How to Integrate Webinar Signups with Your CRM & Email Tools (Without Coding)

How to Integrate Webinar Signups with Your CRM & Email Tools (Without Coding)

Imagine: someone signs up for your webinar and instantly gets added to your HubSpot CRM, enrolled in a Mailchimp email sequence, and registered for your Zoom event—automatically. No more spreadsheets, copy-paste routines, or dropped leads. In this guide, I’ll show you (step by step) how to connect your favorite tools—like Typeform or Google Forms, HubSpot, Mailchimp, and Zoom—using n8n’s visual automation workflows. You’ll save hours every week and look like a tech whiz, even if you hate fiddling with code.

Why Automate This?

If you host webinars, you know the pain: people sign up, but then what? Manually adding every name to your CRM, sending confirmation emails, and handling Zoom links is time-consuming—and easy to mess up. When you automate all those steps, you:

  • Capture every lead—nothing slips through the cracks
  • Send instant, personalized confirmations (no delays!)
  • Keep your CRM and email tools perfectly in sync
  • Schedule reminders automatically, so people actually show up
  • Scale your webinars without working weekends

It’s more professional, less stressful, and lets you focus on creating great content—not busywork.

Step-by-Step Setup

1. Trigger the Workflow from a Signup Form

First step: someone has to sign up for your webinar. That could be via Typeform, a Google Form, or your favorite landing page builder. n8n can watch for new submissions and start an automation when they happen.

Workflow snapshot:

  • Form submission triggers a new automation run in n8n
  • The submitted details (like name, email) flow through as JSON data

Example JSON payload:

{
  "first_name": "Jamie",
  "last_name": "Lee",
  "email": "jamie.lee@example.com",
  "job_title": "Marketing Manager"
}

Tips for customizing: You can use almost any form tool that has Zapier-style webhooks or native n8n integrations (Typeform, Google Forms, Gravity Forms, etc.). Just grab the fields you care about.

2. Add or Update the Contact in HubSpot CRM

With the signup info in n8n, your next stop is HubSpot. Here’s where you keep track of all your webinar leads for follow-up and nurturing. n8n’s built-in HubSpot nodes make it easy—even if you’ve never touched an API in your life.

Workflow snapshot:

  • Use the HubSpot Search Contacts node to avoid duplicates
  • If new, create a contact; if existing, update as needed
  • Add a “Webinar Registered” tag or add to a special list for segmentation

Example JSON payload to HubSpot:

{
  "properties": {
    "email": "jamie.lee@example.com",
    "firstname": "Jamie",
    "lastname": "Lee",
    "jobtitle": "Marketing Manager",
    "webinar_signup": "2025-09-22",
    "source": "Webinar Landing Page"
  }
}

Tips for customizing: You can add whatever custom fields you need: campaign source, webinar topic, last signup date, etc. This makes it easy to segment leads for future targeting.

3. Enroll the Contact in a Mailchimp Email Sequence

You don’t want people just sitting in your CRM—you want them to actually attend! That’s where Mailchimp comes in: you’ll automatically add each registrant to a tailored email sequence (welcome, confirmations, reminders).

Workflow snapshot:

  • Use n8n’s Mailchimp Create/Update Member node to add to the right audience (list)
  • Include merge fields—like the webinar date or custom join link—to trigger appropriate automation inside Mailchimp

Example JSON payload to Mailchimp:

{
  "email_address": "jamie.lee@example.com",
  "status": "subscribed",
  "merge_fields": {
    "FNAME": "Jamie",
    "LNAME": "Lee",
    "WEBINAR": "Growth Hacks 2025",
    "DATE": "2025-09-22"
  }
}

Tips for customizing: You can build Mailchimp automations that watch for new subscribers with the ‘WEBINAR’ tag or custom fields, then trigger personalized campaigns. Want to send calendar invites or Zoom links? Add those as merge fields.

4. Register the Contact for Your Zoom Webinar via HTTP Request

Unfortunately, as of 2025, the standard Zoom n8n node doesn’t handle webinar registrations. But you’re not stuck! n8n’s HTTP Request node can send info to Zoom’s API, so every registrant gets a seat without you lifting a finger.

Workflow snapshot:

  • n8n sends a POST request to Zoom’s /webinars/{webinarId}/registrants endpoint
  • The contact’s name, email, and any custom questions are sent to Zoom
  • Zoom replies with a unique join link (can be stored for follow-up emails!)

Example JSON payload to Zoom:

{
  "email": "jamie.lee@example.com",
  "first_name": "Jamie",
  "last_name": "Lee",
  "custom_questions": [
    { "title": "Job Title", "value": "Marketing Manager" }
  ]
}

Tips for customizing: If you run multiple webinars, you can dynamically select the webinarId based on the signup form. Save the returned Zoom join link into Mailchimp’s custom fields for truly seamless reminders.

5. Schedule Automated Email Reminders Before the Webinar

People are forgetful! Using n8n’s Date & Time and Wait nodes, you can schedule reminders (24 hours, 1 hour, or whenever you want) so it feels like you’ve got a personal assistant.

Workflow snapshot:

  • Calculate the target reminder time (e.g., 24 hours before webinar)
  • Pause the workflow until then (using the Wait/Time nodes)
  • Send a personalized reminder via Mailchimp or SendGrid

Example JSON for the Wait node:

{
  "reminder_time": "2025-09-21T13:00:00Z",
  "to": "jamie.lee@example.com",
  "first_name": "Jamie",
  "webinar_url": "https://zoom.us/j/abcdef12345"
}

Tips for customizing: Want to send a final last-minute “We’re starting now”? Add a separate wait + email step. You can even split different reminder types for VIPs vs. general attendees using data from HubSpot.

Real Example: Running a Product Launch Webinar

Let’s walk through a real scenario. Suppose you’re hosting a “Growth Hacks for 2025” webinar for your SaaS tool.

  1. Signup: You share a Typeform link on your website. Sarah fills it out: name, email, company, job.
  2. n8n catches the signup via Typeform trigger, scoops up all her info.
  3. Adds Sarah to HubSpot, tagged as “Webinar: Growth Hacks.”
  4. Sends Sarah’s info to Mailchimp, where she’s assigned to the “Growth Hacks 2025” sequence.
  5. n8n registers her for the Zoom webinar (POST to Zoom’s API). Zoom replies with a join link.
  6. Saves Zoom link in Mailchimp, so her confirmation email contains a one-click join.
  7. Sends reminders automatically 24 hours before start, then again 1 hour prior.
  8. After the event, n8n can even tag Sarah in HubSpot as “Attended Webinar.”

This workflow means Sarah never gets lost, always knows how to join, and your team stays organized—no matter if you have 5 or 5000 signups.

Tools You’ll Need

  • n8n – Free/low-cost automation builder that runs in the cloud or on your own server
  • HubSpot – Your CRM for tracking and segmenting contacts
  • Mailchimp – For email lists and automation workflows
  • Zoom (or YouTube) API access – To register users programmatically
  • A signup form tool (like Typeform or Google Forms)
  • Mailchimp or SendGrid API keys (if you want advanced reminders)

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Final Thoughts

You don’t need to be a developer, hire an agency, or pay for an overpriced SaaS to connect your webinar signups with HubSpot and Mailchimp. n8n makes it easy to automate the process—so your team saves time, every lead is captured, your attendees feel like VIPs, and you can host as many webinars as you want, hassle-free.

Give it a try! Start simple, then tweak it as you go. Your future self (and your sales team) will thank you.

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