Event Registration and Multi-Platform Attendee Onboarding - n8n Workflow

Event organizers and conference managers needing seamless attendee registration processing.
Technical users looking for robust n8n templates for multi-step onboarding.
Businesses utilizing Mattermost and Google Workspace (Sheets, Calendar, Gmail) for event logistics.
Anyone interested in building complex automation flows using the n8n platform.

Managing large-scale event registrations manually is time-consuming and prone to errors. This specialized n8n workflow solves the problem by providing a fully automated pipeline, triggered instantly upon form submission. This n8n workflow not only records the attendee data in a central Google Sheet but also handles crucial onboarding tasks.

Key features of this automation include dynamic Mattermost account creation with temporary password generation, adding users to relevant team communication channels based on their selected sessions, and ensuring they receive appropriate Google Calendar invitations. Using a central n8n node for data processing and connection management ensures high reliability. This powerful setup showcases how sophisticated n8n templates can streamline complex, multi-platform operations efficiently.

This automation begins with the Typeform n8n trigger, specifically the 'Attendee Registrations' n8n node, which executes immediately upon a new form submission.

1. Data Logging: The submitted registration data is first appended to a specified Google Sheets document via the 'Add to Sheets' n8n node, ensuring a reliable data backup.


2. Mattermost Onboarding (Account Creation): The 'Create Account' n8n node initiates user creation in Mattermost, using the attendee’s name and email to generate a username and a highly dynamic, temporary password. Following this, the 'Add to team' n8n node invites the user to the core team.


3. Session Processing: Since attendees can select multiple sessions, the 'Array to Rows' Function n8n node is vital. It splits the array of selected sessions into individual items, allowing subsequent nodes to process each session separately.


4. Metadata Retrieval & Merging: The workflow queries a second Google Sheet ('Sessions') using the 'Get Session Details' n8n node to fetch essential metadata (like Google Calendar Event IDs and Mattermost Channel IDs) corresponding to the selected sessions. The 'Merge Data' n8n node then combines the attendee item with this session-specific data.


5. Platform Integration: For each merged item (session), the workflow uses two dedicated n8n nodes: 'Add to channels' (Mattermost) adds the user ID to the specific session channel, and 'Add to Event' (Google Calendar) updates the corresponding event to include the attendee’s email.


6. Confirmation: Finally, the 'Welcome Email' Gmail n8n node sends a detailed, personalized confirmation email, including the list of confirmed sessions and the newly generated Mattermost login credentials, concluding this comprehensive n8n workflow.

To deploy this robust n8n workflow, follow these steps:

1. Import: Copy the provided JSON data and paste it directly into your n8n instance via the 'New' menu > 'Import from JSON'.


2. Typeform Setup: Configure the 'Attendee Registrations' n8n trigger. You will need to select your Typeform credential and the specific Form ID (RknoIFsl in this template) and ensure the webhook is active.


3. Google Sheets Credentials: Update both the 'Add to Sheets' and 'Get Session Details' n8n node with your Google Sheets OAuth2 credentials. Ensure you update the Sheet ID (1nlnsTQKGgQZN-Rtd07K9bn0ROm0aFBC2O4kzM2YaTBI) and verify the sheet and range names ('Attendees!A:F' and 'Sessions!A:F') match your setup.


4. Mattermost Configuration: Provide the necessary Mattermost API credentials to the 'Create Account', 'Add to team', and 'Add to channels' n8n node instances. You must also update the specific Team ID within the 'Add to team' node.


5. Google Calendar & Gmail: Configure the required OAuth2 credentials for the 'Add to Event' (Google Calendar) and 'Welcome Email' (Gmail) n8n node instances. Ensure the Calendar ID and Event IDs used in the workflow expressions are correct for your event.

Attendee Registrations (Typeform Trigger n8n trigger):
Function: Serves as the primary entry point, initiating the entire n8n workflow when a user submits the registration form.
Key Configuration: Uses the Form ID RknoIFsl and specific Typeform API credentials.
Add to Sheets (Google Sheets n8n node):
Function: Logs the initial registration data into the 'Attendees' sheet.
Key Configuration: Operation set to append data to the specified range.
Create Account (Mattermost n8n node):
Function: Creates a new user account in Mattermost. It dynamically generates a unique username and a temporary password using JavaScript expressions based on the registration data.
Key Configuration: Resource: user, Operation: create.
Array to Rows (Function n8n node):
Function: Transforms the array output of selected sessions from the Typeform n8n trigger into separate JSON items. This is crucial for iterating through and processing data for multiple sessions simultaneously.
Key Configuration: Custom JavaScript logic loops through the sessions array.
Get Session Details (Google Sheets n8n node):
Function: Fetches detailed metadata (Channel ID, Calendar Event ID) for each session requested by the attendee.
Key Configuration: Queries the 'Sessions' tab of the spreadsheet.
Merge Data (Merge n8n node):
Function: Combines the attendee's item (from 'Array to Rows') with the retrieved session metadata ('Get Session Details') using 'Session' as the key. This ensures the correct Mattermost Channel ID and Google Calendar Event ID are attached to the attendee data.
Key Configuration: Mode: mergeByKey.
Add to Event (Google Calendar n8n node):
Function: Updates the specific Google Calendar event identified in the merged data to include the attendee’s email address as an attendee.
Key Configuration: Operation: update, Field: attendees.
Welcome Email (Gmail n8n node):
Function: Sends a personalized welcome email containing confirmation details, session lists, and the temporary Mattermost login credentials generated earlier in the n8n workflow.
Key Configuration: Message body utilizes complex template literal expressions to insert data from previous n8n nodes.