Automate Event Registration & Follow-ups with Gmail Reminders & Google Sheets

This n8n workflow streamlines the process of managing event registrations, sending personalized follow-up emails, and creating reminders, all while keeping your data organized in Google Sheets. It's designed to automate repetitive tasks, ensuring attendees receive timely communications and your team stays informed.

What it does

1. Triggers on new registrations: The workflow starts by listening for new event registrations via a webhook. This could be connected to a form submission (e.g., Google Forms, Typeform, your website's registration form).
2. Processes registration data: It takes the incoming registration data and prepares it for further actions.
3. Sends welcome/confirmation emails: For each new registration, it sends a personalized welcome or confirmation email via Gmail.
4. Schedules follow-up reminders: It then schedules a follow-up reminder email to be sent at a later time (e.g., a day before the event).
5. Updates Google Sheets: All registration details are recorded or updated in a designated Google Sheet, ensuring a centralized and accessible record of attendees.
6. Conditional Logic: The workflow includes conditional logic (If node) which suggests it might handle different scenarios or send different communications based on specific registration details (e.g., attendee type, payment status).
7. Delays for timed actions: A Wait node is used to introduce delays, specifically for scheduling future actions like reminder emails.
8. Code Execution: A Code node is present, indicating custom logic or data manipulation can be performed within the workflow. This could be used for advanced data formatting, calculations, or integrating with other services not directly supported by n8n nodes.

Prerequisites/Requirements

• n8n Instance: A running instance of n8n.
• Google Account: A Google account with access to:
  • Google Sheets: For storing and managing registration data.
  • Gmail: For sending confirmation and reminder emails.
• Webhook Source: A system or form that can send webhook requests upon new event registrations.
• n8n Credentials: Configured Google Sheets and Gmail credentials within your n8n instance.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Webhook:
   • Activate the Webhook node.
   • Copy the generated webhook URL.
   • Integrate this URL into your event registration form or system to send data to n8n upon submission.
3. Configure Google Sheets Node:
   • Select your Google Sheets credential.
   • Specify the Spreadsheet ID and Sheet Name where registration data should be stored.
   • Map the incoming data fields from the webhook to the corresponding columns in your Google Sheet.
4. Configure Gmail Nodes:
   • Select your Gmail credential.
   • For the welcome email, customize the To, Subject, and Body fields using expressions to personalize content with registrant data (e.g., {{ $json.name }}).
   • For the reminder email, similarly configure the To, Subject, and Body.
5. Configure Wait Node:
   • Adjust the Wait duration to your desired time for sending follow-up reminders (e.g., "1 day before event"). This might involve calculating the difference between the current time and the event date.
6. Configure If Node:
   • Review and adjust the conditions in the If node based on your specific needs for routing or conditional actions.
7. Configure Edit Fields (Set) Node:
   • Adjust any data transformations or field additions/removals as needed.
8. Configure Code Node:
   • If custom logic is required, update the JavaScript code within this node to perform the necessary operations.
9. Activate the Workflow: Once all nodes are configured, activate the workflow to start automating your event registrations.