⚡n8n Workflow
Advanced

Gravity Forms to KlickTipp: Automated Contact Sync & Dynamic Tagging

Automate your marketing by connecting Gravity Forms submissions to KlickTipp. This workflow syncs new contacts, transforms data, and dynamically creates and applies tags for advanced segmentation.

Overview

Automatically captures Gravity Forms submissions, cleans and formats the data, and subscribes and tags the contact in KlickTipp for marketing automation.

🧠 Description & Use Case

This workflow automates the entire process of capturing leads or feedback from a Gravity Forms submission and syncing them to KlickTipp as a new subscriber. It goes beyond simple contact creation by transforming submitted data into the correct format and dynamically handling tags, ensuring your marketing lists are clean, segmented, and always up-to-date.

🔄 How It Works:

  1. Trigger on Submission: The workflow is initiated by the New submission via Gravityforms webhook, which listens for new entries from your website's forms.

  2. Data Transformation: Before sending data to KlickTipp, the Convert and set feedback data node cleans and reformats the input. This includes:

    • Standardizing phone numbers to an international format.
    • Converting dates (like birthdays or webinar selections) into UNIX timestamps required by the KlickTipp API.
    • Adjusting numerical values, such as scaling a rating.

  3. Subscribe Contact: The cleaned data is then passed to the Subscribe contact in KlickTipp node, which adds the user to a specified list and populates their contact record with details like name, email, and other custom fields from the form.

  4. Dynamic Tag Management: This is the workflow's most powerful feature. It intelligently manages contact tags:

    • It extracts potential tags from the form data (e.g., webinar name, feedback category).
    • It checks against your existing KlickTipp tags using the Merge and IF nodes to see if the tag already exists.
    • If a tag is new, the Create the tag in KlickTipp node creates it.
    • Finally, it applies all relevant tags (both existing and newly created) to the contact, enabling precise segmentation.

✅ Real-World Use Cases:

  • Lead Nurturing: Automatically add leads from a "Contact Us" form to a specific KlickTipp email campaign and tag them as a "new lead".
  • Webinar Registration: Register users for a webinar, subscribe them to your list, and tag them with the webinar's name and date for targeted follow-ups.
  • Customer Feedback Loop: Capture feedback via a form and automatically tag users based on their satisfaction level (e.g., rating-positive, needs-follow-up) to trigger appropriate actions.
  • Event Management: Segment event attendees by tagging them with the sessions or tracks they selected in the registration form, allowing for personalized communication.

This workflow eliminates manual data entry, prevents data inconsistencies, and supercharges your marketing automation by ensuring every new contact is correctly formatted and precisely segmented from the moment they sign up.

Instructions

Basic steps

  1. Download workflow JSON
  2. Import into n8n
  3. Configure node parameters as needed
  4. Test and enable the workflow

💡 Tips

After importing, verify all connectors and credentials match your environment.

Preview

Workflow Visualization

14 nodes
100%
Subscribe contact in KlickTippklicktipp.klicktippConvert and set feedback datasetSticky Note1stickyNoteTag contact directly in KlickTippklicktipp.klicktippTag creation checkifAggregate tags to add to contactaggregateCreate the tag in KlickTippklicktipp.klicktippAggregate array of created tagsaggregateTag contact KlickTipp after trag creationklicktipp.klicktippGet list of all existing tagsklicktipp.klicktippMergemergeDefine Array of tags from GravityformssetSplit Out Gravityforms tagssplitOutNew submission via Gravityformswebhook

Nodes

1

Subscribe contact in KlickTipp

klicktipp.klicktipp

v2
2

Convert and set feedback data

set

v3.4
3

Sticky Note1

stickyNote

v1
4

Tag contact directly in KlickTipp

klicktipp.klicktipp

v2
5

Tag creation check

if

v2.2
6

Aggregate tags to add to contact

aggregate

v1
7

Create the tag in KlickTipp

klicktipp.klicktipp

v2
8

Aggregate array of created tags

aggregate

v1
9

Tag contact KlickTipp after trag creation

klicktipp.klicktipp

v2
10

Get list of all existing tags

klicktipp.klicktipp

v2
11

Merge

merge

v3
12

Define Array of tags from Gravityforms

set

v3.4
13

Split Out Gravityforms tags

splitOut

v1
14

New submission via Gravityforms

webhook

v2

Statistics

Total nodes:14
Disabled nodes:0
Node types:8
Connections:11
View full JSON structure
{
  "nodes": [
    {
      "id": "9e4a97c9-65dc-4be1-bd9d-d5e84ffedd69",
      "name": "Subscribe contact in KlickTipp",
      "type": "n8n-nodes-klicktipp.klicktipp",
      "notes": "This node subscribes the formatted contact data to a specific KlickTipp list.",
      "position": [
        900,
        340
      ],
      "parameters": {
        "email": "={{ $('New submission via Gravityforms').item.json.body['4'] }}",
        "fields": {
          "dataFields": [
            {
              "fieldId": "fieldFirstName",
              "fieldValue": "={{ $('New submission via Gravityforms').item.json.body['1'] }}"
            },
            {
              "fieldId": "fieldLastName",
              "fieldValue": "={{ $('New submission via Gravityforms').item.json.body['3'] }}"
            },
            {
              "fieldId": "fieldBirthday",
              "fieldValue": "={{ $json.birthday }}"
            },
            {
              "fieldId": "field214512",
              "fieldValue": "={{ $('New submission via Gravityforms').item.json.body['7'] }}"
            },
            {
              "fieldId": "field214514",
              "fieldValue": "={{ $json.webinar_rating }}"
            },
            {
              "fieldId": "field214515",
              "fieldValue": "={{ $('New submission via Gravityforms').item.json.body['9'] }}"
            },
            {
              "fieldId": "field214516",
              "fieldValue": "={{ $('New submission via Gravityforms').item.json.body['12.1'] }}"
            },
            {
              "fieldId": "field214513",
              "fieldValue": "={{ $json.webinar_choice }}"
            }
          ]
        },
        "listId": "358895",
        "resource": "subscriber",
        "operation": "subscribe",
        "smsNumber": "={{ $json.mobile_number }}"
      },
      "credentials": {
        "klickTippApi": {
          "id": "K9JyBdCM4SZc1cXl",
          "name": "DEMO KlickTipp account"
        }
      },
      "notesInFlow": true,
      "typeVersion": 2
    },
    {
      "id": "a6cc678f-b8bf-4dc9-a9f5-3edeaee44d3b",
      "name": "Convert and set feedback data",
      "type": "n8n-nodes-base.set",
      "notes": "This node transforms the form data from Gravity Forms into the appropriate format required for the KlickTipp API.",
      "position": [
        680,
        340
      ],
      "parameters": {
        "options": {},
        "assignments": {
          "assignments": [
            {
              "id": "f1263cb6-654a-4d07-9073-c015b720e6b7",
              "name": "mobile_number",
              "type": "string",
              "value": "={{ \n// Converts a phone number to numeric-only format with international code prefixed by \"00\"\n$json.body['5'] \n    ? $json.body['5']\n        .replace(/^\\+/, '00')   // Replace leading \"+\" with \"00\"\n        .replace(/[^0-9]/g, '') // Remove non-numeric characters\n    : ''\n}}"
            },
            {
              "id": "b09cc146-e614-478a-8f33-324d813e0120",
              "name": "birthday",
              "type": "string",
              "value": "={{ \n// Converts a date to a UNIX timestamp (in seconds)\nMath.floor(\n    new Date($json.body['6'] + 'T00:00:00').getTime() / 1000\n)\n}}"
            },
            {
              "id": "1c455eb9-0750-4d69-9dab-390847a3d582",
              "name": "webinar_choice",
              "type": "string",
              "value": "={{ \n  // Convert the date format from \"DD.MM.YYYY HH:mm\" to \"MM/DD/YYYY HH:mm\"\n  Math.floor(new Date($json[\"body\"][\"13\"].replace(\n    /(\\d{2})\\.(\\d{2})\\.(\\d{4})/, // Match the pattern \"DD.MM.YYYY\"\n    \"$2/$1/$3\" // Rearrange to \"MM/DD/YYYY\" (needed for JavaScript Date parsing)\n  )).getTime() / 1000) // Convert to milliseconds and divide by 1000 to get Unix timestamp (in seconds)\n}}"
            },
            {
              "id": "e375b10b-b05f-413e-93ed-b835e009dd91",
              "name": "webinar_rating",
              "type": "string",
              "value": "={{\n// Multiplies the decimal number value by 100\n$json.body['8'] * 100 }}"
            }
          ]
        }
      },
      "notesInFlow": true,
      "typeVersion": 3.4
    },
    {
      "id": "1f869f92-8e87-4ab5-8938-f327558ca73b",
      "name": "Sticky Note1",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        880,
        660
      ],
      "parameters": {
        "width": 920,
        "height": 1182,
        "content": "### Introduction\nThis workflow facilitates seamless integration between Gravity Forms and KlickTipp, automating the process of handling customer feedback. By transforming raw form data into a format compatible with KlickTipp’s API, it eliminates manual data entry and ensures accurate, consistent information. The workflow relies on community nodes and is available exclusively for self-hosted n8n environments.\n\n### Benefits\n- **Efficient feedback management**: Automatically processes Gravity Forms submissions, saving time and ensuring timely data handling.\n- **Automation of workflows**: Launch follow-up actions like sending thank-you emails or surveys without manual intervention.\n- **Improved data accuracy**: Validates and transforms input data, minimizing errors and maintaining a professional database.\n\n### Key Features\n- **Gravity Forms Trigger**: Captures new form submissions using a webhook, including user feedback and preferences.\n- **Data Processing and Transformation**:\n  - Converts phone numbers to numeric-only format with international prefixes.\n  - Transforms date fields (e.g., birthdays) into UNIX timestamps.\n  - Scales numerical responses like feedback ratings to match desired formats.\n- **Subscriber Management in KlickTipp**: Adds or updates participants as subscribers in KlickTipp. Includes custom field mappings and tags, such as:\n  - Personal details (e.g., name, email, phone number).\n  - Feedback specifics (e.g., webinar ratings, selected sessions).\n  - Structured answers from Gravity Forms responses.\n  - Contact segmentation: Creates new tags based on form submission if necessary and adds these dynamic tags as well as fixed tags to contacts.\n- **Error Handling**: Ensures invalid or missing data does not disrupt the workflow, providing fallback values where needed.\n\n### Setup Instructions\n1. Set up the Webhook and KlickTipp nodes in your n8n instance.\n2. Connect your Webhook to Gravity Forms and authenticate your KlickTipp account.\n3. Create the necessary custom fields to match the data structure\n4. Verify and customize field assignments in the workflow to align with your specific form and subscriber list setup.\n\n![Source example](https://mail.cdndata.io/user/images/kt1073234/share_link_GravityForms_fields.png#full-width)\n\n### Testing and Deployment\n1. Test the workflow by submitting a form through Gravity Forms.\n2. Verify that the data is correctly processed and updated in KlickTipp.\n3. Simulate various scenarios (e.g., missing or invalid data) to ensure robust error handling.\n\n- **Customization**: Update field mappings within the KlickTipp nodes to ensure alignment with your specific account setup.  \n\n"
      },
      "typeVersion": 1
    },
    {
      "id": "b2206acf-c3e1-40bc-b268-7a7b89506f5d",
      "name": "Tag contact directly in KlickTipp",
      "type": "n8n-nodes-klicktipp.klicktipp",
      "notes": "Applies existing tags to a subscriber in KlickTipp. This enables the use of specific signatures, sign out automations as well as the automation of emails and campaigns or other automations.",
      "position": [
        2620,
        240
      ],
      "parameters": {
        "email": "={{ $('New submission via Gravityforms').item.json.body['4'] }}",
        "tagId": "={{$json.tag_ids}}",
        "resource": "contact-tagging"
      },
      "credentials": {
        "klickTippApi": {
          "id": "K9JyBdCM4SZc1cXl",
          "name": "DEMO KlickTipp account"
        }
      },
      "notesInFlow": true,
      "typeVersion": 2
    },
    {
      "id": "a143bed3-a63b-4759-b249-a1cb0683c22a",
      "name": "Tag creation check",
      "type": "n8n-nodes-base.if",
      "notes": "This node checks the result of the tag comparison and branches the workflow accordingly in order to directly tag the contact or to create the tag first and to then follow through with the tagging.",
      "position": [
        1920,
        340
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "d9567816-9236-434d-b46e-e47f4d36f289",
              "operator": {
                "type": "boolean",
                "operation": "true",
                "singleValue": true
              },
              "leftValue": "={{ $json.exist }}",
              "rightValue": ""
            }
          ]
        }
      },
      "notesInFlow": true,
      "typeVersion": 2.2
    },
    {
      "id": "9cac27ed-0fa7-4e80-84da-4d9f5bae7d72",
      "name": "Aggregate tags to add to contact",
      "type": "n8n-nodes-base.aggregate",
      "notes": "This node aggregates all IDs of the existing tags to a list.",
      "position": [
        2420,
        240
      ],
      "parameters": {
        "options": {},
        "fieldsToAggregate": {
          "fieldToAggregate": [
            {
              "renameField": true,
              "outputFieldName": "tag_ids",
              "fieldToAggregate": "tag_id"
            }
          ]
        }
      },
      "notesInFlow": true,
      "typeVersion": 1
    },
    {
      "id": "7f72f6ca-e13f-4f66-a8c9-c9efee511d84",
      "name": "Create the tag in KlickTipp",
      "type": "n8n-nodes-klicktipp.klicktipp",
      "notes": "Creates a new tag in KlickTipp if it does not already exist.",
      "position": [
        2220,
        460
      ],
      "parameters": {
        "name": "={{ $json.name }}",
        "operation": "create"
      },
      "credentials": {
        "klickTippApi": {
          "id": "K9JyBdCM4SZc1cXl",
          "name": "DEMO KlickTipp account"
        }
      },
      "notesInFlow": true,
      "typeVersion": 2
    },
    {
      "id": "b44fe73c-011e-4dee-9961-e8221d577140",
      "name": "Aggregate array of created tags",
      "type": "n8n-nodes-base.aggregate",
      "notes": "This node aggregates all IDs of the newly created tags to a list.",
      "position": [
        2420,
        460
      ],
      "parameters": {
        "options": {},
        "fieldsToAggregate": {
          "fieldToAggregate": [
            {
              "renameField": true,
              "outputFieldName": "tag_ids",
              "fieldToAggregate": "id"
            }
          ]
        }
      },
      "notesInFlow": true,
      "typeVersion": 1
    },
    {
      "id": "a03ba56c-1470-48c4-a3ea-aa7d282e5e37",
      "name": "Tag contact KlickTipp after trag creation",
      "type": "n8n-nodes-klicktipp.klicktipp",
      "notes": "Associates a specific tag with a subscriber in KlickTipp using their email address. This enables the use of specific signatures, signout automations as well as the automation of emails and campaigns or other automations.",
      "position": [
        2620,
        460
      ],
      "parameters": {
        "email": "={{ $('New submission via Gravityforms').item.json.body['4'] }}",
        "tagId": "={{$json.tag_ids}}",
        "resource": "contact-tagging"
      },
      "credentials": {
        "klickTippApi": {
          "id": "K9JyBdCM4SZc1cXl",
          "name": "DEMO KlickTipp account"
        }
      },
      "notesInFlow": true,
      "typeVersion": 2
    },
    {
      "id": "605a93b4-1ebf-4436-8aad-ea433e4bf5bf",
      "name": "Get list of all existing tags",
      "type": "n8n-nodes-klicktipp.klicktipp",
      "notes": "This node fetches all tags that already exist in KlickTipp.",
      "position": [
        1280,
        460
      ],
      "parameters": {},
      "credentials": {
        "klickTippApi": {
          "id": "K9JyBdCM4SZc1cXl",
          "name": "DEMO KlickTipp account"
        }
      },
      "notesInFlow": true,
      "typeVersion": 2
    },
    {
      "id": "b17669be-62b3-423d-8018-dc92c983c5c7",
      "name": "Merge",
      "type": "n8n-nodes-base.merge",
      "notes": "This node merges the tags which are fetched via the form with the existing tags we requested in order to identify if new tags need to be created.",
      "position": [
        1700,
        340
      ],
      "parameters": {
        "mode": "combineBySql",
        "query": "SELECT \n    input1.tags AS name,  -- Extracts the tag name from input1\n    IF(input2.value IS NOT NULL, true, false) AS exist, -- Checks if the tag exists in input2 (returns true if found, false otherwise)\n    input2.id AS tag_id  -- Retrieves the ID of the tag from input2 if it exists, otherwise returns NULL\nFROM \n    input1\nLEFT JOIN \n    input2 \nON \n    input1.tags = input2.value  -- Matches tags from input1 with values in input2"
      },
      "notesInFlow": true,
      "typeVersion": 3
    },
    {
      "id": "3f643d7b-7acd-46ad-a31a-aa1cd4ec0424",
      "name": "Define Array of tags from Gravityforms",
      "type": "n8n-nodes-base.set",
      "notes": "This node defines tags based on the form submission, such as the webinar selection, date, and reminder interval, and saves them as an array for further processing.",
      "position": [
        1280,
        240
      ],
      "parameters": {
        "options": {},
        "assignments": {
          "assignments": [
            {
              "id": "814576c1-ba16-4546-9815-2b7dec324f94",
              "name": "tags",
              "type": "array",
              "value": "={{ \n  Array.from([\n    // Extracts value from Typeform response (field 8), or returns null if not found\n    $('New submission via Gravityforms')?.item?.json?.body?.['8'] || null, \n    $('New submission via Gravityforms').item.json.body['13'],\n    (() => {\n      try {\n        // Extracts and parses JSON from Typeform response (field 11), or returns null if not found\n        let value = $('New submission via Gravityforms')?.item?.json?.body?.['11'];\n        return value ? JSON.parse(value) : null;\n      } catch (error) {\n        return null; // Return null if JSON parsing fails\n      }\n    })()\n  ].flat().filter(item => item !== null)) // Flattens the array and removes null values\n}}"
            }
          ]
        }
      },
      "notesInFlow": true,
      "typeVersion": 3.4
    },
    {
      "id": "e52482ea-5604-4c4d-a202-de770d4fb240",
      "name": "Split Out Gravityforms tags",
      "type": "n8n-nodes-base.splitOut",
      "notes": "In this node we split the created array again into items so we can merge them with the existing tags we request from KlickTipp.",
      "position": [
        1460,
        240
      ],
      "parameters": {
        "options": {},
        "fieldToSplitOut": "tags"
      },
      "notesInFlow": true,
      "typeVersion": 1
    },
    {
      "id": "3d020c2b-69d7-4c09-9b09-47ac4d87861c",
      "name": "New submission via Gravityforms",
      "type": "n8n-nodes-base.webhook",
      "notes": "This webhook node captures incoming data from the Gravity Forms plugin on the website. It triggers the workflow when a new form submission is received.",
      "position": [
        460,
        340
      ],
      "webhookId": "9e8feb6b-df09-4f17-baf0-9fa3b8c0093c",
      "parameters": {
        "path": "9e8feb6b-df09-4f17-baf0-9fa3b8c0093c",
        "options": {},
        "httpMethod": "POST"
      },
      "notesInFlow": true,
      "typeVersion": 2
    }
  ],
  "connections": {
    "Merge": {
      "main": [
        [
          {
            "node": "Tag creation check",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Tag creation check": {
      "main": [
        [
          {
            "node": "Aggregate tags to add to contact",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Create the tag in KlickTipp",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Create the tag in KlickTipp": {
      "main": [
        [
          {
            "node": "Aggregate array of created tags",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Split Out Gravityforms tags": {
      "main": [
        [
          {
            "node": "Merge",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Convert and set feedback data": {
      "main": [
        [
          {
            "node": "Subscribe contact in KlickTipp",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get list of all existing tags": {
      "main": [
        [
          {
            "node": "Merge",
            "type": "main",
            "index": 1
          }
        ]
      ]
    },
    "Subscribe contact in KlickTipp": {
      "main": [
        [
          {
            "node": "Define Array of tags from Gravityforms",
            "type": "main",
            "index": 0
          },
          {
            "node": "Get list of all existing tags",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Aggregate array of created tags": {
      "main": [
        [
          {
            "node": "Tag contact KlickTipp after trag creation",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "New submission via Gravityforms": {
      "main": [
        [
          {
            "node": "Convert and set feedback data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Aggregate tags to add to contact": {
      "main": [
        [
          {
            "node": "Tag contact directly in KlickTipp",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Define Array of tags from Gravityforms": {
      "main": [
        [
          {
            "node": "Split Out Gravityforms tags",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

Actions

Share
Categories:
Monitoring
Tags:
ifsetmergewebhookstickynotesplitoutaggregate

Technical Specs

Complexity:
Advanced
Node Count:
14 nodes
Published:11 months ago
Updated:3 months ago

Compatibility

Platform:
N8N Cloud & Self-hosted
Min Version:
N8N v1.0.0+
Supports cloud and self-hosted deployment

License

This workflow template follows MIT license, you can freely use, modify and distribute.

Please comply with relevant third-party service terms when using.

Related Workflows

Aggregate Multiple RSS Feeds

Automate the aggregation of multiple RSS feeds into a single, unified list. This workflow loops through a list of URLs, fetches data from each, and combines them into one output.

6 nodes•Intermediate

AI-Powered LinkedIn Lead Generation and Outreach Automation

Automate your entire B2B sales pipeline with this n8n workflow. Use OpenAI to convert your ICP into LinkedIn searches, research and score leads, and manage outreach, all tracked in Google Sheets.

92 nodes•Expert

WhatsApp Echo Bot Starter Workflow

Set up a simple WhatsApp echo bot with this starter workflow. Learn how to configure and verify Meta webhooks in n8n to automatically respond to incoming user messages.

8 nodes•Intermediate

Adaptive RAG

Implement an advanced Adaptive RAG workflow in n8n. Dynamically classify user queries to tailor retrieval and generation strategies using Google Gemini and Qdrant for more accurate AI responses.

39 nodes•Expert

Suspicious Login Detection

Automate suspicious login detection and response using n8n. This workflow analyzes IP reputation with GreyNoise, checks for location and device anomalies, and sends prioritized alerts to Slack and email notifications.

43 nodes•Expert

Amazon Keyword Suggestion Tool with Airtable Integration

Automate Amazon keyword research. This workflow fetches a seed keyword from Airtable, gets suggestions from Amazon's API, and saves them back to Airtable.

12 nodes•Advanced