Manage webinar confirmations, reminders and follow-ups with Airtable, Gmail, Telegram and DeepSeek

Webinar registrations are easy to collect and easy to drop. This workflow takes each new signup from your form, logs it to Airtable, sends a confirmation written by an AI agent, and then handles the reminders and the follow-up emails so the list stays warm without anyone babysitting it.

Last updated: November 2026.

Quick Overview

A registration arrives on a webhook and is normalized into a name, email, company, webinar title and start time. The entry is checked before anything else happens. Valid registrations are written to Airtable, an AI agent writes the confirmation email, Gmail sends it and Telegram tells the team. From then on two daily sweeps do the follow-up: one sends the 24 hour and the 1 hour reminders for webinars that are about to start, the other picks up webinars that already happened and sends either a thank-you to attendees or a gentle no-show note, marking a flag in Airtable so nobody gets emailed twice.

How it works

1. Receives a registration on a POST webhook (webinar/register) and responds right away.
2. Normalizes the payload into a registration id, name, lowercased email, company, webinar title, start time and status.
3. Validates the entry: a name, a well-formed email address and a webinar date are all required.
4. Routes invalid entries to a coordinator email and a Telegram alert that carry the raw payload.
5. Creates the valid registration in the Airtable WebinarRegistrations table.
6. Builds a short brief and asks an AI agent for a confirmation email under 70 words, then falls back to a plain template if the JSON does not parse.
7. Sends the confirmation with Gmail and posts a heads-up to the team on Telegram.
8. Runs a daily reminder sweep that reads the table, works out which webinars start within about a day or about an hour, asks an AI agent for the matching reminder, emails it and marks reminder_24h_sent or reminder_1h_sent in Airtable.
9. Runs a daily follow-up sweep that finds registrations whose webinar ended in the last six days, splits them into attended and no-show, asks an AI agent for a short note or a thank-you, emails it and sets followup_sent.

Setup

1. Connect your Airtable account and point the nodes at a base with a WebinarRegistrations table that has the registration, reminder and follow-up fields.
2. Connect Gmail for the confirmation, the two reminders and the two follow-up emails.
3. Connect Telegram and replace the chat id on the alert nodes with your own conversation.
4. Set the coordinator address on the invalid registration node to the inbox that should see broken entries.
5. Point your signup form, landing page or automation at the webinar/register webhook.
6. Set both schedule triggers to the hour you want the reminder and follow-up sweeps to run, then send one test registration and run the sweeps by hand once.

Quick Answers

Can I use this with a form other than a webhook?
The intake is a plain POST webhook on webinar/register, so any form tool, landing page builder or automation that can post JSON works as the front door.

What stops the same person being emailed twice?
Each reminder and follow-up marks its own flag on the Airtable row (reminder_24h_sent, reminder_1h_sent, followup_sent) and the sweeps only pick up rows where that flag is still empty.

What happens to a registration that is missing fields?
If there is no name, no valid email or no webinar date, the entry is not logged and the coordinator gets an email plus a Telegram alert with the raw payload.

How are the reminder timings decided?
The reminder sweep measures how far away each webinar is. Anything within about a day gets the 24 hour reminder, anything within about an hour gets the final reminder.

Additional info

Built with n8n. Need an assessment on your business? Feel free to reach out at https://khmuhtadin.com/consultation/