Best practices for tracking webinar participation over time

[StPatrick]

Hi,

I'm trying to figure out the best way to track a contact's webinar behavior across many of our webinars  over time wtihout clogging up the CRM with tons of custom fields or lists. 

I'm coming from Active Campaign where we assign tags to contacts when they perform an action -- so for each webinar we have, we have the following tags:

webinar-name_clicked-to-register

webinar-name_registered

webinar-name_attended

webinar-name_missed

webinar-nane_watched-replay

This way we can send a reminder out to people who misssed it to watch the replay, or for people who attended to make them an offer, or to people who clicked the link to register but didn't actually register to remind them to register.

Do most people create lists for each webinar they do? Or use custom properties in the CRM. 

Thanks

[karstenkoehler · Accepted solution]

Hi @StPatrick,

This depends a bit on the webinar solution you're using. Generally a good way to track registration and participation is indeed setting up a multiple checkboxes property. Everytime you're planning a new webinar, you would add a new option to this property.

This property can then be maintained by a contact-based workflow: If a contact registers for a webinar, append the value for the corresponding webinar to this property. (It's easiest to create one workflow for each webinar here.)

This also allows you to easily create lists for webinars and reporting.

If you want to track registration and participation separately, that would be two properties then.

Let me know if that answers your question!

[StPatrick · Accepted solution]

I'm using Zoom.

So would each webinar be a new custom property with checkboxes underneath?

Webinar 1 Custom Property:   [ ] regsitered [ ] attended [ ] watched replay

or

One webinar property with this approach:

Webinar Custom Property for all webinars:   

[ ] webinar-01_regsitered [ ] webinar-01_attended [ ] webinar-01_watched replay

[ ] webinar-02_regsitered [ ] webinar-02_attended [ ] webinar-02_watched replay

[ ] webinar-03_regsitered [ ] webinar-03_attended [ ] webinar-03_watched replay

Thanks!

[StPatrick]

Sure. 

If I have the count of the number of webinars attended, there's no way to know what the names of the webinars are. That is, if one contact attended 3 webinars about SEO, and another contact attended 3 webinars about web design, they would both show up as "3 webinars attended" -- but they'd be contacts who should be segmented very differently. 

Thanks for your help and your patience!

[karstenkoehler]

Hi @StPatrick,

Got it. Yes, this is a limitation of how HubSpot properties work. You would have to set up separate counter properties if you want to access this information.

Best regards!

[StPatrick]

Yeah, I figured. I can make a separate tracking list or see
about integrating AirTable or the like.
Thank you!

[karstenkoehler · Accepted solution]

Hi @StPatrick,

This depends a bit on the webinar solution you're using. Generally a good way to track registration and participation is indeed setting up a multiple checkboxes property. Everytime you're planning a new webinar, you would add a new option to this property.

This property can then be maintained by a contact-based workflow: If a contact registers for a webinar, append the value for the corresponding webinar to this property. (It's easiest to create one workflow for each webinar here.)

This also allows you to easily create lists for webinars and reporting.

If you want to track registration and participation separately, that would be two properties then.

Let me know if that answers your question!

[StPatrick · Accepted solution]

I'm using Zoom.

So would each webinar be a new custom property with checkboxes underneath?

Webinar 1 Custom Property:   [ ] regsitered [ ] attended [ ] watched replay

or

One webinar property with this approach:

Webinar Custom Property for all webinars:   

[ ] webinar-01_regsitered [ ] webinar-01_attended [ ] webinar-01_watched replay

[ ] webinar-02_regsitered [ ] webinar-02_attended [ ] webinar-02_watched replay

[ ] webinar-03_regsitered [ ] webinar-03_attended [ ] webinar-03_watched replay

Thanks!

[karstenkoehler · Accepted solution]

Hi @StPatrick,

This comes down to personal preference, your options definitely work. I would probably have created three multiple checkboxes properties:

Webinars registered: [ ] Webinar 1 [ ] Webinar 2 [ ] Webinar 3

Webinars attended: [ ] Webinar 1 [ ] Webinar 2 [ ] Webinar 3

Webinar recordings watched: [ ] Webinar 1 [ ] Webinar 2 [ ] Webinar 3

Makes it easier to filter some things, e.g. "Webinars attended is unknown".

Also, looking ahead, if you're planning on scoring or filtering contacts based on their webinar interactions, I'd recommend creating number properties now (Number of webinars registered, Number of webinars attended, Number of webinar recordings watched). At the end of the workflows described above, you could increase the value of that property by +1. Or in other words, every time a contact registers, register that within the number property. (Without a number property this information is hard to access, especially historically.)

Best regards!

[StPatrick]

That's good! 

How would you cross reference which webinars are in the counts?

[karstenkoehler]

Hi @StPatrick,

Could you specify the question? The number properties would only give you the total number, somewhat of a black box. You're not able to tell which webinars are counted.

For that you would use the multiple checkboxes properties. Here you could create lists filtering for Webinars registered is any of Webinar 1, Webinar 3, Webinar 5.

Let me know if I misunderstood the question.

Best regards!