When a contact shows interest in an event or webinar, this workflow registers them in WhatsApp, sends timed reminders, branches on attendance, and follows up afterwards (including a replay link for no-shows and a feedback form for attendees). HubSpot scoring records engagement throughout.
At a glance
| |
|---|
| Trigger | Web form, ad, QR code, or list enrolment |
| Channels | WhatsApp |
| Templates | Registration Flow plus feedback Flow |
| Platforms | HubSpot, Calendly (optional) |
What this workflow does
The contact receives a registration Flow capturing attendance, session choices, and any dietary needs. Confirmed registrants move into a reminder sequence (one week before, one day before, and the morning of). After the event, attendees receive a feedback form with score-based branching, while no-shows receive a replay link and an invitation to the next session.
What you will need
- A WhatsApp Flow template for registration
- A second Flow template for post-event feedback
- HubSpot properties for registration status, event name, and event date
- An attendance property fed from your webinar or events platform
Workflow steps
- Trigger web form submission, Click-to-WhatsApp ad or QR (Text Reply), list enrolment for invitees, or manual enrolment for VIPs.
- Send registration form personalised with first name, event name, date, and location or link.
- Branch on registration: Confirmed sets status Registered and enters the reminder track. Tentative gets a holding message and a re-confirmation Flow. Declined is acknowledged. No response gets a nudge and a re-send.
- Pre-event reminders one week before (details), one day before (direct reminder or re-confirmation), and the morning of (final message with the join link).
- Attendance branch after the event, attendees receive the feedback Flow. No-shows receive a replay link and a next-event invitation.
- Post-event feedback wait up to 7 days, then branch on score: high (review or share link and early access), mid (thank and log), low (apologise and create a task).
Tips and gotchas
For webinars, send the join link in the morning-of message rather than at registration, so it is easy to find when it matters.
