Marketing Automation

Webinar Funnel

Automate webinar registration through reminder sequence and post-event replay nurture.

Automation overview

What this automation does

This automation starts when zoom or Livestorm registration and attendance webhooks. It runs connected app steps, then zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp .

Trigger

Zoom or Livestorm registration and attendance webhooks

Main actions

Final outcome

Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar i…

Execution time

30–90 seconds

Apps used

5 integrations

AI-powered

Difficulty

Intermediate

Workflow diagram

End-to-end scenario flow

Read-only visualization of how data moves from trigger to final result.

Trigger

Zoom

Webhook received

⑂

Router

Webhooks

Creates

Result

Workflow complete

Step-by-step

How each step runs

1
ZoomTrigger
Webhook received
Zoom or Livestorm registration and attendance webhooks
2
Webhooks
Creates
Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp
3
HubSpot
Creates
Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp
4
Google Calendar
Creates
Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp
5
WhatsApp
Creates
Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp
6
WhatsApp
Workflow complete
Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp

Apps used

Connected applications

Zoom

Creates

Webhooks

Creates

HubSpot

Creates

Google Calendar

Creates

Summary

Automation summary

Trigger: Zoom or Livestorm registration and attendance webhooks
Inputs: Zoom or Livestorm registration and attendance webhooks, Business Name, Notification Email, Timezone
Outputs: Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp
Business goal: Automate webinar funnel end-to-end with accurate app routing.
Execution frequency: Real-time on event
Estimated runtime: 30–90 seconds
Error handling: Failed steps retry up to 3 times with exponential backoff; persistent failures notify your configured channel and log to the run history.
Dependencies: Zoom, Webhooks, HubSpot

Benefits

Why use this automation?

Save ~5 hours/week

Remove repetitive steps from Webinar Funnel so your team focuses on high-value work.

Reduce manual work

Connected apps sync data automatically instead of copy-paste between dashboards.

Prevent human errors

Standardized logic runs the same way every time, with retries on failure.

Faster response times

Events trigger immediate actions instead of waiting for someone to check a queue.

Requirements

What you need to get started

Required apps

Zoom
Webhooks
HubSpot

Required accounts

Active Zoom workspace with API access
Active Webhooks workspace with API access
Active HubSpot workspace with API access
Shata Automation workspace (free tier supported)

Required API keys

OAuth tokens for each connected integration

Permissions

Read access on trigger sources (forms, sheets, webhooks, or CRM objects)
Write access on destination apps (email, chat, CRM, or storage)

Estimated setup time

1 hour including app authorization and test run
Difficulty: Intermediate

Optional apps

Google Calendar (optional)
WhatsApp (optional)

Automation runtime

Activate this template

PreviewSome steps run in preview until their integrations go live.

Connect required apps via OAuth or API keys. Credentials are encrypted server-side. Dev test runs mock external actions when connections are missing.

Draft

Activation readiness

Est. setup time: ~18 min

Required connections

Zoom(required)
PreviewZoom: workflow actions run in preview
⚠ Missing
webhooks(required)
Previewwebhooks: workflow actions run in preview
⚠ Missing
HubSpot(required)
PreviewHubSpot: workflow actions run in preview
⚠ Missing
Google Calendar(required)
Test-onlyGoogle Calendar: workflow actions run in preview
⚠ Missing

• Missing connection: Zoom
• Missing connection: webhooks
• Missing connection: HubSpot
• Missing connection: Google Calendar

Manage all connections →View all installations →

Workflow summary

Trigger: Zoom or Livestorm registration and attendance webhooks
Steps: 6 nodes
Required apps: 4
Optional apps: 1

Trigger

Webhook trigger

Activate this workflow to provision the trigger endpoint.

Run history

No runs yet. Install the template and run a test, or activate to receive webhook/schedule runs.

FreeIntermediatePreview1 hour setup★4.29.2k installs · 234 reviews

Customize for My Business

Analytics

Template performance

27.7k

Views

9.2k

Installs

Favorites

4.2

Avg rating

33.3%

Conversion

1 min

Setup time

97%

Success rate

Trending score

Most used integrations

ZoomWebhooksHubSpot

Zoom or Livestorm registration webhook creates HubSpot contact, sends calendar invite via Google Calendar API, runs reminder emails 24h and 1h before, WhatsApp reminder 1h before if opted in, attendance tracked via Zoom attended webhook moves to `attended` list for replay email and sales CTA sequence, no-shows get replay-only branch.

Some steps run in preview until their integrations go live.

Required apps

ZoomPreviewWebhooksPreviewHubSpotPreviewGoogle CalendarTest-only

Optional apps

WhatsAppPreview

All integrations

ZoomWebhooksHubSpotGoogle CalendarWhatsApp

Workflow preview

How Webinar Funnel runs

Trigger

Map registration fields

→

Process

Rule engine

→

Action

zoom

→

Notify

Alert & log

ZoomWebhooksHubspotGoogle CalendarWhatsapp

Setup steps

Get started in 5 steps

1
Connect webinar platform
Zoom/Livestorm webhooks, HubSpot, Google Calendar, Gmail, Twilio WhatsApp, Mailchimp.
2
Map registration fields
Sync name, email, company to HubSpot with webinar campaign ID.
3
Configure reminder cadence
Email 24h, email 1h, optional WhatsApp 1h before start.
4
Branch post-event
Attended → sales sequence; no-show → replay + softer CTA.
5
Dry-run registration
Test registrant through reminders without live webinar.

Variables

Configurable settings

Variable	Type	Default	Required
Business Name	text	Your Business	Yes
Notification Email	email	—	Yes
Timezone	select	—	Yes

FAQ

Frequently asked questions

Multiple sessions?

Session ID on contact tracks which replay link to send.

Paid webinars?

Stripe payment webhook gates calendar invite send.

Poll engagement?

Zoom poll responses sync to HubSpot for lead scoring.

Certificate of attendance?

Optional PDF certificate email on attended webhook.

Reviews

4.7

★4.7

234 total reviews

Ahmed Hassan

Operations Lead · Cairo Eats

★★★★★

7/8/2026

Clean workflow design. Connected our stack in one afternoon. Minor learning curve on variables.

+ Setup was straightforward · Great documentation

Lisa Tran

Founder · ScaleUp SaaS

★★★★Verified install

6/21/2026

After two weeks live, Webinar Funnel has become core to our daily ops. Verified install — runs without babysitting.

+ Integrations worked on first try · AI quality exceeded expectations

James O'Brien

CTO · DevFlow

★★★★★Verified install

6/4/2026

Webinar Funnel replaced a manual process that took 2 hours daily. ROI was clear within the first month.

+ Reliable triggers every time · Support team helped customize quickly

Documentation

Template documentation

Overview

Requirements

Active zoom account with API access
Active webhooks account with API access
Active hubspot account with API access
Active google-calendar account with API access
No AI provider required
Shata Automation workspace (free tier supported)

Supported apps

zoomPreviewwebhooksPreviewhubspotPreviewgoogle calendarTest-onlywhatsappPreview

Triggers

Zoom or Livestorm registration and attendance webhooks

Actions

Map registration fields
Configure reminder cadence
Branch post-event
Dry-run registration

Examples

Quick start

Activate Webinar Funnel with default variables and run a sandbox test.

Scenario: New user installs template and validates output in under 15 minutes.

Production rollout

Connect live apps, map business rules, enable monitoring alerts.

Scenario: Team deploys to workspace after QA sign-off on test runs.

Troubleshooting

Workflow fails on first run: Verify OAuth scopes for all required integrations and re-authorize if expired.
Variables not applying: Check required fields in the Configure Variables step; empty required values block activation.
Notifications not received: Confirm notification email and Slack channel IDs match your workspace settings.

Release notes

Version 1.2.0 — Improved reliability and Slack notifications for Webinar Funnel.

Versioning

Version history

Current version: 1.2.0

v1.2.0Current

5/4/2026

improvementImproved error handling and retry logic for failed runs.
featureAdded optional Slack notification on workflow completion.

v1.1.0

3/5/2026

featureNew variable: brand voice selector for AI-powered steps.
fixFixed timezone handling for scheduled triggers.

v1.0.0

1/4/2026

featureInitial marketplace release.

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Get started

Customize Webinar Funnel for your business

Our team can adapt this template to your exact workflow, apps, and brand requirements.

Request custom automation →Talk to an expert

Webinar Funnel

What this automation does

End-to-end scenario flow

How each step runs

Connected applications

Automation summary

Why use this automation?

What you need to get started

Required apps

Required accounts

Required API keys

Permissions

Estimated setup time

Optional apps

Activate this template

Required connections

Workflow summary

Trigger

Run history

Template performance

How Webinar Funnel runs

Get started in 5 steps

Configurable settings

Frequently asked questions

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

SEO Content Generator

AI Ads Copy

Google Forms Campaign Intake

Retargeting

Customers also installed

A/B Testing

WhatsApp Campaign

Webinar Registration Router

Keyword Research

Recommended for Marketing

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WhatsApp Campaign

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Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing

Customize Webinar Funnel for your business

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

SEO Content Generator

AI Ads Copy

Google Forms Campaign Intake

Retargeting

Customers also installed

A/B Testing

WhatsApp Campaign

Webinar Registration Router

Keyword Research

Recommended for Marketing

Email Campaign

SMS Campaign

WhatsApp Campaign

Audience Segmentation