Webinar Follow-Up setup guide

What it does

Answers attendees' questions, sends no-shows the replay, saves everyone in HubSpot and flags hot attendees.

Starts from each new row in your webinar attendee sheet in Google Sheets.
AI decides attended or no-show and writes the matching email: attendees get answers to their questions from your webinar details, no-shows get the replay.
Saves the contact in HubSpot (created or updated by email) with a note on attendance, questions and interest.
Posts hot attendees (by your rules) to your Slack sales channel.
Emails the follow-up, Reply-to your inbox. Every email waits for approval by default; switch review off and only sensitive ones wait.

What it needs

A paid plan (agents run live on paid plans).
An AI provider key (Settings → AI Providers).
Google Sheets, HubSpot and Slack, connected in Settings → Integrations.
Your attendee export (or a registration form) in a Google Sheet.

What it doesn't do

It doesn't connect to Zoom or webinar platforms: the attendee list must be in a sheet.
It answers questions only from the webinar details you write; anything else is left for a teammate.
It doesn't enrol contacts in sequences or create deals.
Rows without an email address get no email and no HubSpot contact.

Availability and plans

Available

Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

A paid plan: agents run live, and the Free plan only runs Dry Runs.
An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
These apps, connected in Settings → Integrations: Google Sheets, HubSpot and Slack.
The app it watches, connected in Settings → Integrations (the agent starts from an app event).
About 15 minutes.

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

Connect your AI provider

2. Connect Google Sheets

Connect the Google account that can open your attendee sheet (Settings → Integrations → Google Sheets).

Connecting Google Sheets

3. Connect HubSpot

Connect your HubSpot account (Settings → Integrations → HubSpot).

Connecting HubSpot

4. Connect Slack

Connect the Slack workspace your sales team uses (Settings → Integrations → Slack).

Connecting Slack

5. Pick the attendee sheet

Open the trigger, pick your Google account, paste the spreadsheet link and the tab name.

Setting	What to enter	In step
Google account (Sheets)	The Google account that can open your attendee sheet. Pick your connected Google Sheets account.	“New attendee row”
Attendee spreadsheet	Paste the link of the spreadsheet you add attendee rows to.	“New attendee row”
Attendee sheet (tab)	The tab rows are added to, e.g. “Attendees”.	“New attendee row”

6. Describe the webinar

Open “Write the matching follow-up” and replace the placeholder with the webinar details, links, offer and hot rules.

Setting	What to enter	In step
Webinar details, links and hot rules	Replace the placeholder with the webinar title and date, what was covered, the replay and slides links, your next-step offer and booking link, facts the agent may use to answer questions, what makes an attendee hot and how to sign emails. It starts as “[DESCRIBE THE WEBINAR (TITLE, DATE, WHAT WAS COVERED), THE REPLAY AND SLIDES LINKS, YOUR NEXT-STEP OFFER AND BOOKING LINK, FACTS YOU MAY USE TO ANSWER QUESTIONS, WHAT MAKES AN ATTENDEE “HOT” AND HOW YOU SIGN EMAILS HERE]” until you replace it.	“Write the matching follow-up”

7. Pick your HubSpot account

Open “Save the contact in HubSpot” and “Note the webinar on the contact” and pick your account.

Setting	What to enter	In step
HubSpot account (contact)	The HubSpot account attendees are saved in. Pick your connected HubSpot account.	“Save the contact in HubSpot”
HubSpot account (note)	The same HubSpot account, used to log the note. Pick your connected HubSpot account.	“Note the webinar on the contact”

8. Pick the Slack account and channel

Open “Alert sales about a hot attendee” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).

Setting	What to enter	In step
Slack account	The Slack workspace hot attendees are posted to. Pick your connected Slack account.	“Alert sales about a hot attendee”
Sales channel for hot attendees	The channel your sales team watches, e.g. #sales.	“Alert sales about a hot attendee”

9. Add your inbox

Open “Email the follow-up” and enter the address replies should go to.

Setting	What to enter	In step
Your inbox (Reply-to)	Attendees' replies to the follow-up come back to this address.	“Email the follow-up”

10. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

Dry Run vs Run

11. Switch the trigger on

Open the trigger and click “Activate app trigger”: new rows are picked up on your plan's schedule interval. Only rows added after activation are followed up.

How it works

The agent is a normal workflow with 16 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

New attendee row — Starts on “New row” in Google Sheets (an app event). Starts a run for each row added to your webinar sheet (an attendee export pasted in, or a form that writes to the sheet).
Write the matching follow-up — AI step (runs on your AI provider key). AI reads the row, decides attended or no-show and writes the matching email: answers their question from your webinar details, or sends the replay.
Has an email? — Decision: picks the branch to follow. Rows without an email address can't be saved to HubSpot or emailed.
No email address — Kept in the run history. Branch: No email. The run history keeps the row; nothing is saved or sent.
Save the contact in HubSpot — HubSpot: Create or update a contact. Branch: Has email. Creates the contact in HubSpot, or updates the one with the same email.
Note the webinar on the contact — HubSpot: Add a note. Logs attendance, their questions and whether they're hot on the contact's timeline.
Saved in HubSpot — Kept in the run history. The run history keeps the contact id and the note.
Hot attendee? — Decision: picks the branch to follow. Hot attendees (by your rules) are posted to Slack for a quick personal follow-up.
Not hot — Kept in the run history. Branch: Not hot. No Slack alert for this attendee.
Alert sales about a hot attendee — Slack: Post a message. Branch: Hot. Posts the hot attendee, why and their questions to your sales channel.
Sales alerted — Kept in the run history. The run history keeps the alert.
Send the email how? — Decision: picks the branch to follow. No email address: nothing to send. Review switched off and nothing sensitive: sent at once. Otherwise: approved first.
No email sent — Kept in the run history. Branch: No email. The row had no email address.
Approve the follow-up — A person approves or rejects it in Reviews (the run waits). Branch: Review. A marketer checks the email in Reviews, edits it if needed and approves it to send.
Email the follow-up — Sends an email from your workspace's sender. Branch: Routine / Approved. Emails the follow-up from your workspace's sender, with replies going to your inbox.
Follow-up sent — Kept in the run history. The run history keeps the email that was sent.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.

Sample data fields

sheet, row._row, row.First Name, row.Last Name, row.Email, row.Organization, row.Attended, row.Time in Session (minutes), row.Questions Asked, row_number.

Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.

Go live

Open the trigger and click “Activate app trigger”: new rows are picked up on your plan's schedule interval. Only rows added after activation are followed up.
Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

Questions

Does it connect to Zoom or my webinar platform?

No. Export the attendee report (or have your registration form write to a sheet) and paste the rows into the sheet: each new row is followed up.

Can it send without review?

Yes. Change “REVIEW EVERY EMAIL: yes” to “no”: routine emails are then sent at once, and only questions about pricing, contracts, security or complaints wait for approval.

Troubleshooting

“No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

Generated from the agent's own workflow, so it always matches what the agent does. Last updated October 12, 2026.