Webinar Autopilot with n8n + Claude (free workflow)

What this workflow does

It runs the boring half of a webinar for you. People register on a simple form and get an instant confirmation with the Zoom link and a calendar link. They get a WhatsApp reminder one day before and one hour before, never twice. On the night of the webinar, n8n pulls the attendance list from Zoom and matches it to registrations, with minutes attended. Claude scores every person hot, warm or cold and writes one personal line for their replay email. Everyone gets the replay that night, worded differently for attendees and no-shows. For each hot lead you get an email: approve it, and they get your call booking link on WhatsApp.

Who it is for

Coaches, consultants, SaaS founders, training institutes and anyone who runs free webinars or masterclasses to get clients.

What you need

• n8n (Cloud or self-hosted)
• Zoom, with a Server-to-Server OAuth app (to read past meeting participants)
• Gmail
• A WhatsApp Business Cloud API number with two approved templates
• An Anthropic API key for Claude
• A Google Sheet with a Registrations tab

The workflow, step by step

Step 1 · Register, confirmed instantly

People sign up on a simple form with name, email, WhatsApp number and their biggest question. They are saved once, even if they register twice, and get the Zoom link and a calendar link by email.

• Registration form (n8n Form Trigger).
• Clean up registration (Set): email in lowercase, phone as 91XXXXXXXXXX, plus the webinar's title, start time, Zoom meeting id and join link.
• Already registered? (Remove Duplicates on email + webinar).
• Save registration (Google Sheets, append or update on Email).
• Send confirmation email (Gmail): join link, a Google Calendar link and their question repeated back.

Step 2 · Reminders 1 day and 1 hour before

Every 15 minutes n8n checks who needs a reminder. Each person gets one WhatsApp a day before and one an hour before, never twice. If WhatsApp fails, you get an email.

• Every 15 minutes (Schedule Trigger) and Read registrations (Google Sheets).
• Who needs a reminder? (Code): uses the 1d reminder and 1h reminder columns as the guard.
• Send WhatsApp reminder (WhatsApp template webinar_reminder) and Mark reminder sent (Google Sheets).
• Alert host (Gmail): receives the error output of every send in this workflow.

Step 3 · See who actually showed up

At 10 PM n8n pulls the participant list from Zoom and matches it to registrations by email, with minutes attended. People already followed up are skipped.

• After the webinar at 10 PM (Schedule Trigger) and Read registrations for follow-up.
• Get Zoom attendance (HTTP Request to api.zoom.us/v2/past_meetings/{id}/participants).
• Match attendance (Code): only webinars that ended in the last 24 hours, only people without a Followed up date.

Step 4 · Claude scores every lead

Claude reads each person's business, their question and how long they stayed, and marks them hot, warm or cold with a reason. It also writes one personal line for their replay email.

• Score lead with Claude (Basic LLM Chain) with Claude and Lead score fields (Structured Output Parser).
• Save attendance and score (Google Sheets): attended, minutes, score, reason and the follow-up date.

Step 5 · Replay for all, a call for hot leads

Everyone gets the replay with their personal line, attendees and no-shows worded differently. For each hot lead you get an email: tap Approve and they get your call booking link on WhatsApp.

• Send replay email (Gmail).
• Hot lead? (IF), Approve call invite (Gmail Send and Wait) and Host approved? (IF).
• Send call link on WhatsApp (WhatsApp template webinar_call_invite).

Setup

1. Import the JSON into n8n and connect Gmail, Google Sheets, WhatsApp and Anthropic.
2. In the Zoom App Marketplace, create a Server-to-Server OAuth app with permission to read meetings and reports. Create an n8n Header Auth credential with Authorization: Bearer <token> and select it in Get Zoom attendance. (Tokens expire after an hour; for long-term use add a small token refresh step or use n8n's OAuth2 credential type.)
3. Create the Registrations tab with the columns listed in the Setup sticky note.
4. For each webinar, update the title, start time, Zoom meeting id and join link in Clean up registration, the recording link in Send replay email and your booking link in Send call link on WhatsApp.
5. Create WhatsApp utility templates webinar_reminder (4 variables) and webinar_call_invite (2 variables). Replace YOUR_PHONE_NUMBER_ID, YOUR_SHEET_ID and your email.
6. Register yourself with a test webinar start time two hours away and watch the reminders arrive.

How to customise

• Google Meet instead of Zoom: Meet has no simple attendance API for most plans. Ask attendees to fill a 1-question form during the session, and match on that instead.
• Webinar platform webhooks: if you use a registration tool that sends webhooks, swap the form for a Webhook trigger and keep the rest.
• Sales team: send the hot lead approval to Slack and assign leads by city or business type.
• Second follow-up: a separate workflow can email warm leads a useful resource 3 days later.

Guardrails

• Call invites go out only after you approve each hot lead. Claude never promises prices or results.
• Each person gets at most two reminders and one replay email. The sheet columns are the guard.
• WhatsApp messages are templates sent only to people who gave their number on the form. Add a consent line on the form.
• If any message fails, you get an email with the person's details.

Troubleshooting

• Zoom returns 404 or no participants: the meeting must be over, and the meeting id must be the numeric id (no spaces). Webinars (Zoom Webinar product) use /past_webinars/{id}/participants instead.
• Everyone is a no-show: people joined Zoom with a different email. Ask them to use their registration email, or match by name as a fallback in Match attendance.
• Reminder came at the wrong time: the start time must include the offset, like 2026-12-05T18:00:00+05:30.
• Approval email never resumes: the workflow must be active for Send and Wait.