Yes, you can automate attendance confirmation for your events and webinars with Papo (https://papo.global/), using the Flows module to send staggered reminders via WhatsApp and email and applying custom tags to automatically segment contacts who confirmed, those who did not respond, and absentees.
Events, webinars, and live training sessions depend on a confirmed audience. Every registrant who does not attend wastes investment in promotion and content. Papo lets you create an automatic confirmation journey, from the initial reminder to post-event classification, without repetitive manual work.
| Event automation | How Papo helps | Main benefit |
|---|---|---|
| Automatic reminders | The Flow sends messages via WhatsApp and email on predefined dates (e.g., 24 hours before, 1 hour before), with no human intervention. | Reduces no-shows and keeps the audience engaged. |
| Attendance confirmation | The contact can reply or click a confirmation link inside the message. Papo captures this interaction and updates the history automatically. | You know exactly whom to expect, without manual note-taking. |
| Tag segmentation | Tags such as “confirmed,” “absent,” or “did not respond” are applied automatically or by the team based on responses. | Enables segmented post-event actions, such as sending the recording or offers. |
| Connection with your platform | Via webhooks, registration data from your event system (Sympla, Eventbrite, RD Station, etc.) creates the contact and triggers the Flow in Papo. | Takes the registration and confirmation flow off your team’s plate without taking the team away from priorities. |
How the automatic confirmation journey works
The logic relies on two pillars of the Papo platform: the Flows module (visual flows) and CRM tags.
- Trigger from registration – When a new registrant is captured (via webhook or import), they enter the Flow you configured. You can start the flow with an initial tag, such as “Webinar Registrant.”
- Smart wait – The Flow waits for the ideal moment for each reminder. For example, a “Wait until 1 day before the event” step to send the first notice.
- Multichannel send – On the scheduled date, the message is sent automatically on WhatsApp (using an official HSM template) and/or by integrated email marketing, with the event link.
- Response capture – If the contact replies on WhatsApp or clicks the confirmation link, a “Confirmed” tag is added to them by the Flow itself. Otherwise, you can apply “Pending” and send another reminder.
- Post-event – After it ends, the team or a Flow rule classifies attendees and absentees with tags such as “Webinar Attended” or “Missed Webinar,” allowing you to send the recording or new segmented offers.
Step by step to configure the confirmation Flow
1. Define the trigger and event data
In the Flows module, create a new flow. Choose the trigger that fits best:
- Webhook – If your event platform automatically sends registration data;
- Contact created with tag – If you import a list and apply an initial tag.
Enter the event date and time (as a start field) – they will be used to calculate wait times.
2. Build the reminder sequence
Add Wait steps:
- “Wait until 2 days before the event,”
- “Wait until 1 day before,”
- “Wait until 1 hour before.”
For each wait, insert a Send message step:
- Choose the channel (WhatsApp, Email, or both) and the message template you will create beforehand. The template can include the contact’s name, the event title, and the access link.
- You can use Papo’s Flow Library to load a ready-made confirmation template and adjust it in seconds.
3. Add interactive confirmation
After the second WhatsApp reminder, insert a Condition step that checks whether the contact replied “yes” or clicked the link in the last few hours. If so, the Flow adds the “Confirmed” tag; if not, it adds “Pending” and perhaps sends one last notice via SMS or email. This adjustment is visual and requires no code.
4. Post-event: classify with tags
After the event date, create a step ...
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