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Add new webinar attendees to Capsule CRM without duplicates
For marketing teams who want GoTo Webinar attendees in Capsule CRM ready for follow-up, by asking their AI assistant.
On this page
Connector
Connect GoTo Webinar, pick your AI tool and paste the prompt.
The problem
Rushed webinar imports fill Capsule CRM with duplicates
Getting attendees into Capsule CRM means exporting the list, searching each email and guessing whether a near match is the same person. In a hurry, that adds duplicates or leaves new leads out.
Without PopdockAI
- Export the attendee list from GoTo Webinar
- Search Capsule CRM for each email and name
- Guess whether a near match is the same person
- Add the rest one by one
With PopdockAI
- Only people who actually attended are read
- Each is checked by email, then by name
- Name matches with a different email are set aside
- Nothing is written until you confirm, with a full result report
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** For the webinar `{webinar}` (on `{webinar-date}` if given), create a Capsule CRM person for each attendee who is not already in Capsule, owned by `{owner}` if given. Confirm before writing.
**Step 1: Find the webinar on GoTo Webinar**
Call `goto-webinar-get-webinar` with `webinar-name.contains` set to `{webinar}` (or `webinar-key` if `{webinar}` is a numeric key). If `{webinar-date}` is given, also set `date.from` and `date.to` to that date. If more than one webinar matches, list each with its name, date and webinar key and stop. If none matches, say so and stop. Keep its `webinar-key`, name and date.
**Step 2: Read the attendees**
Call `goto-webinar-get-attendee` with that `webinar-key`, group rows by email and keep `first-name`, `last-name`, `email` and total minutes attended. Drop rows with no email. If nobody attended, say so and stop.
**Step 3: Find who Capsule does not know**
Match each email to Capsule CRM by calling `capsule-crm-get-party` with `email` set to it. Compare emails case-insensitively; if the exact value finds nothing, retry once in lower case. A person can have several emails in Capsule and the filter may only see one of them, so treat no match as "not found by email", never as proof they are not a contact.
Also call `capsule-crm-get-party` with `name` set to "<first-name> <last-name>". If that finds a person with a different email, do not create them; list them as "possible duplicate" instead. Keep only attendees with no match by email and no match by name.
**Step 4: Resolve the owner**
If `{owner}` is given, call `capsule-crm-get-user` with `name.contains` set to it. If it matches exactly one user, use their `user-id` as `owner-id`. If it matches none or several, list them and stop. If `{owner}` is blank, leave `owner-id` out.
**Step 5: Confirm the plan**
List each person to create: first name, last name, email, minutes attended, owner. List the possible duplicates separately. Show the plan as a table and ask the user to confirm. Do not write anything until they say yes. If they remove rows, drop those rows.
**Step 6: Write and report**
For each confirmed row, call `capsule-crm-add-party` once with `type` set to a person, `first-name`, `last-name`, `email` and `owner-id` if resolved. Then report: people created, possible duplicates skipped, attendees already in Capsule, and any write that failed with its error.
**Rules & Guidelines:**
* `capsule-crm-*` tools are on the capsule-crm server; `goto-webinar-*` tools are on the goto-webinar server. If either set is missing, say which server is not connected and stop.
* The only write tool this prompt may call is `capsule-crm-add-party`, once per confirmed person. Do NOT call `capsule-crm-update-party`, `capsule-crm-add-note`, `capsule-crm-add-opportunity`, `goto-webinar-add-registrant` or `goto-webinar-delete-registrant`.
* Create people only, never organizations; GoTo Webinar attendees carry no company.
* Registrants who did not attend are not included.
**Validation:**
* If an attendee has no first or last name, use the part of the email before the @ as the first name and say so in the plan.
* If a write fails, carry on with the rest and report the failures at the end.Who it's for
One answer, three teams that use it
Marketing managers
Get new attendees into the CRM the same day
Attendees who are new to Capsule CRM are added while the webinar is fresh, ready for follow-up.
Add everyone from the Contoso customer webinar on 14 May who is not already in Capsule CRM.
Sales reps
Own the new contacts from your webinar
Set yourself as owner of the people created, so the follow-up lands with you and not in an unassigned pile.
Add new attendees from the Northwind Traders product webinar to Capsule CRM and make me the owner.
CRM administrators
Review possible duplicates before they exist
People found by name with a different email are listed for you to decide, instead of becoming a second record.
Which Fabrikam roadmap webinar attendees would be new in Capsule CRM, and which look like duplicates of existing people?
How it works
What PopdockAI does when you ask
You name the webinar and your AI assistant reads who attended and checks Capsule CRM for each person. Possible duplicates are set aside, and people are created only after you confirm.
01
Ask
You name the webinar, and optionally its date and an owner.
02
Read
It reads who actually attended in GoTo Webinar.
03
Check
It searches Capsule CRM by email, then name, and sets possible duplicates aside.
04
Confirm
You see who will be created, and it reports what was created, skipped and failed.
What PopdockAI provides
The tools behind the answer
Ready made tools for GoTo Webinar and one secure connection to your AI tool. No code, no exports.
goto-webinar-get-webinar
goto-webinar-get-attendee
capsule-crm-get-party
capsule-crm-get-user
capsule-crm-add-party
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
New attendees ready for follow-up, no clean up later
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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