Send webinar registrants into a Kit reminder sequence
Registrants land in a Kit sequence that confirms the booking and sends reminders before the session starts.
New webinar registration submitted
Add the subscriber to a Kit sequence with reminder emails and store the session in a custom field
One-directional. A submission triggers the action — nothing is written back into your form.
Registration is the easy half. Attendance depends on the emails between signing up and the session starting, and those are exactly the ones that get forgotten when a webinar is being pulled together in a week.
Handing registrants to a Kit sequence fixes the timing — confirmation immediately, a reminder the day before, another an hour out. Teams running a monthly session build the sequence once and change only the session details, so the second webinar costs nothing to set up.
Setting it up
- 1
Publish the registration form for this webinar. One form per session keeps the registration counts apart in the responses view; one form per series works too if the date lives in the Zap.
- 2
Build the reminder sequence in Kit — confirmation, day-before, hour-before — and set the delay on each email to match how far ahead registration opens.
- 3
Add a Kit custom field called session before you go near Zapier. The Liquid tag for that field is what puts the date and time into every reminder email.
- 4
In Zapier, set the New Submission trigger to the webinar form and load a sample submission.
- 5
Add Kit's Add Subscriber to Sequence action and choose the reminder sequence.
- 6
Map Work Email to the subscriber email and First Name to first name, then send Last Name, Company and Anything you'd like us to cover? into Kit custom fields for the host to read before the session.
- 7
Set the session custom field as a static value in the Zap. The date belongs to the webinar rather than to the registrant, so typing it once per session is more reliable than asking every person to repeat it.
- 8
Add a Zapier filter on Email Updates if only opted-in registrants should stay on the list afterwards, test with your own registration, then turn the Zap on.
What maps where
Using the Webinar Registration Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Kit (ConvertKit) |
|---|---|
| First Name | Kit subscriber first name |
| Last Name | Kit custom field: last_name |
| Work Email | Kit subscriber email address |
| Company | Kit custom field: company |
| Anything you'd like us to cover? | Kit custom field: question, read by the host before the session |
| Email Updates | Zapier filter that decides whether the marketing tag is applied in Kit |
Variations worth knowing
Add a fourth email timed for the morning after, carrying the recording link. Everyone who registered gets the replay whether or not they turned up, and no one has to remember to send it while the next session is being organised.
Kit cannot see who joined the call. Export the attendee list from the webinar tool afterwards and apply an attended tag in bulk; the gap between that tag and the registration tag is your no-show segment, which usually wants a different email.
If something isn't arriving
The Liquid tag in the email refers to a custom field the Zap never filled. Check the field name matches character for character, and that the static value was set on the Kit action step rather than left sitting in the sample data.
Sequence emails send on a delay counted from when the subscriber joins, not from the session date. Route late registrations to a single confirmation email with a Zapier filter on the submission date instead of into the full sequence.
Frequently asked questions
Can Kit send a calendar invite with the confirmation?
Kit sends email, so use a link rather than an attachment: put the add-to-calendar link your webinar tool generates into the confirmation email. There is no built-in scheduling here, so the calendar entry always comes from the webinar platform.
Do I need a separate form for every session?
No. One form works if the session date sits in the Zap as a static value and you update it when the date changes. A form per session avoids that edit and keeps each session's registration count separate in the responses view.
Will Kit stop someone registering twice?
Kit matches on email and will not duplicate the subscriber, but it can add them to the sequence a second time, which means duplicate reminders. Add a Zapier filter that skips any submission from an address already carrying the session tag.
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Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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