Automate Webinar Registration with n8n and KlickTipp Integration

Opening Problem Statement

Meet Julia, a webinar coordinator who manages dozens of online events every month. Julia receives hundreds of registrations through JotForm for her webinars. Each registration contains critical data like name, email, phone number, work experience, LinkedIn profile, and preferred webinar session times. Manually copy-pasting this info into her KlickTipp email marketing platform is time-consuming—easily taking 15 minutes per registration. Multiply that by hundreds and it’s dozens of hours lost monthly, increasing the risk of errors like misspelled names or wrong tag assignments that impact subscriber targeting and follow-up campaigns.

Julia needed a reliable way to automatically transfer enriched webinar registration data — complete with custom fields and tags — into KlickTipp, while verifying formats like phone numbers and URLs to prevent incorrect data entry. This precise handling would save her weeks of tedious work each year and improve her email marketing segmentation and automation effectiveness.

What This Automation Does

This n8n workflow automates the entire process from receiving webinar registrations via JotForm to subscribing contacts in KlickTipp with detailed, validated data and custom tags. When the workflow runs, it:

• Captures new webinar registration data instantly via the JotForm Trigger.
• Transforms raw inputs: converts phone numbers to international numeric format, turns birthdates and webinar dates into UNIX timestamps, checks LinkedIn URLs for correctness, and scales work experience values appropriately.
• Subscribes each registrant as a contact in KlickTipp with personalized custom fields like birthday, webinar date/time, questions for presenters, and reminder intervals.
• Fetches existing tags from KlickTipp and compares them to the tags derived from the user’s form submission (webinar choice, session dates, reminders).
• Creates any new tags that don’t exist already, then associates all relevant tags with the subscriber, enabling precise segmentation and targeted email campaigns.
• Ensures no data is lost or incorrectly formatted by applying robust validations and conversions throughout.

This automation can save Julia and teams like hers upwards of 10 hours weekly by eliminating manual data entry and reducing errors—resulting in more timely and effective webinar follow-ups and marketing outreach.

Prerequisites ⚙️

• n8n Account with access to create workflows and API credentials.
• JotForm Account with the webinar registration form set up.
• KlickTipp Account with an active subscriber list and API credentials.
• Creation of custom fields and tags in KlickTipp matching your form data structure (name, birthday, webinar details, reminder intervals).

Step-by-Step Guide

Step 1: Set Up the JotForm Trigger

Navigate to n8n → Create new workflow. Add the JotForm Trigger node.

In the parameters, select the specific form by its ID, as used in your webinar registration form. For example, the form ID “250054687472360” is configured here. Authenticate with your JotForm account when prompted.

Once setup, you should see the webhook URL generated. This URL is tied to your n8n instance and captures all submissions from your JotForm.

Common mistake: Not entering the correct Form ID or failing to authenticate, resulting in no trigger on form submission.

Step 2: Configure Data Conversion Node

Add a Set node named “Convert and set webinar data”. This node transforms data from the incoming form into formats KlickTipp requires:

• mobile_number: Converts phone numbers into numeric-only strings with international prefix “00” replacing “+”.
• birthday: Transforms the date components into a UNIX timestamp in seconds.
• linkdein_url: Validates LinkedIn URLs using regex; applies a fallback URL if invalid.
• work_experience_in_years: Multiplies the years by 100 for specific scaling.
• webinar_start_date&time: Converts chosen webinar date/time into a proper UTC UNIX timestamp format.

For example, the JavaScript snippet converting the birthday field looks like this:

Math.floor(
  new Date(
    $json.Geburtstag.year + '-' + 
    $json.Geburtstag.month + '-' + 
    $json.Geburtstag.day + 'T00:00:00'
  ).getTime() / 1000
)

Expected outcome: Data is perfectly formatted for KlickTipp API calls.

Step 3: Subscribe Contact in KlickTipp

Add the KlickTipp node configured for the “subscribe” operation. Here, map the subscriber’s email and all custom fields accurately. For example:

• Email: pulled dynamically from the JotForm node.
• Custom data fields: first/last name, birthday, LinkedIn URL, work experience, webinar start date/time, questions to presenters, reminder preferences.
• Bind phone number from your converted field with international prefix.

Outcome: New registrants are automatically added as KlickTipp subscribers with rich data.

Step 4: Define Tags Array from JotForm Submission

Add a Set node to define tags you want to associate based on form selections like webinar choice, date, and reminder interval. This creates an array named “tags” containing these values dynamically from the submission.

Common mistake: Forgetting commas between array elements or referencing incorrect field names.

Step 5: Split Tags Array into Individual Items

Use the SplitOut node to convert the tags array into individual records so they can be matched with existing tags in KlickTipp.

Step 6: Fetch Existing Tags from KlickTipp

Insert a KlickTipp node configured to “get all tags”. This node pulls all current tags in your KlickTipp account for comparison.

Step 7: Merge Form Tags with Existing KlickTipp Tags

Add a Merge node in “combine by SQL” mode. Use this to link each tag from the form with KlickTipp’s existing tags to check which ones need creating.

Step 8: Conditional Check for Tag Existence

Use an If node to decide if a tag already exists. If true, route directly to tagging the contact; if false, create the tag first.

Step 9: Create New Tags in KlickTipp (if needed)

Configure a KlickTipp node for “create tag” to add any tags missing from your KlickTipp account.

Step 10: Aggregate Created Tags

Use an Aggregate node to compile all newly created tag IDs into a list so they can be attached together.

Step 11: Tag the Contact in KlickTipp

Finally, use a KlickTipp node to tag the subscriber. Depending on the workflow branch, this is either with existing or newly created tags.

Customizations ✏️

• Customize Tags Mapped: In the “Define Array of tags from Jotform” node, add or remove form fields mapped as tags. This allows dynamic targeting for different webinars or reminder types.
• Adjust Date Formatting: Modify the JavaScript in the “Convert and set webinar data” node to handle different time zones or date formats according to your webinar schedule.
• Add More Custom Data Fields: In the “Subscribe contact in KlickTipp” node, add additional custom fields from your form as needed, such as company name or job title, ensuring they exist in KlickTipp.
• Fallback URLs: Change the fallback URL value in the LinkedIn validation script to a company-specific default profile or empty string.
• Mobile Number Format: Modify the regex or string manipulations in the “Convert and set webinar data” node to accommodate other country codes or phone formats.

Troubleshooting 🔧

Problem: “Webhook not triggering on form submission”
Cause: Incorrect form ID or JotForm credential issues.
Solution: Verify form ID is correct, re-authenticate in JotForm node, check internet connectivity.

Problem: “Invalid phone number format sent to KlickTipp”
Cause: Phone numbers not correctly formatted or missing ‘+’ sign.
Solution: Review the phone number conversion script in “Convert and set webinar data” node. Confirm input phone numbers have the correct initial ‘+’ sign and country code.

Problem: “Tags not appearing or not assigned correctly”
Cause: Mismatch in tag names between form and KlickTipp.
Solution: Use the Merge node debug output to verify tag names, ensure tags exist or are created, and inspect logs for API errors during tag creation or tagging.

Pre-Production Checklist ✅

• Confirm JotForm trigger is capturing submissions by checking execution logs.
• Validate the “Convert and set webinar data” node outputs expected formatted fields.
• Verify API connection/authentication with KlickTipp nodes.
• Test tag fetching and creation process to ensure tags sync correctly from form data.
• Perform a test registration submission and confirm subscriber appears in KlickTipp with all custom fields and tags correctly assigned.

Deployment Guide

Activate your workflow by turning it on in n8n. Monitor the initial form submissions and n8n executions for errors. Use n8n’s built-in execution logs to trace data flows and debug if needed.

This workflow handles every new webinar registration automatically, so Julia can focus on running successful webinars instead of chasing data entry.

FAQs

Q: Can I use other form tools besides JotForm?
A: This workflow uses the n8n JotForm Trigger node, but you can replace it with other form triggers like Google Forms or Typeform nodes. You will need to adjust data fields accordingly.

Q: Does tagging many contacts consume extra KlickTipp API credits?
A: Yes, each API call consumes credits depending on your KlickTipp plan. Batch tagging is more efficient but consider your limits.

Q: Is my data secure?
A: Your data is secured by n8n and KlickTipp APIs; ensure your credentials are safely stored and rotate keys periodically.

Conclusion

With this detailed n8n workflow, Julia has transformed her tedious webinar registration management into a fully automated, error-proof system. By capturing data in real-time from JotForm, validating and converting it, and managing subscribers and tags in KlickTipp seamlessly, many hours per week are saved while improving marketing accuracy.

You’ve just set up a precise integration that maintains data quality, streamlines contact segmentation, and powers more personalized email campaigns for your webinars. Next, consider expanding automation to send personalized webinar reminders or post-webinar surveys. Keep automating and optimizing!