Workflows

Zoho Webinar's Workflow Automation helps you eliminate repetitive manual tasks and gives you the flexibility to define exactly what happens when a webinar event occurs from executing custom business logic and updating records in connected applications, to notifying external systems in real time based on conditions specific to your organization.

With the right automation in place, your team can focus on creating engaging content and building relationships, while the platform handles the routine work.

Creating a Workflow in Zoho Webinar involves 4 simple steps:

Step 1: Workflow details

Name and describe your workflow.

Step 2: Trigger

Choose the module and trigger that starts the workflow.

Step 3: Condition

Define whether the workflow applies to all records or a specific subset.

Step 4: Action

Define what happens next when workflow criteria are satisfied.

How to Create a Workflow

Follow the steps below to create a new workflow in Zoho Webinar.

Log in to your Zoho Webinar account.
From the left panel, click Settings, then navigate to Automation and select Workflows.
Click New Workflow to begin.
In Step 1, enter a Title and Description for your workflow, then click Next.
In Step 2, choose a module and select a trigger, then click Next.
In Step 3, choose a condition type. Select No Condition to apply the workflow to all records, or Specific Condition to define property-based filters, then click Next.
Select the action type as Instant Action or Scheduled Action, then choose the function to execute — Webhook or Custom Function — and configure the details accordingly.
Click Save to create the workflow and now the workflow is ready to use.

Workflow Automation in detail:

Workflow details

The first step is to give your workflow an identity with its details such as a title and description.

Title: Enter a clear name for the workflow (e.g., Send Recording to Attendees).

Description: Add a brief note explaining what this workflow does and when it triggers.

Trigger

The trigger defines what event starts the workflow. Triggers are organized into five modules, each representing a different area of the webinar lifecycle. Select the module that matches the event you want to automate, then choose the specific trigger action within it.

Select a module, then choose the trigger event that starts the workflow.

You can initiate actions through five modules: Webinar, Registration, Attendee, Recording, and Engagement.

Webinar

Triggers related to the lifecycle of the webinar itself from webinar creation to completion.

Webinar created	Triggers when a new webinar is scheduled
Webinar updated	Triggers when webinar details are updated
Webinar canceled	Triggers when a scheduled webinar is canceled
Webinar started	Triggers when the organizer takes the webinar live
Webinar ended	Triggers when the organizer ends the webinar

Registration

Triggers related to registrations of the webinar.

Registration added

Triggers when a registration is added

Attendees

Triggers based on live attendee activity during the webinar session.

Webinar attendee joins	Triggers when a webinar attendee joins the session
Webinar attendee removed	Triggers when a webinar attendee is removed from the session

Recording

Triggers related to post-session recording and transcript availability.

Recording uploaded	Triggers when a recording is uploaded
Transcript generated	Triggers when a transcript is generated
Summary added	Triggers when a summary is added

Engagement

Triggers based on attendee interactions and responses during the session.

Poll response received

Triggers when a poll response is received

Condition

Conditions are used to determine when the workflow should run. You can choose to run the workflow without adding any condition, or narrow it down to a specific subset using property-based filters.

No condition - The workflow runs for every record that matches the trigger, without any additional filtering. Use this when the automation should run universally.

Example:

Trigger: Registration added
Condition: No Condition
Result: The workflow runs for every new registrant, regardless of any property.

Specific condition - The workflow runs only when the record meets the criteria you define using property filters. When Specific Condition is selected, you define one or more property-based filters to narrow the scope of the workflow. Only records that match all defined conditions will trigger the action.

Each condition is built using three fields:

Property - Select the property you want to filter on.

Operator - How the operator is evaluated: equals, not equal to, contains, starts with, is empty.

Value - The text value of the property is compared against.

The properties available in the dropdown vary depending on the trigger module selected in Step 2.

You can specify a maximum of 25 criteria for a workflow rule.

Action

Actions define what happens when the trigger fires and the condition is satisfied. Two types of actions are supported in Workflows:

Instant Actions -The action will be triggered immediately when the workflow is executed. Use this when the automation needs to happen in real time, such as notifying an external system the moment a registration comes in or executing logic as soon as a webinar ends.

Scheduled Actions - The action will be triggered at a specified time interval after the workflow is executed. The action is queued and runs when the specified time condition is reached. This is ideal for sending reminders before a session or follow-ups after it ends.

Choose the action type that fits your automation.

Both action types — Instant and Scheduled — support the same functions: Custom Function and Webhook. The only difference between them is when they execute.

A Scheduled Action is configured using two fields:

Variable - Enter a number between 0 and 99 to define how far after the trigger the action should execute.

Time unit dropdown - Select the unit of time: Minutes, Hours, Days, Weeks, or Months.

Example

Execute: 1 Day after workflow triggered time
Result: The action runs 1 day after the workflow trigger fires, ideal for a next-day follow-up email to attendees.

Action types can be categorized into below:

Custom Function

A Custom Function executes a Deluge script at the point the action is triggered. Use this to run custom logic, update records in connected applications, calculate values, or call external APIs.

You can configure a Custom Function in two ways:

Use an existing function from the library — Select a previously created function from your function library.

Write a new function — Opens a full screen code editor where you can write your own Deluge function from scratch.

Webhook

Sends an instant HTTPS PUT or POST notification to an external URL. Use this to push real-time event data to third-party tools such as Slack, Zapier, or an internal system.