Webinar Purchase + Follow Up Emails

Marketing & Content Hub Tips, Tricks & Best Practices
1

We are starting to offer paid webinars as a product. A person can go to a landing page and purchase a session.

Hi all -

We’re trying to figure out how to do the following after a customer pays for a session:

  1. Send a follow up email to the purchaser with the following info:
    1. Zoom link to session
    2. Calendar invitation to add to Gcal, Outlook, etc
  2. Then, we want to send the following reminder emails:
    1. 1 week out reminder
    2. 24 hours out reminder
    3. 1 hour out reminder
  3. After the event, we want to send an after event summary email

We have access to Wistia and Zoom and both are integrated with HubSpot. However, I can’t figure out how to do the automated email sends.

Has anyone done this before? Can you provide some guidance on how to approach this?

2

Hi @AllisonHanna

Here’s a map of how we used to promote Webinar Campaigns for one of our clients:

Webalite-webinar-map-2022.png
Webalite-webinar-map-2022.png1594×933 119 KB

We used Zoom’s Webinar Product, HubSpot Marketing Pro and [in this case] WordPress (it would also work in HubSpot CMS). We spent several months making a “recipe” so we could repeat the process.

A few warnings:

  • Zoom’s Webinar Software price jumps quickly when you go over the Pricing Tiers e.g. 500 participants
  • make sure you use Zoom’s Email Reminder, or HubSpot Workflow Emails (probably not both)
  • when running a Date Based Workflow make sure you include all the information just in case someone misses one of the early emails.

If you’d like to discuss the entire plan we used to deliver Webinars please send me a message with your calendar link.

Have fun

Mike

Here to learn more about HubSpot and share my HubSpot Knowledge. I’m the founder of Webalite a Gold HubSpot Partner Agency based in Wellington, New Zealand and the founder of Portal-iQ the world’s first automated HubSpot Portal Audit that helps you work smarter with HubSpot.

3

Hey @AllisonHanna! Figured I would add some context for people with similar setups - setting up a webinar with registration (paid or not) with HubSpot, even though you probably found a solution already. This is a pretty common setup, but easiest way to approach is to split responsibilities:

  • Webinar tool (Zoom, Univid, etc) → confirmation + join link + calendar buttons + reminders
  • HubSpot → post-event emails + segmentation

After purchase, you should:

1. Automatically register the contact to the webinar:

Recommended is to do this through a Workflow (most dedicated webinar platforms support this). Using a HS form with a hidden form field or similar, might also be supported - if you don’t have a HS plan where workflows are included.

2. Let webinar platform send:

  • confirmation email (with join link + calendar)
  • reminders (1 week / 24h / 1h)

3. Then in HubSpot:

  • trigger workflows based on attended status + engagement signals from webinar tool
  • send replay / follow-up emails

Trying to send reminder emails from HubSpot gets tricky unless your webinar tool supports passing the personal join link + calendar links back into HubSpot.

If you need more control + data in HubSpot, it’s worth looking at webinar tools with deeper native integrations - e.g. ones that both sync personal links and engagement data back. Univid is one example (top rated in the HubSpot marketplace and G2). Good luck!

Btw. I also recorded a video that explains this in more detail - hopefully it can help