with the generated image.
🔍 monitor_and_send_email()	Continuously checks for new interns and triggers email sending.

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🛑 Troubleshooting

🔹 Email Not Sending?

• Ensure your Gmail App Password is set correctly.
• Check your SMTP settings and network connection.

🔹 Google Sheets Data Not Fetching?

• Ensure your service account email has access to the Google Sheet.
• Verify SPREADSHEET_ID and RANGE_NAME in custom_credentials.py.

🔹 Image Generation Issues?

• Make sure welcome_template.png exists.
• Verify FONT_PATH is set correctly.

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🏆 Conclusion

This project automates intern onboarding by integrating Google Sheets, Gmail, and Python scripting. It simplifies the process by ensuring each intern receives a personalized welcome email with an image. 🎉

🔹 Customizable: Modify the email template & welcome image to match your branding.
🔹 Scalable: Works for any number of interns without manual intervention.

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⭐ Like this project? Give it a star on GitHub! ⭐

💬 Have questions? Feel free to raise an issue or contribute!

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