topic Re: Best Practices for Monthly Webinars in Tips, Tricks & Best Practices

Best Practices for Monthly Webinars

thesamuelcheong — Fri, 08 Sep 2023 05:33:16 GMT

I'm looking to consolidate and make this process easier.

Context: Webinar runs every month

Assets created:

Form - unique to the webinar and embedded on non-HubSpot cms landing page
Invitation Email that is manually sent
Date-based workflow for reminders
Confirmation workflow for every submission
Post-webinar email sent with recording manually sent
On-demand workflow for people to get recording after webinar

For each webinar, this results in:

5-6 emails, both manual and automated.
3 workflows
1 form per webinar

I'm certain that I can consolidate this further to using less forms, and post-webinar workflows. Am concerned if the workflow gets overly complicated though, as it would need to customise the link for each webinar.

Any suggestions / best practices for creating webinars?

PS: Note the webinars are run in microsoft teams so we create a ICS file, and get the link included in the confirmation email.

Re: Best Practices for Monthly Webinars

DianaGomez — Fri, 08 Sep 2023 20:45:45 GMT

Hi @thesamuelcheong,

Thank you for your inquiry.

I'd like to involve some of our experts in the conversation to review whether they have any suggestions for you or if they have encountered a similar case in their experience and how they resolved it.

Hi @Crystal_Hopper, @louischausse, @OPerek-Clark. Do any of you happen to have any suggestions for @thesamuelcheong?

Thank you all for your contributions.

Best regards,

Diana

Re: Best Practices for Monthly Webinars

Crystal_Hopper — Fri, 08 Sep 2023 21:12:07 GMT

Hello @thesamuelcheong! I manage a quarterly webinar and have for the past 5 years. This webinar has the same topic, purpose and setup every quarter. If your webinars are about different conent each month, this might not help. Overall, I think you've done a good job laying out your process.

I have 1 form and 1 landing page. Each quarter I update the landing page with the new dates/times and links to handouts. The form rarely changes. I unpublish the landing page within the hour after the webinar ends and only turn it back on about 2 weeks before the webinar when I'm soliciting registrations. I do follow up emails the same as you are thinking.

I also use Teams and provide the ICS file in the confirmation email which is automated to send upon submission. Are you using smart content in your emails? i.e. "If viewer is on registered list, provide ICS file." "If viewer is not registered, provide registration button." This can save you from building too many emails if you get smart (hehehe) about your smart content.

I build NEW contact lists each quarter based on the form getting filled out within that quarter's timeframe. This way I can also see quarter over quarter who is registering and run reports on that.

Lists are really all I see you're missing.

Re: Best Practices for Monthly Webinars

Stitchko — Mon, 27 Nov 2023 12:09:32 GMT

Hello @thesamuelcheong,

maybe helps you out with forms. You don't need to make a new form for each landing page. If you use the same form on several landing pages, whether is a non-HubSpot or HubSpot-based landing page, all you need to do is to add a URL where this form was filled in.

Check out this resource 👉 https://app.hubspot.com/academy/6616461/lessons/298/4178?lang=en&landingPageType=lesson&hubs_signup-url=academy.hubspot.com%2Flessons%2Fcreating-events-in-hubspot&lesson=298&_sebp=https%3A%2F%2Facademy.hubspot.com%2Flessons%2Fcreating-events-in-hubspot&_seia=1&_shcb=1&_ssrw=1&_sssf=1&via=academy-signup&newPortal=false&language=en

I hope this helps.

Re: Best Practices for Monthly Webinars

WesleyStevePaul — Thu, 21 Aug 2025 09:16:48 GMT

You’re on the right track with trying to consolidate monthly webinars can get overwhelming if every single one has its own form, workflows, and email sequences. A few best practices that might help:

Standardize Your Registration Flow

Instead of creating a new form every month, try using one master registration form with a hidden field (or tagging) that assigns people to the correct webinar campaign. This cuts down on clutter and makes reporting easier.

Reusable Workflows

Build evergreen reminder and follow-up workflows that only require you to swap out the date, ICS, and recording link. You shouldn’t need an entirely new set of workflows for each webinar.

Centralized Landing Pages

Rather than one-off landing pages, create a single “Webinar Hub” page that lists the upcoming session + archives past ones. It makes life easier for both you and attendees who may want to explore other content.

Leverage Automation for Recordings

For post-webinar follow-ups, you can automate sending the recording via a dynamic field or token so you don’t need to build a new email each time.

Keep It Simple

It’s tempting to over-engineer, but the key is consistency. A predictable flow (Register → Reminder → Attend → Follow-up) works just as well as complex, hyper-customized ones.

As for tools:

If you’re sticking with Microsoft Teams, HubSpot workflows can still do most of the heavy lifting.
But if you ever look at dedicated webinar platforms like Zoom or Webex, they tend to make recurring sessions and automated reminders easier.
I’ve also seen some teams move to GudSho for webinars because it combines hosting, branded registration, and on-demand access in one place so you don’t have to manually handle recordings and follow-up. For startups or lean teams, that saves a ton of repetitive work.