Automated event management with Typeform, Stripe, Google tools & Slack notifications

Event Participant Management and Automated Follow-up System

This workflow automates the entire process of managing event participants, from registration and payment to sending reminders and follow-up communications. It's designed for event organizers who want to streamline their operations and ensure a smooth experience for attendees.

Who is this for?

This template is ideal for event organizers, community managers, and businesses that host workshops, webinars, conferences, or any event requiring participant registration and communication.

How it works

The workflow is divided into three main parts:

1. Registration and Onboarding:

   • When a new participant registers via a Typeform, their details are immediately added to a Google Sheet.
   • Payment is processed via Stripe.
   • Upon successful payment, a confirmation email is sent to the participant, and the event is added to their Google Calendar.
   • The organizer receives a Slack notification about the new registration.

2. Event Reminders:

   • A daily scheduled trigger checks the Google Sheet for upcoming events.
   • It calculates if an event is within the specified reminder period (e.g., 3 days before).
   • If a reminder is needed, an email is automatically sent to the participant.

3. Post-Event Follow-up:

   • Another daily scheduled trigger checks for past events.
   • It calculates if an event is due for a follow-up (e.g., 2 days after).
   • A thank-you email, including a survey link, is sent to participants.
   • The participant's status in the Google Sheet is updated to mark the follow-up as sent.

How to set it up

1. Typeform Registration Form: Replace <__PLACEHOLDER_VALUE__Typeform Form ID__> with your actual Typeform ID.
2. Workflow Configuration: Fill in the placeholder values for Event Name, Event Date, Event Time, Event Location, Participation Fee Amount, and Slack Channel ID.
3. Google Sheets:
   • Replace <__PLACEHOLDER_VALUE__Google Sheets Document ID__> and <__PLACEHOLDER_VALUE__Sheet Name (e.g., Participants)__> with your Google Sheet details. Ensure your sheet has columns for "Name", "Email", "Phone", "Registration Date", "Event Name", "Event Date", "Payment Status", "Follow-up Sent", and "Follow-up Date".
   • You will need to set up Google Sheets OAuth2 API credentials.
4. Stripe (Process Payment): Replace <__PLACEHOLDER_VALUE__Customer ID__> and <__PLACEHOLDER_VALUE__Source ID__> with your Stripe customer and source IDs. You will need Stripe API credentials.
5. Gmail (Send Confirmation Email, Send Reminder Email, Send Thank You & Survey): You will need to set up Gmail OAuth2 credentials.
6. Google Calendar (Add to Calendar): You will need to set up Google Calendar OAuth2 API credentials.
7. Slack (Notify Organizer): Replace <__PLACEHOLDER_VALUE__Slack Channel ID__> (if not already set in Workflow Configuration) and set up Slack OAuth2 API credentials.
8. Survey URL (Send Thank You & Survey): Replace <__PLACEHOLDER_VALUE__Survey URL__> with the link to your post-event survey.

Requirements

• Typeform account and a registration form.
• Google Sheet for participant management.
• Stripe account for payment processing.
• Gmail account for sending emails.
• Google Calendar for event scheduling.
• Slack account for organizer notifications.
• n8n credentials for Google Sheets, Stripe, Gmail, Google Calendar, and Slack.

How to customize the workflow

• Reminder/Follow-up Timing: Adjust the reminderDaysBefore and followupDaysAfter values in the "Workflow Configuration" node to change when reminder and follow-up emails are sent.
• Email Content: Modify the HTML content in the "Send Confirmation Email", "Send Reminder Email", and "Send Thank You & Survey" nodes to match your branding and messaging.
• Payment Currency: Change the currency in the "Process Payment" node if your event uses a different currency.
• Additional Data: Extend the Google Sheets nodes to capture more participant information from Typeform if needed.
• Integration: Easily integrate with other services by adding more nodes, for example, a CRM to add new participants as leads.