Automate Gravity Forms to KlickTipp Integration with n8n

Opening Problem Statement

Meet Lisa, a small business owner who runs numerous webinars and collects attendee feedback through Gravity Forms on her WordPress site. Every time a form is submitted, Lisa spends hours manually transferring attendee data, including names, emails, birthdays, phone numbers, webinar ratings, and session choices, into her KlickTipp email marketing platform. This tedious process is prone to errors like typos or missing data, causing delays in follow-up emails and inaccurate segmentation for future marketing campaigns. The frustration is real: Lisa wastes at least 5 hours weekly just processing form submissions, risking lost sales and unhappy customers.

This workflow directly addresses Lisa’s pain by fully automating the flow of data from Gravity Forms to KlickTipp, transforming and validating information along the way and managing subscriber tags to personalize marketing efforts.

What This Automation Does

When this n8n workflow runs, it seamlessly processes new submissions from Gravity Forms and updates KlickTipp subscriber lists with accurate, formatted data. Here’s what happens:

• Automatically triggers upon form submission via a Webhook node.
• Transforms phone numbers to international numeric-only format and converts dates like birthdays and webinar choice times into UNIX timestamps.
• Calculates adjusted webinar ratings by scaling decimal feedback numbers.
• Subscribes or updates contact information in KlickTipp with detailed custom fields such as first name, last name, birthday, webinar rating, and session choices.
• Aggregates and manages subscriber tags dynamically, creating new tags in KlickTipp if they don’t yet exist.
• Tags contacts with the correct labels in KlickTipp to enable personalized campaigns, automated signatures, and follow-up actions.

This automation can save users like Lisa approximately 5+ hours weekly by eliminating manual data entry and reducing errors that might cause marketing delays.

Prerequisites ⚙️

• An active Gravity Forms plugin on your WordPress site and access to your form’s data submissions.
• An authenticated KlickTipp account configured with the necessary subscriber lists and custom fields.
• An n8n automation platform account with self-hosted environment (required for community KlickTipp nodes).
• Basic familiarity with n8n interface to set up nodes and credentials.

Step-by-Step Guide

Step 1: Capture New Gravity Forms Submission with a Webhook

In n8n, click Nodes → Add Node → Webhook. Set the path (e.g., 9e8feb6b-df09-4f17-baf0-9fa3b8c0093c) and HTTP method to POST. This node triggers whenever a form submission occurs, catching the data from Gravity Forms.

Visual: You should see a webhook URL generated. Use this URL to configure Gravity Forms to send submissions via webhook.

Common mistake: Forgetting to match the webhook path exactly between Gravity Forms and n8n, resulting in no trigger.

Step 2: Transform Submitted Data

Add a Set node named “Convert and set feedback data.” In this node, write JavaScript expressions to transform:

• mobile_number: Converts phone numbers from formats like +49123456789 to numeric-only with “00” prefix (e.g., 0049123456789) using this code:

  $json.body['5']
      ? $json.body['5']
          .replace(/^+/, '00')
          .replace(/[^0-9]/g, '')
      : ''

• birthday: Converts date string to UNIX timestamp:

  Math.floor(
      new Date($json.body['6'] + 'T00:00:00').getTime() / 1000
  )

• webinar_choice: Parses date from “DD.MM.YYYY HH:mm” to UNIX timestamp:

  Math.floor(new Date($json["body"]["13"].replace(
    /(d{2}).(d{2}).(d{4})/, "$2/$1/$3"
  )).getTime() / 1000)

• webinar_rating: Scales rating decimal to integer:

  $json.body['8'] * 100

Expected outcome: Data is clean, formatted correctly for KlickTipp API.

Common mistake: Incorrect date format conversions causing invalid timestamp errors.

Step 3: Subscribe Contact in KlickTipp

Add a KlickTipp node configured to subscribe the contact. Map the email from the form submission (field body['4']) and include custom data fields like first name, last name, birthday, webinar ratings, and phone number (using transformed variables).

Expected outcome: Contact appears in your KlickTipp subscriber list with detailed attributes updated.

Common mistake: Incorrect field IDs or missing list IDs resulting in failed subscriptions.

Step 4: Define Tags Array from Gravity Forms Submission

Add a Set node named “Define Array of tags from Gravityforms.” Here you create an array from form fields like webinar choices, dates, and JSON-encoded data representing tags.

Expected outcome: An array of tags is prepared for processing.

Step 5: Split Tags Array into Individual Items

Add a SplitOut node that splits the tags array into separate items for checking against existing KlickTipp tags.

Step 6: Get All Existing Tags from KlickTipp

Add a KlickTipp node to fetch all current tags in your KlickTipp account.

Step 7: Merge Submitted Tags with Existing Tags

Add a Merge node using a SQL-like query to compare submitted tags with existing tags, identifying which tags already exist or need to be created.

Step 8: Conditional Tag Creation Check

Add an If node named “Tag creation check” to branch the workflow depending on whether tags exist already.

Step 9: Create New Tags in KlickTipp (If Needed)

If tags don’t exist, a KlickTipp node creates them dynamically based on the missing tags.

Step 10: Aggregate Newly Created Tag IDs

Use an Aggregate node to collect all the newly created tag IDs into a list.

Step 11: Aggregate Existing Tag IDs

If tags exist, aggregate these existing tag IDs to prepare for applying to contacts.

Step 12: Associate Tags with Contact

Finally, two KlickTipp nodes apply tags to the subscriber’s email address depending on if tags were newly created or existed before. This ensures the contact is always correctly tagged for segmentation.

Customizations ✏️

• Change Subscriber List: In the “Subscribe contact in KlickTipp” node, modify the listId parameter to target a different subscriber list for segmentation strategies.
• Add More Custom Fields: Add additional custom data fields in the subscriber node to capture more relevant user preferences from your form.
• Modify Phone Number Format: Adjust the JavaScript in the “Convert and set feedback data” node if you want a different phone prefix or formatting rule.
• Adjust Tag Criteria: In “Define Array of tags from Gravityforms,” change which form fields are used to generate tags for tailored marketing campaigns.
• Expand Error Handling: Add additional conditions in the “Tag creation check” node to handle API errors or missing data gracefully.

Troubleshooting 🔧

• Problem: “Webhook never triggers when form is submitted.”
  Cause: Incorrect webhook URL or path mismatch between Gravity Forms and n8n.
  Solution: Double-check webhook URL setup in Gravity Forms. Ensure HTTP method is POST and path matches the n8n Webhook node exactly.
• Problem: “KlickTipp subscription fails with field ID errors.”
  Cause: Field IDs in the subscriber node are incorrect or not set up in KlickTipp.
  Solution: Verify custom field IDs in your KlickTipp account. Map fields exactly as required by KlickTipp API.
• Problem: “New tags do not show up in KlickTipp.”
  Cause: Tag creation node not triggered or API permission issues.
  Solution: Check conditional logic in If node and API credentials. Confirm permissions to create tags.

Pre-Production Checklist ✅

• Confirm Gravity Forms sends data correctly to n8n webhook by testing form submission.
• Verify all node mappings, especially custom field IDs and list IDs in KlickTipp node.
• Test tag creation by submitting tags not currently in KlickTipp.
• Check phone number transformations and date conversions for accuracy.
• Backup your KlickTipp list and tags before deploying automation live.

Deployment Guide

Activate your workflow in n8n by enabling it. Monitor initial submissions and logs to ensure form data correctly transfers and subscriber tags update as expected. Adjust node settings if needed. Periodically review logs for errors and performance issues.

FAQs

• Can I use this workflow with other form plugins? This workflow is designed specifically for Gravity Forms due to field mappings but can be adapted for other plugins with custom webhook payload adjustments.
• Does this consume KlickTipp API credits? KlickTipp has generous API usage limits, but heavy loads may require review of rate limits.
• Is my data secure? Yes, data passes securely between your WordPress site, n8n, and KlickTipp. Self-hosting n8n is recommended for full control over data privacy.
• Can this workflow handle large volumes? Yes, but test performance under expected loads and scale your n8n infrastructure accordingly.

Conclusion

By following this detailed tutorial, you’ve built an efficient automation that securely and accurately syncs Gravity Forms submissions with KlickTipp. This saves you countless hours of manual data entry and reduces errors, improving your marketing follow-ups and subscriber management. Next, consider automating personalized email campaigns based on tags or integrating other webinar platforms for even smoother workflows. You’re well on your way to mastering advanced marketing automations with n8n and KlickTipp!