n8n Workflow: Automate Event RSVPs with Email Validation and Badge Generation

This n8n workflow streamlines the event registration process by automating RSVP handling, validating email addresses, and preparing data for potential badge generation or further processing. It acts as a backend for an event registration form, ensuring that only valid RSVPs are processed and recorded.

What it does

This workflow performs the following key steps:

1. Receives RSVP Submissions: It listens for incoming HTTP POST requests, typically from an event registration form, containing attendee information.
2. Validates Email Addresses: It includes a placeholder for email validation (e.g., using a service like Verifalia or a custom regex check) to ensure the submitted email is valid.
3. Conditional Processing: It uses an "If" node to conditionally process the RSVP based on the email validation result.
   • If Valid: If the email is valid, it proceeds to prepare the data for storage and further actions.
   • If Invalid: If the email is invalid, it can be configured to send a notification (e.g., an email to the submitter or an internal alert) or simply discard the invalid submission.
4. Prepares Data: It uses an "Edit Fields (Set)" node to structure and clean the incoming data, making it ready for storage or other operations. This is crucial for consistency when adding data to a spreadsheet or database.
5. Records Valid RSVPs: It appends the validated and prepared attendee data to a Google Sheet, serving as the central repository for event registrations.
6. Sends Confirmation/Rejection Emails: It includes a placeholder for sending automated emails. This could be a confirmation email for valid RSVPs (potentially including a generated badge link) or a rejection/re-submission request for invalid ones.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Google Sheets Account: A Google account with access to Google Sheets to store RSVP data.
• Gmail Account: A Gmail account (or other email service configured in n8n) for sending confirmation/rejection emails.
• Webhook Source: An external system (e.g., a web form, another application) configured to send HTTP POST requests to the n8n Webhook URL with RSVP data.
• Email Validation Service (Optional but Recommended): A service like Verifalia, Hunter.io, or a custom email validation logic (e.g., using a Function node with regex) to integrate with the "If" node. (Currently a placeholder in the provided JSON, you'll need to add this logic).
• HTML to Image Service (Optional): If badge generation is desired, an HTML to Image service (like htmlcsstoimage mentioned in the directory name, or similar) would be required and integrated into the "Valid RSVP" branch.

Setup/Usage

1. Import the Workflow: Import the provided JSON into your n8n instance.
2. Configure Credentials:
   • Google Sheets: Set up a Google Sheets credential (OAuth2) to allow n8n to access your spreadsheet.
   • Gmail: Set up a Gmail credential (OAuth2) to allow n8n to send emails.
3. Configure Webhook:
   • Activate the "Webhook" trigger node. Copy the generated webhook URL.
   • Configure your event registration form or external system to send HTTP POST requests to this URL with the attendee's name, email, and any other relevant RSVP data.
4. Configure Google Sheets Node:
   • Select your Google Sheets credential.
   • Specify the Spreadsheet ID and Sheet Name where you want to store the RSVP data.
   • Map the incoming data fields from the "Edit Fields" node to the appropriate columns in your Google Sheet.
5. Implement Email Validation (Placeholder):
   • Before the "If" node, add a node (e.g., an HTTP Request node for an external validation service, or a Function node for custom logic) to validate the email address received from the Webhook.
   • The output of this validation node should be a boolean (true/false) or a status that the "If" node can evaluate.
6. Configure "If" Node:
   • Set up the condition in the "If" node to check the result of your email validation step. For example, if your validation node outputs isValid: true, the condition would be {{ $json.isValid === true }}.
7. Configure "Edit Fields" Node:
   • Ensure the "Edit Fields" node correctly maps and renames the data from the webhook into a consistent format for your Google Sheet. For example, if the webhook sends emailAddress, you might rename it to Email.
8. Configure Gmail Node (Confirmation/Rejection):
   • For Valid RSVPs (True branch of "If"): Configure the Gmail node to send a confirmation email to the registered attendee. You can use data from previous nodes (e.g., {{ $json.name }} and {{ $json.email }}) to personalize the email.
   • For Invalid RSVPs (False branch of "If"): Configure another Gmail node (or modify the existing one) to send a polite email informing the user about the invalid email and asking them to resubmit.
9. Activate the Workflow: Once configured, activate the workflow to start processing RSVPs.