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Send personalized replay follow-ups to webinar no-shows

After a Zoom webinar ends, this splits registrants into attendees and no-shows and sends each group a different.

CategoryMarketing
Enginesim
Difficultyintermediate
Triggerevent
Steps6
Setup~15 min

How it runs

The automated pipeline, trigger to output.

  • TriggerZoom webinar endedZoomZoom
  • ActionFetch registrants and attendance reportZoomZoom
  • LogicSplit into attendees vs no-shows
  • ActionDraft per-segment follow-up emailsOpenAI
  • ActionSend segmented emails via GmailGmailGmail
  • OutputTag contacts by segment in HubSpotHubSpotHubSpot

What it does

It compares who registered against who actually attended a Zoom webinar, then branches: no-shows get a "sorry we missed you, here's the replay" email, while attendees get a "thanks for joining, here's the recap and next step" email. Both messages are personalized by an LLM and routed through Gmail, with HubSpot contacts tagged by their segment.

When to use it

Use it the moment a live session wraps, when you want no-shows pulled into the evergreen replay funnel instead of lost, and attendees nudged toward the next conversion step.

How it works

  1. 1The Zoom meeting-ended event triggers the flow.
  2. 2It pulls the registrant list and the attendance report from Zoom.
  3. 3A logic step splits contacts into attended versus no-show.
  4. 4An LLM writes a tailored email per segment, referencing the topic and the replay link.
  5. 5Gmail sends each contact their segment's message.
  6. 6HubSpot contacts are tagged "webinar-attended" or "webinar-noshow" for downstream scoring.

Set it up

What you configure once, before turning it on.

  1. 1
    Connect ZoomMeetings, recordings, transcripts.
  2. 2
    Connect OpenAIModels, embeddings, files.
  3. 3
    Connect GmailRead, draft, send, label.
  4. 4
    Connect HubSpotCRM, deals, marketing, support.
  5. 5
    Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
  6. 6
    Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
  7. 7
    Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.

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