How to Integrate Retool with Webex Events

Webex Events data is accessed through Cisco's unified Webex API — the same API used for Webex messaging and meetings. Navigate to the Webex developer portal at https://developer.webex.com/my-apps. For a Bot token (recommended for internal dashboards): Click Create a New App, select 'Bot'. Fill in Bot Name (e.g., 'Retool Events Dashboard'), choose a username (e.g., events-dashboard@webex.bot), and add a description. Click Add Bot. On the confirmation page, copy the Access Token immediately — it will only be shown once and does not expire unless regenerated. For OAuth 2.0 Integration (required for user-context event data like private registrant details): Click Create a New App, select 'Integration'. Set the Redirect URI to https://oauth.retool.com/oauth/oauthcallback (for Retool Cloud). In the Scopes section, select the scopes needed for events: - spark:events_read — read event data - meeting:participants_read — read participant/attendee data - meeting:schedules_read — read meeting schedules Copy the Client ID and Client Secret shown on the app page. For testing Webex API responses before building queries, use the Webex developer portal's interactive Try It section at https://developer.webex.com/docs/api/v1/events — enter your token and run live API calls to understand the response structure before writing Retool transformers. Note: Webex Events (for large webinars with registration) and Webex Meetings (standard meetings) are distinct API entities. Events use /events endpoints; Meetings use /meetings. Verify which type your use case requires and check that your Webex plan includes Webex Events hosting (not just standard meeting hosting).

Navigate to Settings (gear icon) in Retool → Configuration Variables. Add a new variable: - Name: WEBEX_TOKEN - Value: your Webex Bot Access Token (or leave for OAuth configuration) - Secret: checked Click Save. Go to the Resources tab. Click Add Resource. Type 'REST' in the search and select REST API. Configure: - Name: 'Webex Events API' - Base URL: https://webexapis.com/v1 For Bot token authentication: In the Authentication section, select 'Bearer Token'. In the Token field, enter {{ retoolContext.configVars.WEBEX_TOKEN }}. For OAuth 2.0 Integration: In the Authentication section, select 'OAuth 2.0'. Fill in: - Client ID: your Integration's Client ID - Client Secret: your Integration's Client Secret - Authorization URL: https://webexapis.com/v1/authorize - Token URL: https://webexapis.com/v1/access_token - Scopes: spark:events_read meeting:participants_read meeting:schedules_read Click Connect to authenticate via the OAuth popup window. In the Headers section for both methods, add: - Content-Type: application/json - Accept: application/json Click Save Changes. Verify connectivity: create a test query with Method GET and Path /events (or /meetings for standard meetings). A successful response confirms the resource is configured correctly.

Open or create a Retool app. In the Code panel, click + to add a new query. Select your Webex Events API resource. Configure the events listing query: For Webex Webinars (large events with registration): - Method: GET - Path: /meetings - Query Parameters: - meetingType: webinar - state: {{ stateFilter.value || 'inProgress,scheduled,ended' }} - from: {{ dateRange.start || new Date(Date.now() - 30 * 24 * 60 * 60 * 1000).toISOString() }} - to: {{ dateRange.end || new Date().toISOString() }} - max: {{ pagination.pageSize || 50 }} For Webex Events (if your account uses the /events endpoint): - Method: GET - Path: /events - Query Parameters: add resource, type, actorId, and from/to for filtering Add a JavaScript transformer to normalize the response from the 'items' array into a flat format suitable for Retool's Table. Set the query to run automatically and name it 'eventsQuery'. Drag a Table component onto the canvas. Set Data to {{ eventsQuery.data }}. Configure columns: title, state, startTime, endTime, durationMinutes, hostDisplayName, inviteeCount, and registrationCount. Add a date range picker component (from/to) above the table that filters the query's date parameters. Add a state filter Select with options for scheduled, inProgress, and ended.

1// Transformer to normalize Webex meetings/events response
2const items = data.items || [];
3return items.map(event => {
4  const startTime = event.start ? new Date(event.start) : null;
5  const endTime = event.end ? new Date(event.end) : null;
6  const durationMs = startTime && endTime ? endTime - startTime : 0;
7  const durationMinutes = Math.round(durationMs / 60000);
8  return {
9    id: event.id,
10    title: event.title || event.subject || 'Untitled Event',
11    state: event.state || event.status || 'unknown',
12    meetingType: event.meetingType || 'meeting',
13    startTime: startTime ? startTime.toLocaleString() : 'N/A',
14    endTime: endTime ? endTime.toLocaleString() : 'N/A',
15    startTimeRaw: event.start || null,
16    durationMinutes: durationMinutes || 'N/A',
17    hostDisplayName: event.hostDisplayName || event.hostEmail || 'N/A',
18    hostEmail: event.hostEmail || '',
19    inviteeCount: event.inviteeCapacity || event.maxAttendees || 0,
20    registrationUrl: event.links?.registration || event.webLink || '',
21    isPublic: event.publicMeeting || false,
22    registrationRequired: event.requireRegistration || false
23  };
24});

To build the core attendee management functionality, create queries that fetch registrant and attendee data for whichever event is selected in the events table. Create a registrants query: - Method: GET - Path: /meetings/{{ eventsTable.selectedRow.id }}/registrants (for webinars with registration) - Query Parameters: max: 100 - Run mode: Automatic when inputs change; Only run when inputs have valid values Create a separate attendees query for who actually joined: - Method: GET - Path: /meetings/{{ eventsTable.selectedRow.id }}/attendees - Query Parameters: max: 100 Add transformers to both queries to normalize the 'items' arrays. The registrants response includes registration details (when they registered, custom form fields they filled in). The attendees response includes join time, leave time, and duration in session. Build a tabbed detail view below the events table with two tabs: 'Registrants' and 'Attendees'. In the Registrants tab, show a Table with displayName, email, registrationTime, and status. In the Attendees tab, show displayName, email, joinTime, leaveTime, and durationMinutes. Add a summary KPI row between the events table and the detail tabs: Stat components showing registrant_count, attendee_count, and attendance_rate (attendees / registrants * 100). Calculate these from the query data using JavaScript in a separate query or direct component expressions. For joining with CRM data, create a third query using your internal database resource that looks up contacts by email: SELECT * FROM contacts WHERE email IN ({{ JSON.stringify((attendeesQuery.data || []).map(a => a.email)) }}). Use a JOIN in a JavaScript transformer to merge CRM fields (contact ID, deal stage, account name) with the Webex attendee record.

1// Transformer for Webex attendees response
2const items = data.items || [];
3return items.map(attendee => {
4  const joinTime = attendee.joinedTime ? new Date(attendee.joinedTime) : null;
5  const leaveTime = attendee.leftTime ? new Date(attendee.leftTime) : null;
6  const durationMs = joinTime && leaveTime ? leaveTime - joinTime : 0;
7  return {
8    id: attendee.id,
9    displayName: attendee.displayName || 'Guest',
10    email: attendee.email || 'N/A',
11    joinTime: joinTime ? joinTime.toLocaleTimeString() : 'N/A',
12    leaveTime: leaveTime ? leaveTime.toLocaleTimeString() : 'N/A',
13    durationMinutes: Math.round(durationMs / 60000) || 0,
14    isHost: attendee.host || false,
15    isPanelist: attendee.panelist || attendee.coHost || false,
16    device: attendee.clientUserAgent ? attendee.clientUserAgent.split(' ')[0] : 'Unknown'
17  };
18});

After events end, marketing teams need to trigger follow-up sequences and export attendance data. Build two capabilities: an immediate CSV export button and an automated post-event Workflow. For CSV export: Retool's Table component has a built-in export feature. Right-click the attendees Table header and enable 'Allow users to download as CSV'. Alternatively, create a custom 'Export CSV' button that opens a JavaScript query generating a CSV string from the attendee data, then triggers a file download using Retool's built-in download action. For automated post-event processing, create a Retool Workflow: 1. Navigate to Workflows in the Retool sidebar. Click New Workflow. 2. Add a Webhook trigger. Note the webhook URL displayed — you will call this URL from a Webex Webhook (created in the Webex developer portal) that fires when a meeting ends. 3. In the Workflow, add a Resource Query block using the Webex Events API resource to fetch the completed meeting's attendees list (the meeting ID arrives via startTrigger.data.meetingId from the webhook payload). 4. Add a Code block that filters attendees by duration (e.g., those who stayed for at least 50% of the event) for a high-engagement segment. 5. Add a Resource Query block using your CRM API resource to create or update contact records for each attendee with an 'Attended Webex Event' tag and the event title. 6. Add a final Slack notification block to post the attendance summary to your events team channel. Publish the Workflow with Publish Release. Then configure a Webex Webhook (via POST /webhooks with resource=meetings, event=ended, targetUrl=your Retool Workflow webhook URL) to trigger this Workflow automatically whenever an event ends. For complex CRM sync and multi-system post-event workflows, RapidDev's team can help architect your Retool solution.

1// Code block: segment attendees by engagement level
2const attendees = block1.data.items || [];
3const eventDurationMinutes = startTrigger.data.durationMinutes || 60;
4
5const highEngagement = [];
6const lowEngagement = [];
7const noShow = [];
8
9attendees.forEach(a => {
10  const durationMs = (new Date(a.leftTime) - new Date(a.joinedTime)) || 0;
11  const durationMinutes = durationMs / 60000;
12  const engagementPct = eventDurationMinutes > 0 ? (durationMinutes / eventDurationMinutes) * 100 : 0;
13  const record = {
14    email: a.email,
15    displayName: a.displayName,
16    durationMinutes: Math.round(durationMinutes),
17    engagementPercent: Math.round(engagementPct)
18  };
19  if (engagementPct >= 50) highEngagement.push(record);
20  else lowEngagement.push(record);
21});
22
23return { highEngagement, lowEngagement, totalAttendees: attendees.length };