# Segment Zoom webinar attendees into Kit follow-up sequences

> Every evening we sort who attended your Zoom webinar, who left early, and who never showed, then route each group into the right Kit sequence.

- Workflow type: agent
- Services: ConvertKit, Zoom, Slack Bot
- Categories: Marketing, Operations
- Published: 2026-08-14

## What it does

- Checks each evening for webinars that wrapped in the last day and pulls the full attendance picture: who joined, how long they stayed, and who registered but never turned up.
- Splits your audience into three groups: people who stayed for most of the session, people who dropped off early, and no-shows.
- Adds everyone to Kit with the right tag and drops them into the matching follow-up sequence, so engaged attendees, early leavers, and no-shows each get a different message.
- Drafts a recap email that answers the top questions from the session Q&A, and posts a Slack summary with the attendance counts and the three-way split.

## What you'll need

- A Zoom account on a plan that includes webinars, with host access to the sessions you want to follow up on.
- A Kit (ConvertKit) account with your three follow-up sequences already created: one for engaged attendees, one for people who left early, and one for no-shows.
- A Slack workspace and a channel where the evening summary should land.

## Prompt

Every evening at 6pm on a cron trigger, sweep Zoom for any webinar that finished in the last 24 hours and turn the attendance data into segmented follow-up in Kit (ConvertKit). Build this as an agent workflow, since the segmentation, the recap drafting, and the question triage all need judgement.

Put these settings at the top of the workflow so they are easy to change: the attendance threshold, defaulting to 50 percent of the webinar's actual runtime; the three Kit sequence names, defaulting to "Webinar engaged follow-up", "Webinar recap", and "Webinar replay"; the tag prefix that marks someone as already routed, defaulting to "webinar"; the lookback window, defaulting to 24 hours; and the Slack channel for the summary.

Use Zoom's "List webinars (Accounts)" to find past webinars that ended inside the lookback window. For each one, call "Get webinar detail reports" for the session title and how long it actually ran, "Get webinar participant reports" for every attendee with their email, name, and minutes attended, and "Get webinar absentees" for the registrants who never joined. Also pull "Get webinar Q&A report" and "Get webinar poll reports" so you know what was actually discussed. Note that one attendee can appear as several rows in the participant report if they dropped and rejoined, so sum the durations per email address before doing anything else.

Compare each attendee's total attended minutes against the threshold applied to the webinar's real runtime rather than its scheduled length, since sessions often run long or end early. Attendees at or above the threshold are engaged. Attendees below it are partial. Everyone on the absentees list is a no-show. If somebody somehow appears in both lists, treat them as an attendee.

Before writing anything to Kit, resolve names to IDs with "List Tags" and "List Sequences". Use a per-webinar tag for each segment, shaped like prefix-webinarid-engaged, so rerunning the same session is a no-op while a brand new session still routes normally. Call "List Tag Subscribers" for the three tags belonging to this webinar and build the set of email addresses that were already handled. Skip those people completely: no tag, no sequence, and do not count them as newly routed.

For everyone left, upsert them with "Create Subscriber" using their email address and first name. Kit's V4 API uses email_address rather than email, and Create Subscriber is an upsert that returns 200 when the subscriber already exists and 201 when newly created, so it is safe to call on people already on the list. Then apply the segment tag with "Tag Subscriber by Email" and route them with "Add Subscriber to Sequence by Email": engaged to the engaged sequence, partial to the lighter recap sequence, and no-shows to the replay sequence. Apply the tag before adding to the sequence, so a failure part way through can never leave somebody sitting in a sequence without the tag that would stop a later run from adding them a second time.

Draft a recap email with Kit's "Create Broadcast". Summarize what the session covered, pull the top questions out of the Q&A report and answer them properly, and mention any notable poll results. Leave it as a draft for review: do not set a send time and do not publish it. Include a link to the draft in the Slack summary so it is easy to find.

Post a summary to Slack with "Send a Message" covering the webinar name and runtime, how many people registered, how many attended and the resulting show-up rate, the split across engaged, partial, and no-show, how many people were skipped because they were already routed, and any question that came up more than once in the Q&A. Call out repeated questions and unanswered ones specifically, since those are the ones that deserve a real answer rather than a one-line reply.

Edge cases: if no webinar finished inside the window, do nothing and post nothing. If several webinars finished, process each one separately with its own tags, its own recap draft, and its own Slack message. If a participant record has no email address, which happens when somebody joins without registering, skip that person and report the count in the Slack summary.

## How to customize

- Change the attendance cutoff. It defaults to staying for half the session, but you can raise it to 70 percent if you want a tighter definition of engaged.
- Swap in your own sequence and tag names, or point different webinars at different sequences.
- Change what time it runs, which channel gets the summary, or have the recap email scheduled instead of left as a draft for review.

## FAQ

### Will this start emailing my list automatically?

Only through the sequences you choose, which you control in Kit. The recap email is deliberately left as a draft for you to read and send yourself, so nothing goes out unreviewed.

### What happens if it runs twice on the same webinar?

Nothing gets duplicated. Everyone sorted on the first run carries a tag for that specific session and is skipped on any later run, so no one is tagged, routed, or emailed twice.

### Do I need a paid Zoom plan?

Yes. Webinars are a paid Zoom add-on, and the attendance and Q&A reporting this relies on comes with it. Regular Zoom meetings are not covered by this workflow.

### How does it decide who counts as engaged?

By how long someone stayed compared to how long the session actually ran, not how long it was scheduled to run. The default cutoff is half the runtime and you can change it.

### Can it handle more than one webinar in a day?

Yes. It sweeps everything that finished in the previous 24 hours and treats each session separately, with its own tags, its own recap draft, and its own Slack summary.

Use this prompt in General Input: https://www.generalinput.com/prompts/segment-zoom-webinar-attendees-into-kit-follow-up-sequences