100 Pound Social: Webinar Registrant Lifecycle Automation

Webinar leads moved through many different stages after registering, from booking a call to becoming unqualified or going quiet, and each of those states had previously required someone to manually check and update the lead's status in ClickUp after every webinar.

With 14 distinct status paths to account for, manually sorting leads after each webinar run was time-consuming and left room for leads to get missed or updated incorrectly.

The Web Hunters built a Zapier workflow handling webinar leads across their entire lifecycle. When someone registers, the contact is created or updated in ActiveCampaign. The workflow looks up the lead in ClickUp by a custom field, then splits three ways.

If the lead exists, it routes through 14 status-specific paths, Closed, Call Booked, Making Decision, Unqualified, Lapsed, and others, and updates the task accordingly. If the lead does not exist, it creates a new task in the leads list, keeping every webinar registrant accounted for automatically.