Hello,
I want to include a reminder email sent the day of the webinar (1 hour before) to the contacts who have registered for the webinar. Do I need to set this via workflow?
Can anyone please let me know what’s the best way to do this?
Thanks
Hi @KaKaRoT,
You don’t need to send it via workflow, it could also be a regular, manual email send.
If however you want to make it an automatic email, then yes, a contact-based workflow would make sense:
You would create a date-centered workflow which allows you to specify a date and time and how many days/hours/minutes before this event time you want actions (such as your reminder email) to happen.
Let me know if that helps or if you need more detailed steps.
Best regards!
Hi @karstenkoehler, thanks for your super quick response. What if I add the below action in the blank workflow will it send the reminder email to the contacts who enrolled in the workflow?
Say if I have a webinar on April 12 at 11 AM PT and if I use a “Delay until date” action in workflow and then add the email send action. Will it work?
Thanks
Hi @KaKaRoT,
Yes, the workflow would enroll all contacts based on your enrollment criteria, then wait until April 12, 10am, then send the email in step 10. If contacts enroll into the workflow after April 12, 10am, contacts would skip this action.
Best regards!
Hi @karstenkoehler,
So after April 12, 10 am the enrolled contacts will receive an email specified in the next action, correct?
And if contacts enroll into the workflow after April 12, 10 am, they would skip this action automatically or do I need to specify it somewhere in the workflow action? Can you please confirm?
Thanks
Hi @KaKaRoT,
They would skip all actions in the past and queue up for all actions in the future. If a contact joins April 12, 3pm, for example, and the next delay is for April 12, 5pm, then they would complete this next action. If the next action however was April 12, 2pm, they would also skip that one.
Best regards!
Hi @karstenkoehler, so is my action set correct? I want the reminder to be sent to only contacts who enrolled in the workflow before the specified date. Please confirm.
Thanks
Yes, @KaKaRoT, that’s correct, if you’re in a date-centered workflow. From the part of your screenshot I cannot tell.
If you’re in a regular workflow, all contacts will go through this action, even when it’s in the past.
If you’re in a date-centered workflow (see my screenshot), contacts will not go through the action if it’s in the past.
Hi @karstenkoehler, I have used a regular workflow where the enrollment trigger is a contact who fills out the form on the specified landing page.
Once they fill out the form they are added to the zoom webinar and then a registration confirmation email is sent. Post to that I added the delay specified in the previously shared screenshot and then the second email action of the reminder email. Hope this clears up.
So will it work?
Thanks
No, it will not, @KaKaRoT. Actions in the past are only skipped in date-centered workflows.
Hi @karstenkoehler, so in date-centered workflow what contact trigger enrollment I would have to use then?
Thanks
Hi @KaKaRoT
What webinar tool are you using?
Based on my own experience, I would always advice to do any pre-event comms via your webinar tool of choice. It’s a core functionality of most tools, and they have decent and customisable email templates, and can usually done with a click or two.
If you want to do the pre-event comms via HubSpot you would need to do the following:
- List of registered contacts
- Automated reminder email
- Contact based workflow that triggers 1h before the webinar time and date
Once the event is over I would do follow ups via either a workflow or individual emails - really depends on how many of those you run - and by building list of people who 1) registered + attended & 2) registered + did not attend.
I hope that helps.
Frank