How to Update a Custom Property for the Most Recent Webinar Registration in Workflows?

Smart CRM & Sales Hub Tips, Tricks & Best Practices
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1

I’m trying to send an automated email to contacts when they register for a webinar.

I set up an automated email that includes a personalization token with the webinar name, so the email says:
“Thank you for registering for our upcoming webinar: [name of webinar].”

This webinar name is stored in a custom property called “Last Registered Webinar”, which I update through a workflow.

I’ve tried two versions of the workflow:

Version A: Separate Forms for Each Webinar

Enrollment Trigger: Contact submits any webinar form (multiple forms exist, one per webinar).

  1. Clear “Last Registered Webinar” property.
  2. Branch by which webinar form they submitted.
  3. Set “Last Registered Webinar” to the corresponding webinar name.
  4. Send the email.

Version B: One Form for All Webinars

Enrollment Trigger: Contact submits the same webinar registration form (used for all webinars).

  1. Clear “Last Registered Webinar” property.
  2. Branch by which landing page the form was submitted on.
  3. Set “Last Registered Webinar” to the corresponding webinar name.
  4. Send the email.

Issue:
The workflow works fine for contacts registering for one webinar. The problem occurs when a contact registers for multiple webinars. Since multiple branches apply, the “Last Registered Webinar” value doesn’t always reflect the most recently submitted webinar form.

I can’t find a way to filter the branches based on the most recent form submission, so if someone registers for Webinar A and later for Webinar D, their “Last Registered Webinar” might still show Webinar A instead of D.

I prefer Version B (one form for all webinars) but wanted to provide both versions in case there’s an advantage to separate forms.

Is there a way to ensure the “Last Registered Webinar” reflects the most recent registration? Or an alternative approach to solving this issue?

2

Hi @CarrieH94,

Which webinar tool are you using and which HubSpot subscription(s) do you have?

Best regards

3

We’re using Zoom for webinars. There’s a native “Last registered Zoom webinar” from the integration, but it’s the URL and we want the title.

We’re also doing a similar workflow for in-person events so ideally, the solution should be indepedent from the Zoom integration.

4

Hi @CarrieH94,

Are you sending this email as a sort of nurturing email? Of it’s supposed to be a registration confirmation, wouldn’t the automatic emails from Zoom be a better option?

From a HubSpot configuration point of view, option A is better. Option B can also work if the form is a dropdown instead of multiple checkboxes - this would force contacts to submit the firm repeatedly but would still be better than multiple forms.

(Should you have an Enterprise subscription, this can be solved nicely with custom objects.)

5

You can get the Zoom Webinar id present in the url, and use them in the filters like if the last registered webinar contains “Webinarid-withoutspaces” the details of the registrants will be pulled into the lists and to the workflow triggers!

Thanks,

Venkat