Rancang Bangun Sistem Pendaftaran Workshop Terintegrasi AI Chatbot dan Notifikasi Multi-Channel Berbasis n8n

Design and Development of an Integrated Workshop Registration System Featuring an AI Chatbot and Multi-Channel Notifications Based on n8n

Abstract

PT Ahad Mahakarya Teknologi secara konsisten menyelenggarakan berbagai kegiatan workshop namun,proses manajemen data pendaftarannya saat ini masih dilakukan secara manual dengan mengandalkan pencatatan pada spreadsheets. Mekanisme konvensional tersebut menimbulkan kendala kritis, seperti rendahnya efisiensi operasional akibat input data yang repetitif, tingginya risiko human error, serta ketiadaan distribusi informasi yang bersifat real-time kepada tim panitia operasional. Untuk mengatasi permasalahan tersebut, dilakukan penelitian berjudul Rancang Bangun Sistem Pendaftaran Workshop PT Ahad Mahakarya Teknologi Terintegrasi AI Chatbot dan Notifikasi Multi-Channel Berbasis n8n. Sistem ini menerapkan metode otomatisasi alur kerja (workflow automation) menggunakan n8n sebagai core orchestrator untuk menghapus ketergantungan pada dokumen statis. Layanan mandiri (self-service) bagi calon peserta diakomodasi melalui AI Chatbot berbasis Large Language Model (LLM), sementara transparansi informasi internal dicapai melalui integrasi Telegram Bot API sebagai kanal notifikasi instan. Pengujian sistem dilakukan melalui uji fungsionalitas Black-Box dan uji latensi jaringan. Hasil pengujian menunjukkan seluruh fungsi otomasi berjalan dengan tingkat keberhasilan 100%, dan notifikasi pendaftaran berhasil diteruskan ke grup Telegram internal panitia secara real-time dengan rata-rata waktu 1,77 detik. Implementasi sistem ini berhasil mentransformasi proses bisnis pendaftaran menjadi otomatis penuh, meningkatkan efisiensi kerja tim, serta memastikan koordinasi panitia berjalan secara instan.

ABSTRACT

PT Ahad Mahakarya Teknologi consistently organizes various technology workshop events. However, the current registration management process is still conducted manually, relying on spreadsheets. This mechanism raises several issues, such as low operational efficiency due to repetitive data entry and the lack of real-time information distribution to the committee team. This study aims to overcome these problems by implementing the n8n-based workflow automation method integrated with an AI Chatbot and the Telegram Bot API. The n8n method is utilized as the core orchestrator to connect incoming form data, trigger AI Chatbot responses for participant self-service information, and instantly distribute multi-channel notifications. The system evaluation was conducted through Black-Box functionality testing and network latency testing. The results of applying the n8n method demonstrate a 100% data execution success rate, where registration notifications are successfully forwarded from the form to the committee's internal Telegram group in real-time, with an average time of 1.77 seconds. In conclusion, the n8n automation method is proven effective in eliminating reliance on manual spreadsheets, improving work efficiency, and accelerating operational team coordination.