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Send post-event session digest emails with WayinVideo, OpenAI and Gmail

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Created by: isaWOW || isawow
isaWOW

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Last update 7 hours ago

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Fill in a simple form with your event name, session recording URLs, and attendee emails — the workflow handles everything else. It sends each session video to WayinVideo AI, which generates a written summary and key highlights for each one. OpenAI then uses those summaries to write a professional HTML digest email, which Gmail sends to every attendee automatically. Built for event organisers, marketing teams, and agencies who want to follow up with attendees after a webinar, summit, or conference without writing a single word manually.

What This Workflow Does

  • Parallel session summarisation — Submits all three session recordings to WayinVideo at the same time, so you don't wait for each one to finish before the next starts
  • AI-written digest email — Passes all three session summaries to OpenAI GPT-4o-mini, which writes a complete, formatted HTML email with key takeaways and recording links for each session
  • Automatic attendee delivery — Sends the finished digest email to every email address you entered in the form — no copy-paste, no manual sending
  • Structured HTML output — The email arrives with proper formatting, session headers, bullet points, and "Watch Recording" buttons — ready to read in any email client
  • Form-based job submission — Anyone on your team can trigger the workflow using a web form — no access to n8n required
  • Three sessions in one run — Handles up to three recording URLs per event in a single workflow execution
  • Custom sender name — The email is sent with the sender name you provide in the form, so it arrives looking like it came from your team

Setup Requirements

Tools you'll need:

  • Active n8n instance (self-hosted or n8n Cloud)
  • WayinVideo account + API key
  • OpenAI account + API key
  • Google account connected to n8n via Gmail OAuth2

Estimated Setup Time: 15–20 minutes

Step-by-Step Setup

  1. Get your WayinVideo API key
    Log in at WayinVideo, go to your account settings or developer section, and copy your API key.

  2. Paste the API key into node "2. WayinVideo — Submit Session "
    Open this node, find the Authorization header, and replace YOUR_WAYINVIDEO_API_KEY with your actual key.

  3. Paste the API key into node "3. WayinVideo — Submit Session "
    Open this node, find the same Authorization header, and replace YOUR_WAYINVIDEO_API_KEY.

  4. Paste the API key into node "4. WayinVideo — Submit Session "
    Open this node and replace YOUR_WAYINVIDEO_API_KEY in the Authorization header.

  5. Paste the API key into node "6. WayinVideo — Get Session 1 Summary"
    Open this node and replace YOUR_WAYINVIDEO_API_KEY.

  6. Paste the API key into node "7. WayinVideo — Get Session 2 Summary"
    Open this node and replace YOUR_WAYINVIDEO_API_KEY.

  7. Paste the API key into node "8. WayinVideo — Get Session 3 Summary"
    Open this node and replace YOUR_WAYINVIDEO_API_KEY.

    ⚠️ This key appears in 6 nodes — you must replace it in all of: "2. WayinVideo — Submit Session ", "3. WayinVideo — Submit Session ", "4. WayinVideo — Submit Session ", "6. WayinVideo — Get Session 1 Summary", "7. WayinVideo — Get Session 2 Summary", and "8. WayinVideo — Get Session 3 Summary". Missing even one will cause the workflow to fail.

  8. Connect your OpenAI account
    Open node "11. OpenAI — GPT-4o-mini Model". Click the credential field and connect your OpenAI account. You will need an active OpenAI API key from platform.openai.com.

  9. Connect your Gmail account
    Open node "13. Gmail — Send Digest Email". Click the credential field and connect your Google account via OAuth2. Follow the on-screen prompts to authorise n8n to send emails on your behalf.

  10. Activate the workflow
    Toggle the workflow to Active. Open the form URL generated by node "1. Form — Event Details + Session URLs1" and submit a test event with one real recording URL to confirm the full workflow runs end to end.

How It Works (Step by Step)

Step 1 — Form Trigger (Web Form)
The workflow starts when someone fills in the web form. You enter the event name, up to three session recording URLs and their titles, a comma-separated list of attendee email addresses, and the sender name. All fields for Session 2 and Session 3 are optional — but note that leaving them blank may cause errors (see Troubleshooting). The form is hosted by n8n and can be shared with anyone on your team.

Step 2, 3, 4 — Submit Sessions to WayinVideo (Three parallel submissions)
As soon as the form is submitted, the workflow sends all three session recording URLs to WayinVideo simultaneously — one request per session. Each request goes to the WayinVideo Summaries API, asking it to analyse the video and generate a written summary in English. WayinVideo returns a unique task ID for each session, which the workflow uses later to retrieve the results.

Step 5 — Wait 90 Seconds
The workflow pauses for 90 seconds to give WayinVideo time to process all three videos before it tries to fetch the results. This is a fixed wait — there is no retry loop in this workflow. If your session recordings are very long and take more than 90 seconds to process, some summaries may come back empty (see Troubleshooting for the fix).

Steps 6, 7, 8 — Fetch All Three Summaries (Three parallel fetches)
After the wait, the workflow calls the WayinVideo results endpoint for each session using the task IDs from Steps 2–4. Each call returns the session summary text, a list of highlight descriptions, tags, and other metadata. All three fetches run at the same time.

Step 9 — Merge All 3 Summaries
The three separate results are combined into a single data package. This step ensures that the AI email writer in the next step has access to all three summaries at once to write a unified, coherent digest email.

Step 10 — AI Agent Writes the Digest Email (OpenAI GPT-4o-mini)
The merged summaries, session titles, recording URLs, event name, and sender name are passed to an OpenAI GPT-4o-mini agent. The agent is given a detailed prompt and an exact HTML email template to follow. It fills in all the session details — key takeaways, bullet points from highlights, and recording links — and returns the finished HTML email as a structured JSON object.

Step 11 — OpenAI Language Model
This is the GPT-4o-mini model that powers the AI agent in Step 10. It processes the prompt and generates the email content.

Step 12 — Output Parser
This step ensures the AI's response is returned as a clean, structured JSON object with a single key called html_email. It prevents formatting errors before the email is sent.

Step 13 — Gmail Sends the Digest Email
The finished HTML email is sent via Gmail to every address you entered in the form. The email subject line uses the event name you provided, and the sender name matches what you typed in the form. Every attendee receives the same formatted digest with all three session summaries, takeaways, and recording links.

The final result is a professional post-event digest email delivered to all attendees — written and sent entirely without manual effort.

Key Features

✅ Three sessions in one run — Submit up to three recording URLs and get all three summarised and emailed in a single workflow execution
✅ Parallel processing — All three WayinVideo submissions and all three result fetches run at the same time, cutting total wait time significantly
✅ GPT-4o-mini email writing — OpenAI writes the complete HTML email body from the summaries — you never touch a keyboard after submitting the form
✅ Pre-formatted HTML email — The email arrives with a dark header, session blocks, bullet points, and "Watch Full Recording" buttons — no design work needed
✅ Custom sender name — The email is sent under your brand name or team name, not a generic n8n address
✅ Recording links included — Each session block in the email includes a direct link back to the original recording URL
✅ Team-friendly form — Any team member can trigger the workflow without needing access to n8n or knowing how automation works
✅ Structured output guaranteed — The Output Parser ensures the AI always returns clean HTML — no broken email formatting

Customisation Options

Upgrade to GPT-4o for better email quality
In node "11. OpenAI — GPT-4o-mini Model", change the model value from gpt-4o-mini to gpt-4o for richer, more detailed email copy — useful for high-value client events.

Add a BCC to copy your internal team
In node "13. Gmail — Send Digest Email", open the options and add a BCC field with your team's internal email address — so your team always gets a copy of every digest sent.

Log all digests to Google Sheets
After node "13. Gmail — Send Digest Email", add a Google Sheets "Append Row" step to record the event name, session titles, send date, and recipient count — useful for tracking what was sent and when.

Support a fourth session
Duplicate node "4. WayinVideo — Submit Session " and node "8. WayinVideo — Get Session 3 Summary", connect them in the same pattern, add a Session 4 URL field to the form, and change the Merge step to accept 4 inputs instead of 3.

Send in a language other than English
In nodes "2. WayinVideo — Submit Session ", "3. WayinVideo — Submit Session ", and "4. WayinVideo — Submit Session ", change "target_lang": "en" to any supported language code (e.g. "hi" for Hindi, "es" for Spanish) to receive summaries in another language.

Add a Slack notification after sending
Insert a Slack node after "13. Gmail — Send Digest Email" to post a message in your team channel confirming the digest was sent, including the event name and number of recipients.

Troubleshooting

WayinVideo API key not working:

  • Check that you replaced YOUR_WAYINVIDEO_API_KEY in all six nodes: "2. WayinVideo — Submit Session ", "3. WayinVideo — Submit Session ", "4. WayinVideo — Submit Session ", "6. WayinVideo — Get Session 1 Summary", "7. WayinVideo — Get Session 2 Summary", and "8. WayinVideo — Get Session 3 Summary"
  • Confirm your WayinVideo account is active and the key has not expired
  • Make sure there are no extra spaces before or after the key when pasting

Email sent with blank session content:

  • This happens when WayinVideo has not finished processing within 90 seconds — long recordings take more time
  • Open the output of any "Get Summary" step and check if data.summary is empty
  • Fix: Increase the wait time in "5. Wait — 90 Seconds" to 120 or 180 seconds for longer videos

Workflow fails when Session 2 or Session 3 URL is left blank:

  • Nodes "3. WayinVideo — Submit Session " and "4. WayinVideo — Submit Session " always run, even if the URL field is empty
  • A blank URL will cause WayinVideo to return an error and stop the workflow
  • Fix: Only use this workflow when you have all three session URLs ready, or add an IF check before each optional session submission step

Gmail not sending:

  • Make sure the Gmail OAuth2 credential in "13. Gmail — Send Digest Email" is connected and not expired — reconnect it in n8n credentials if needed
  • Check that the attendee email addresses in the form are comma-separated and correctly formatted (e.g. [email protected], [email protected])
  • Confirm your Gmail account has not hit its daily sending limit

OpenAI step returning an error:

  • Check that the OpenAI credential in "11. OpenAI — GPT-4o-mini Model" is connected and your API key is valid at platform.openai.com
  • Make sure your OpenAI account has available credits — a depleted account will cause the AI step to fail silently
  • If the structured output fails to parse, the html_email key may be missing — check the raw output of "10. AI Agent — Build Digest Email1" for error messages

Support

Need help setting this up or want a custom version built for your team or agency?

📧 Email:[email protected]
🌐 Website:https://isawow.com