Whatsapp Confirmation on Webinar Registration

Workflow Overview

This templated workflow is designed to automate user registration for webinars or masterclasses by capturing details, storing them securely, and providing seamless WhatsApp communication for both confirmation and timely reminders—all aligned with the event's scheduling.

1. Functions & Data Preparation

• ConstructFullPhoneNumberFunction: Assembles the registrant’s full phone number from dialCode and phone (from the request body), enabling consistent formatting for messaging.
• order_time_to_IST (Inactive): (Legacy/inactive) Intended for formatting order time to IST.
• ConvertOrderTimeToISTFunction: Converts provided order time to 'Asia/Kolkata' timezone (YYYY-MM-DD HH:mm:ss), ensuring time-based actions are locale-accurate.

2. Store & Retrieve Event and User Data

• Add_New_Row (Google Sheets):
  • Purpose: Save each new registration into the spreadsheet 'Leads For Tagmango' → 'Tagmango Leads'.
  • Fields: Name, Email, Phone Number, and Order Time.
• List_all_rows (Google Sheets):
  • Purpose: Pull event schedule and required variables from the 'WhatsApp Notification Variables' sheet.

3. WhatsApp Confirmation & Reminder Automation

• Send_WhatsApp_messages_using_template (MSG91):
  • Purpose: Instantly confirms webinar registration via WhatsApp, utilizing template fields for personalized user and event details.

Smart Reminder Logic & Delays

Multiple actions calculate the difference, in minutes, between now and specified thresholds prior to the event time. Each uses 'Asia/Kolkata' timezone and data from the spreadsheet for accurate scheduling. Supported intervals include: 24 hours, 14 hours, 4 hours, 2 hours, 30 minutes, and 5 minutes.

• CalculateEventTimeDifference_1_days: Computes minutes to 24 hours before the event.
  • If in future: Delays workflow for calculated minutes, then sends WhatsApp 24-hour reminder.
• CalculateEventTimeDifference_14_hrs: Checks if more than 14 hours before event, delays accordingly with no further nested action (useful for late-evening reminders).
• CalculateEventTimeDifference_4_Hrs, 2_Hrs, 30_minutes, 5_mins: Each calculates and then (if still prior to threshold) delays before sending tailored WhatsApp reminders using specific templates.

Each delay is implemented using the viaSocket utilities Delay plugin, intelligently adjusting to real event time and ensuring no negative or zero delays occur.

WhatsApp Reminder Message Plugins

• Send_WhatsApp_messages_remanider_24_hrs: 24h pre-event WhatsApp reminder.
• Send_WhatsApp_messages_remanider_30_mins: 30m reminder with event details.
• Send_WhatsApp_messages_remanider_5_mins: Last-minute nudge, sent 5 min before start.

Data Sync/API (Inactive)

• PostDataToFlowAPI: (Inactive) Example of sending webhook payload to a Flow API for advanced integrations.

How to Use?

1. Integrate this template with your registration form, passing user name, email, dialCode, phone, and orderTime as payload.
2. Connect with relevant Google Sheets and MSG91 account for messaging (template setup required in MSG91).
3. This workflow will automatically:
   • Format and store each registration
   • Retrieve upcoming event info
   • Instantly confirm user on WhatsApp
   • Send reminders at 24hr, 30min, and 5min intervals (plus optional ones at 14hr, 4hr, and 2hr)

App Icons:

• Google Sheets:
• MSG91 (WhatsApp):
• viaSocket Delay:
• Flow API:

Customization Tips

• Adjust the triggers (delays, reminders) for your event’s unique schedule.
• Update WhatsApp template messages via MSG91 account for brand personalization.
• Expand reminder intervals by duplicating logic for new thresholds.