How One Marketer Stopped Copy-Pasting Webinar Leads and Let n8n Do the Work

On a rainy Tuesday afternoon, Lena stared at the same spreadsheet she had opened every week for months. As the marketing manager for a growing coaching business, her job was to fill webinars and turn signups into clients. The problem was not getting registrations. The problem was what came after.

Every new webinar meant the same routine: export registrations from JotForm, clean up phone numbers, fix dates, double-check LinkedIn URLs, import everything into KlickTipp, create new tags, pray nothing broke, and hope she had not forgotten anyone.

By the time she finished, the first reminder email should already have gone out.

That afternoon, after yet another import error in KlickTipp, she decided something had to change.

When manual webinar registrations start to break your funnel

Lena’s workflow looked familiar to many marketers:

• JotForm captured webinar registrations
• Data landed in a spreadsheet with mixed formats and typos
• She manually imported contacts into KlickTipp
• Tags for each webinar and date were created by hand

It worked, but only barely. Manual imports were slow, error-prone, and stressful. If she was late with the import, registrants missed reminder emails. If a phone number had the wrong format, KlickTipp complained. If she mistyped a tag name, segments split and campaigns broke.

Lena knew she needed automation, not another “best practices” spreadsheet. That is when a colleague mentioned an n8n workflow template that could connect JotForm to KlickTipp and handle the messy parts for her.

Discovering an n8n template that connects JotForm and KlickTipp

Lena had heard of n8n, but never used it in production. The idea of a ready-made template that was already set up for webinar registrations and KlickTipp sounded almost too good to be true.

She opened the template description and saw exactly what she had been doing by hand, but translated into a reliable workflow:

• Validate, format, and map form submissions into KlickTipp subscribers
• Normalize phone numbers and dates
• Check LinkedIn URLs before they ever hit the CRM
• Create and apply tags automatically, only when needed
• Keep her contact data clean and segmented for better email marketing

If this worked, it would turn her weekly copy-paste marathon into a background process.

How the automation journey starts: the JotForm webhook trigger

Lena decided to give it one afternoon. She opened n8n and imported the workflow JSON from the template. At the heart of it was a simple idea: whenever someone submits her JotForm webinar registration, n8n wakes up automatically.

The workflow began with a JotForm Trigger node. Instead of exporting CSV files, JotForm would now send each new booking directly to n8n in real time.

She configured it:

1. In JotForm, she pasted the n8n webhook URL into the form’s webhook settings.
2. In n8n, she selected the correct form ID in the JotForm trigger node.

With that, the first piece of the puzzle was in place. No more waiting for exports. Every registration would trigger the workflow instantly.

The messy middle: transforming raw form data into clean CRM records

Of course, Lena knew that “just sending data” was not enough. The real pain had always been in the details. Phone numbers came in with spaces and plus signs, dates used different formats, and LinkedIn URLs were sometimes just random text.

The n8n template handled this with a node aptly named Convert and set webinar data. This was where the magic – and the relief – really started.

Normalizing phone numbers before KlickTipp ever sees them

In her spreadsheets, Lena used to manually strip out spaces and symbols from phone numbers. Sometimes she forgot, and KlickTipp rejected the contact.

The workflow’s transformation logic took care of that by:

• Removing everything except digits
• Replacing a leading + with 00 to keep an international format compatible with KlickTipp

That way, every phone number was normalized to numeric-only format with a consistent prefix. No more API errors due to inconsistent formats.

Turning birthdays and webinar start times into reliable timestamps

Dates were another constant headache. The template already had a solution for that. It converted:

• Birthdays into UNIX timestamps in seconds
• Webinar start times from a YYYY-MM-DD HH:mm format into ISO 8601, adjusted for the Germany timezone offset, then into UNIX timestamps

For Lena, this meant:

• Consistent birthday data across all contacts
• Accurate scheduling fields in KlickTipp
• Reliable segmentation based on event times, such as “all attendees of last month’s webinar”

Validating LinkedIn URLs before they break your CRM

Some registrants pasted full LinkedIn URLs, others wrote “linkedin.com/me” or just their name. Previously, these messy entries landed directly in KlickTipp and cluttered her records.

The workflow checked the LinkedIn profile field to see if it looked like a valid URL. If it failed validation, a fallback value was used instead. That small check prevented broken links from polluting her CRM and made the data much more trustworthy.

Scaling numeric fields for better custom field compatibility

One surprise Lena found in the template was a transformation for numeric data, such as “work experience in years”. In the example, the workflow multiplied this value by 100.

At first it seemed odd, but the comment in the node clarified it. Some KlickTipp custom fields expect specific units or scaled representations. By scaling values before they reached KlickTipp, the workflow ensured the data fit those expectations perfectly.

The turning point: getting subscribers and tags into KlickTipp automatically

Once the data was clean, the next problem was getting it into KlickTipp without breaking her segments. This was where Lena had always felt the most pressure. One wrong import, and her automations went sideways.

The template handled this part in several coordinated steps.

Subscribing or updating contacts in KlickTipp

The first KlickTipp-related node, Subscribe contact in KlickTipp, took the transformed data and created or updated the subscriber record. Lena connected her KlickTipp API credentials in the n8n credentials manager, then mapped fields like:

• First name
• Last name
• Birthday (as a UNIX timestamp)
• LinkedIn URL
• Work experience (scaled value)
• Webinar start timestamp
• Free-text notes

She made sure matching custom fields already existed in KlickTipp, so the data had a clear destination. One node, and her registrants were now flowing directly into her email tool with all the right fields in place.

Building a smart array of tags from JotForm

The next challenge was tagging. Lena’s campaigns depended on tags like:

• Specific webinar selection
• Chosen date
• Reminder interval

In the past, she created these tags manually and hoped she remembered the exact naming. The workflow changed that. A node called Define Array of tags from JotForm took form values and built a dynamic array of tags based on what the registrant had chosen.

Each new signup could carry its own combination of tags, ready to trigger the right email sequences in KlickTipp.

Preventing duplicate tags with a Merge and conditional checks

But what if a tag already existed? Lena had seen countless tag lists where “Webinar-June-01” and “webinar-june-01” were treated as different segments. The template had an answer for that too.

First, a node fetched the list of all existing tags from KlickTipp. Then a Merge node with conditional checks performed a left join between:

• Tags coming from JotForm
• Tags already stored in KlickTipp

This comparison allowed the workflow to:

• Identify which tags already existed
• Create only the missing ones
• Aggregate all relevant tag IDs into a single list

Finally, the Tag contact node applied both existing and newly created tags to the subscriber in one operation. No duplicates, no manual cleanup, and no guessing whether a tag already existed.

From theory to reality: Lena’s first full test

With everything connected, Lena was ready for the moment of truth. She submitted a test entry through JotForm, filled in all fields, and watched n8n’s execution log.

To keep herself honest, she followed a small testing checklist.

What she checked during testing

• Webhook delivery: She confirmed that JotForm posts were reaching n8n by checking recent executions for the JotForm trigger.
• Data mapping: When a test failed, she inspected the output of the Convert node to see if any values were malformed before they hit KlickTipp.
• Timezone and date formats: She double-checked that incoming dates matched the expected YYYY-MM-DD HH:mm format.
• Tag behavior: She looked for any duplicated tags in KlickTipp and, if needed, adjusted the tag matching logic in the Merge node, including case sensitivity and exact value matching.

After two minor tweaks, her test contact appeared in KlickTipp exactly as she wanted: clean fields, valid LinkedIn URL, proper timestamps, and a neat set of tags that matched the webinar and reminder settings she had chosen.

Locking in reliability: adding best practices and safeguards

Once the workflow ran smoothly, Lena took a step back and thought about reliability. If this was going to replace her manual process, it had to be robust.

Validating inputs as early as possible

She tightened validation directly in JotForm wherever she could:

• Phone number patterns to reduce messy formats
• URL validation rules for LinkedIn profiles

The cleaner the data at the source, the less work the workflow had to do later.

Error handling and notifications

To avoid silent failures, she added an extra node for error handling. If an execution failed, the workflow could send a notification, so she knew exactly when something went wrong and what needed attention.

Respecting privacy and API limits

Her company operated under strict privacy rules, so she made sure:

• They had a lawful basis for processing personal data
• Only necessary data was stored
• All KlickTipp API credentials were securely managed inside n8n

She also kept an eye on KlickTipp’s API rate limits and configured retries and backoffs for transient failures. No more sudden surprises during big webinar launches.

Customizing the workflow to match her marketing strategy

Once the core automation was stable, Lena started to see new possibilities. The template was not just a replacement for her manual work. It was a foundation she could build on.

• She set up an immediate welcome email in KlickTipp that triggered as soon as a contact was created.
• She extended tag naming to include audience segments and language preferences based on additional form fields.
• She mapped extra custom fields like company, job title, and marketing source for deeper segmentation.
• She added an extra webhook to send analytics events to their tracking system so every registration counted as a server-side conversion.

What started as a way to save time became a better way to run their entire webinar funnel.

How the new workflow changed her webinar lifecycle

A few weeks later, during a major product webinar, Lena noticed something different. She was not frantically cleaning spreadsheets or double-checking tags. Instead, she watched the numbers in KlickTipp grow in real time.

Here is what the n8n template made possible:

• Automatic enrollment of webinar attendees into pre-webinar email sequences and reminder automations in KlickTipp
• Segmentation by experience level or interest based on custom fields, which then triggered tailored follow-up sequences
• Smart tag usage that allowed her to remove no-shows from future campaigns or grant access to on-demand recordings after the event

Her team could focus on content and strategy while the workflow quietly handled the logistics.

The resolution: from manual drudgery to reliable automation

Looking back, Lena realized the biggest win was not just saving a few hours each week. It was consistency. Every registration followed the same path:

• Captured by JotForm
• Transformed by n8n into clean, validated data
• Pushed into KlickTipp with correct custom fields
• Tagged intelligently, with new tags created only when needed
• Ready for precise segmentation and timely follow-up

The n8n webinar registration template for KlickTipp gave her a reliable, repeatable way to move bookings from JotForm into her email marketing system with:

• Clean data and normalized phone numbers
• Accurate timestamps for birthdays and event times
• Automated tag creation and application
• Less administrative overhead and fewer mistakes

Her follow-up campaigns improved, reminders were always on time, and every registrant received the right messages without manual intervention.

Ready to become the “Lena” of your team?

If you recognize yourself in Lena’s story, you do not have to keep wrestling with exports and imports. This n8n template is already structured for JotForm and KlickTipp, with production-ready logic for data validation, formatting, and tag management.

To get started:

1. Import the workflow JSON into n8n.
2. Connect your JotForm and KlickTipp accounts.
3. Match your custom fields for names, birthday, LinkedIn URL, work experience, webinar timestamps, and notes.
4. Run a few test submissions and refine mappings if needed.

Once it is running, you can extend it with welcome emails, advanced segmentation, or analytics events, just like Lena did.

Call to action: Try the template now, import the workflow into n8n and run a test submission. If you want help tailoring it to your specific form fields or tag naming conventions, reach out for a 30-minute consultation and get a version that fits your funnel perfectly.