Automate Gravity Forms to KlickTipp Integration with n8n

What This Automation Does

This workflow takes new form entries from Gravity Forms and sends them to KlickTipp without you doing anything by hand.
It cleans phone numbers, changes birthdays and session choices into timestamp numbers, and fixes rating scores.
Then it adds or updates contacts in KlickTipp with all the details and smart tags from your form answers.
This stops mistakes, saves hours each week, and keeps marketing lists right.

Inputs → Processing → Output

Inputs

• New submission data from Gravity Forms, received by a Webhook node using POST method.
• Contact information fields like first name, last name, email, birthday, phone number, webinar ratings, and session choices.

Processing Steps

• Phone numbers are changed from format like +49123456789 to a numeric string with 00 prefix, e.g., 0049123456789.
• Birthday dates and webinar session dates are converted into UNIX timestamps (seconds since 1970-01-01).
• Webinar ratings, which could be decimal values, are multiplied by 100 to get integer values.
• The contact is added or updated in KlickTipp with these cleaned and transformed fields.
• Tags are collected from form fields and existing KlickTipp tags.
• Tags that are new are created in KlickTipp.
• All relevant tags, old and new, are applied to the contact in KlickTipp.

Output

The subscriber list in KlickTipp contains the new or updated contact with all clean info and correct tags.
This allows accurate marketing campaigns and follow-ups.

Who Should Use This Workflow

This is for users who collect webinar or event feedback via Gravity Forms on WordPress.
Anyone who spends a lot of time copying form data manually into KlickTipp will benefit.
It helps prevent mistakes and makes follow-ups faster.

Tools and Services Used

• Gravity Forms: Collects form submissions and sends data via webhook.
• n8n Automation Platform: Runs the workflow to receive, transform, and route data.
• KlickTipp API: Manages subscriber data and tags.

Beginner Step-by-Step: How to Use the Workflow in n8n Production

Import the Workflow

1. Click the Download button on this page to save the workflow file to your computer.
2. Open your n8n editor where you want to run the automation.
3. Use the menu option Import from File and select the downloaded workflow file.

Configure Credentials and Settings

1. Add your API keys or credentials for Gravity Forms webhook and KlickTipp nodes if missing.
2. Update form field IDs or custom field names in the nodes to match your Gravity Forms and KlickTipp setup.
3. Change the KlickTipp list IDs or tag names if needed to target your actual subscriber lists.

Test and Activate

1. Send a test form submission or trigger the webhook with sample data.
2. Watch the workflow run in n8n and confirm contact appears in KlickTipp with correct data.
3. If all looks good, activate the workflow to run automatically on future form submissions.
4. Running this on your own server? Consider self-host n8n to keep full control of data.

Important Code Snippets for Data Transformation

These are the main expressions used in the Set node named “Convert and set feedback data.” They transform raw form data into the right format.

• Phone number: converts +49123456789 to 0049123456789.

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

• Birthday to UNIX timestamp.

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

• Session choice date (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 scaled from decimal to integer.

$json.body['8'] * 100

Customizations to Consider

• Change subscriber KlickTipp list by editing listId in the subscription node.
• Add extra custom fields for more detailed contact data.
• Modify phone number formatting JavaScript if different international prefix is needed.
• Adjust which form fields generate tags in the “Define Array of tags from Gravityforms” node.
• Include extra error checks in the “Tag creation check” node to handle API issues.

Troubleshooting

• Webhook not triggering: Check webhook URL path spelling in Gravity Forms matches exactly Webhook node.
• KlickTipp subscription errors: Verify custom field IDs and subscriber list IDs are correct in KlickTipp settings.
• Missing new tags in KlickTipp: Confirm API credentials have permission and conditional logic triggers tag creation nodes.

Pre-Production Checklist

• Test Gravity Forms sends data and triggers n8n webhook.
• Verify all field mappings and API credentials before going live.
• Submit tags not yet inside KlickTipp to test tag creation.
• Confirm phone number and date transformations produce correct values.
• Backup KlickTipp subscriber lists and tags data.

Deployment Tips

Turn on workflow activation in n8n.
Review logs on initial real submissions to check for any errors.
Adjust parameters if you see wrong data mapping.
For privacy and control, use self-host n8n or your preferred VPS setup.

Summary

✓ Saves 5+ hours weekly eliminating manual data entry.
✓ Prevents data errors like typos and missing info.
✓ Automatically syncs Gravity Forms data to KlickTipp with custom fields.
✓ Creates and manages tags dynamically for better marketing.
✓ Helps run personalized email campaigns faster.