n8n Workflow: Manage Attendee Registrations and Send Emails

This n8n workflow streamlines the process of managing attendee registrations from Typeform, updating a Google Sheet, creating calendar events, and sending confirmation emails and Mattermost notifications. It's designed to automate several manual steps involved in event or conference registration.

What it does

This workflow automates the following steps:

1. Triggers on Typeform Submission: It starts whenever a new form is submitted via a configured Typeform.
2. Processes Registration Data: It extracts relevant attendee information (like name, email, event details) from the Typeform submission.
3. Updates Google Sheet: The extracted attendee data is then appended as a new row to a specified Google Sheet, serving as a central registration log.
4. Creates Google Calendar Event: An event is created in Google Calendar for the registered attendee, based on the event details from the Typeform submission.
5. Sends Confirmation Email: A personalized confirmation email is sent to the attendee via Gmail, providing them with event details and any necessary instructions.
6. Sends Internal Notification: A notification is posted to a Mattermost channel, informing the team about the new registration.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Typeform Account: A Typeform account with a form configured to collect registration details.
• Google Sheets Account: A Google Sheets spreadsheet to log registrations.
• Google Calendar Account: A Google Calendar to create event entries.
• Gmail Account: A Gmail account to send confirmation emails.
• Mattermost Account: A Mattermost account with a channel for notifications.
• n8n Credentials: Configured n8n credentials for Typeform, Google Sheets, Google Calendar, Gmail, and Mattermost.

Setup/Usage

1. Import the Workflow:
   • Download the provided JSON file.
   • In your n8n instance, click "New" in the workflows sidebar.
   • Click the "Import from JSON" button and paste the workflow JSON or upload the file.
2. Configure Credentials:
   • For each node (Typeform Trigger, Google Sheets, Google Calendar, Gmail, Mattermost), click on the node.
   • Locate the "Credentials" field and select your existing credentials or create new ones for each service.
3. Configure Typeform Trigger:
   • In the "Typeform Trigger" node, select the specific Typeform you want to monitor for new submissions.
4. Configure Google Sheets:
   • In the "Google Sheets" node, specify the "Spreadsheet ID" and "Sheet Name" where registration data should be added.
   • Map the incoming Typeform data fields to the corresponding columns in your Google Sheet.
5. Configure Google Calendar:
   • In the "Google Calendar" node, select the "Calendar ID" where events should be created.
   • Map the Typeform data to create the event's "Summary", "Description", "Start Date & Time", and "End Date & Time".
6. Configure Gmail:
   • In the "Gmail" node, set the "To" address using the attendee's email from Typeform.
   • Craft the "Subject" and "Body" of the confirmation email, using expressions to dynamically insert attendee and event details.
7. Configure Mattermost:
   • In the "Mattermost" node, select the "Channel" for notifications.
   • Compose the "Message" content, including relevant registration details for your team.
8. Activate the Workflow:
   • Once all nodes are configured, click the "Activate" toggle in the top right corner of the n8n editor to enable the workflow.

Now, every time a new submission is received on your configured Typeform, this workflow will automatically process the registration, update your records, send a calendar invite and confirmation email, and notify your team.