topic Creating a workflow for webinar in Lists, Lead Scoring & Workflows

Creating a workflow for webinar

RitwikaBhadury — Thu, 20 Jul 2023 01:59:53 GMT

Hi,

I am currently looking for a way to set up a workflow for a webinar. The way I want it to be set up is that they fill up the form on our website (could be a HubSpot or non-hubspot form, whatever works best) that would send emails to the person depending on the option that they select on the form. So, the webinar will have two timing option to choose from, which the form will reflect, and depending on the option that a person selects, they will be receiving the registration confirmation email with the right zoom webinar link.

Can someone help me figure out the best way to set this up?

Re: Creating a workflow for webinar

karstenkoehler — Thu, 20 Jul 2023 04:39:25 GMT

Hi @RitwikaBhadury,

I've explained how to add contacts to Zoom webinars here: https://community.hubspot.com/t5/Marketing-Integrations/Zoom-webinar-confirmation-email-with-calendar-invite/m-p/656056/highlight/true#M4075

You have two options: Either you copy the join URL into a single-line text property (step 2 and 4) and use that property as a personalization token to build your own confirmation email. Or you just add the contact to the Zoom webinar (step 2) and let Zoom itself send the confirmation email. Both works.

To account for two date options, simply add an if/then branch at the beginning of the workflow, branching by the options shown in the form. You would then add the corresponding "Add Contact to Zoom Webinar" option in each branch.

Let me know if you have any follow-up questions!

Re: Creating a workflow for webinar

RitwikaBhadury — Thu, 20 Jul 2023 04:28:48 GMT

We have built workflows to enroll contacts in the zoom webinar and it has worked great for us so far. What we do is create our own landing page (we add the zoom webinar id in our workflows) that hosts the registration form for the webinar and when a contact fills out the form, they get enrolled in the workflow and receive the confirmation email along with the link to join the webinar.
That's not what I'm concerned about this time however, my question arises because we're giving them the option to choose a time they're comfortable with to attend the webinar - as part of filling up the form. How do we set up the if/then branch in a workflow to capture that?
Like if a person selects option a in the form, they get email 1 with a separate zoom link and if they choose option b in the form, they get email 2 with a different zoom link to join the webinar.

I hope I was able to explain my question in a better way!

Re: Creating a workflow for webinar

karstenkoehler — Thu, 20 Jul 2023 04:41:31 GMT

Hi @RitwikaBhadury,

By doing this, as I wrote in my previous reply:

To account for two date options, simply add an if/then branch at the beginning of the workflow, branching by the options shown in the form. You would then add the corresponding "Add Contact to Zoom Webinar" option in each branch.

Your workflow is triggered by a form submission. The first step in your workflow is the "If/then branch". In this branch, select Contact properties and the field from your form that your contacts use to pick a time. You now have a branch for each time option and can use the "Add to Zoom webinar" option in each branch.

If this part isn't clear, can you explain where you're getting stuck?

Best regards

Re: Creating a workflow for webinar

RitwikaBhadury — Thu, 20 Jul 2023 13:40:35 GMT

This is where I'm stuck. I can't find the form field to specify the choice selected by the contact for the if/then branch.

Re: Creating a workflow for webinar

karstenkoehler — Thu, 20 Jul 2023 13:59:56 GMT

Hi @RitwikaBhadury,

You would look for the name of the field you used on your form to choose the timeslot. If you're not sure what that is, open the form "Webinar 2023, ThinkOn Product Portfolio".

Best regards

Re: Creating a workflow for webinar

RitwikaBhadury — Thu, 20 Jul 2023 14:44:16 GMT

This was helpful! Thanks! I had to create a custom property, but this worked.