Turning Webinar Videos into Publish-Ready Case Study Documents

Why this matters

It’s no new for marketers that running a webinar takes a lot of work. The preparation, coordination with speakers, crafting content, promoting the event, and engaging with the audience - so much goes into a 30-minute virtual event. But when it’s over the valuable content we worked so hard to create often ends up sitting in a silo, never reused, never repurposed.

At FlytBase, we host a lot of webinars, many of them featuring partners or customers who share their success stories using our product. These sessions are perfect case studies in the making. But writing them out, pulling the insights, and getting them formatted for our website or blog is a huge bandwidth drain. We needed a way to turn this all into something reusable — without all the effort.

The Problem

Every webinar requires significant effort:

• Transcribing the video
• Writing the case study from scratch
• Pulling in visuals and quotes
• Formatting it for our website or blog

And each time we did this, it felt like we were losing momentum. It would take days to get everything together — and by the time the case study was ready, we were already planning the next webinar.

The AI-Native Solution

Turn YouTube Links Into Ready-to-Publish Case Studies

We decided to build a solution. Our goal was simple: turn any YouTube webinar link into a fully polished, publish-ready case study — automatically. This would be an ideal smart automation that could help us scale content creation without burning out the team.
We set up an AI-powered pipeline that starts with the YouTube link of a webinar and ends with a case study live on our website with just a click:

• A polished case study (in our house tone)
• Key visuals pulled from the video
• A Webflow CMS entry, ready to publish

Step-by-Step Breakdown

Step 1

Automatically Transcribe and Extract Key Insights‍

The first step in the process was automating the transcription. We didn't want to manually transcribe hours of video, so we hooked up n8n to use the YouTube API to automatically pull the transcript. You can also trigger an AI transcription service in n8n to generate it. Once the transcript was in, we stored it in Google Drive, ready to be processed.

Next, we needed the AI to extract key insights. We set up an AI model (Claude or GPT) to analyze the transcript, pulling out important quotes, moments, pain points, and product highlights. This gave us the foundational content for the case study, without needing to watch the video over and over again.

Step 2

Generate the Case Study Content‍

We created a system prompt for the AI to follow. We didn't want to just throw raw data at it and hope for the best. The system prompt needed to be highly granular and detail-oriented. It explained exactly how the case study should be structured — from TL;DR to Challenges, Solutions, and Impact. We instructed it to only pull content from the video transcript and not add any external context.

Our prompting toolkit:

• 8-phase prompt with structured roles, tone, sections, guardrails
• Set in Claude & GPT “project mode” to remember house style
• Structured tone
• Repeatable format
• Predictable headers

Once the AI had the prompt, it automatically generated a full case study. The output was consistent, concise, and ready to be reviewed.

Step 3

Auto-Extract Visuals‍

Now that we had the content, the next challenge was visuals. We didn't want to manually scrub through 30-minute videos looking for screenshots. So, we set up the AI to scan the transcript, identify key moments, and automatically generate a list of timestamps where relevant visuals appeared. Whether it was a slide with a product feature or a key customer quote, the AI pinpointed it.

Once these visuals were identified, n8n helped me pull them out and store them in Google Drive, all neatly tagged for easy access. The visuals were now part of the case study, ready for automatic insertion.

Step 4

Webflow Integration‍

With the content and visuals ready, we wanted to make sure the whole process was seamless. We integrated everything into Webflow’s CMS using n8n. The system pushed the case study directly into Webflow, populating the CMS with the text and inserting the visuals in the appropriate spots.

At this point, all we had to do was review the generated case study for final approval and hit “Publish.” No more waiting for manual inputs. It was all automated.

What Changed

Looking back, the difference this process made was huge. What used to take days — transcribing the video, drafting the case study, gathering visuals, and publishing — now takes minutes.

We eliminated the need for multiple team members to work on a single case study. Quality? Consistent. Tone? On brand. Visuals? Captured directly from the demos. Repurposing content became so much easier.

What We Learned

Prompt Engineering‍

We learned that prompt engineering is critical. It wasn’t enough to feed the AI random instructions. We had to define the framework in which it operated, guiding it with precise instructions on what to focus on and what to ignore. Prompting wasn’t a side task. It was the product. We let GPT help us rewrite the prompt — again and again — until it was perfect.

Systems Thinking‍

The real magic didn’t come from automating one task — it came from building a system. By breaking down the process into repeatable, structured steps, we could scale the content generation with consistency.

Transcripts Are Gold‍

We realized that video transcripts are a hidden asset. AI can extract insights, visuals, quotes, and more — you just need the right questions. With the right tools, they become the raw material for case studies, blogs, and social posts effortlessly.

Visuals Aren’t Just Pretty‍

The visuals matter for more than aesthetics. They’re essential for clarity and context. When AI selects visuals based on relevance, you avoid wasting time with unnecessary edits.

Don’t Wait for Perfection‍

It’s easy to get stuck chasing perfection. But sometimes, speed wins. We didn’t wait to solve every little detail, like auto-image insertion. We let the system move quickly, knowing we could tweak and improve it later.

Final Thought

The goal wasn’t just to save time. It was to stop wasting good content.

If you’re running webinars and letting that content die in archives, you’re missing out on huge value. Repurpose it, automate it, and make it work harder for you.

Steal this workflow from us, and let your team become a media engine overnight.

‍