Email Invite - How to create a webinar campaign on SharpSpring

How to create a webinar campaign on SharpSpring

For SharpSpring users – automate and streamline your webinar registrations, and get more attendees signing up for each event.

This step-by-step process will help you build out an automated event registration campaign you can implement as often as you need.

Step 1: Create a Forms to capture the contact details of attendees

1. Create a Registration Form with appropriate Fields e.g. Name, Last name, email address etc.

2. Go to settings and enable free email accounts

Step 2: Create the Registration Emails

1. Create an email invitation to the webinar

2. Create ‘Thank you for registering email’ with a ‘book in calendar’ link

3. View a pop-out preview to test the links

4. Send a test email to a Test list to double-check links and layout

Step 3: Create a Visual Workflow to automate the process

1. Create a ‘confirmation of booking’ visual workflow
1.1 Trigger: When a contact fills out the form (select appropriate registration form)
1.2 Action: Send a notification to email (insert the email address to notify)
1.3 Action: Send a notification to email (if a second notification is required)
1.4 Action: Send the email – ‘Thank you for registering’ (with appropriate date)

2. Change the branch name to your webinar title for easy reference in the notifications

Step 4: Create a dynamic rules-based list

1. Add a new list

2. Name the list with the webinar title and/or date

2.1 Trigger: When a contact fills out the form (select the appropriate registration form)
2.2 At any time
2.3 Click save

Step 5: Create a webinar landing pages

1. Create a new landing page or copy a previous landing page

2. Rename the url (if it’s a copy)

3. Rename the pages – e.g.
3.1 Page 1: Webinar information
3.2 Page 2: Thank You

4. Add the webinar content or update the content on the page (speakers, date, time etc)

5. Insert the latest webinar registration form

6. Link the ‘Thank you’ page to the form, so when the form is completed, the registered contact will be directed to this page

7. Save and publish

8. View a live preview

9. Test the page by completing the form
9.1 Did it go to the correct ‘Thank You’ page
9.2 Did you get the notification
9.3 Did you get the ‘Thank you’ email
9.4 Did you get added to the list

10. Copy the URL for the landing page to include in the next series of emails

11. Go back to past webinar landing pages and replace with the latest registration form (in case those pages still get traffic and visitors)

Step 6: Create a series of follow-up emails

1. Update the email invitation from Step 2 with the new landing page URL in the register now button (If copied a previous email – check to make sure all links are updated)

2. View a pop-out preview to test the links

3. Send a test email to a Test list to double-check links and layout

4. Create a series of ‘reminder’ emails e.g

4.1 What to expect – Speaker updates/ teasers
4.2 24 hours to go (If copied a previous email – check to make sure all links and text are updated)
4.3 1 hour to go (If copied a previous email – check to make sure all links and text are updated)
4.4 ‘Thanks for Attending’ email

Step 7: Referral workflow

1. Create and set-up a referral landing page

2. Create and set-up a referral form and add to the landing page

3. Create a visual workflow – e.g.
3.1 Trigger: when a contact completes the referral form
3.2 Action: Send a notified to a relevant email address
3.3 Action: Send an invitation email to the referred contact
3.4 Action: Send a ‘Thank you for the referral’ email to the referee
3.5 Action: Add contact to a referral list

4. Change email automations to the latest invitation email

Step 8: Create Promotional Ads

1. Include speakers images

2. Include speaker bios

3. Include the date

4. Include the time

Step 9: Activation

1. Social Media (include latest and tested webinar landing page URL link)

1.1 Post Ad on Facebook
1.2 Post on LinkedIn
1.3 Post on Twitter

2. Send emails to database
2.1 Send invitation email to selected lists on your CRM database
2.2 A few days later – Resend to unopened

  • Build a Report
  • Create a temporary list
  • Exclude registered lists

2.3 A few days later – resend to all (optional)

2.4 Schedule ‘24 hours to go’ emailer

  • Select only registered lists

2.5 Schedule ‘1 hour to go’ emailer

  • Select only registered lists

2.6 Schedule ‘Thanks for attending’ email

  • Select only registered lists

If you require help, please submit a service ticket for further assistance.

How to create a webinar campaign on SharpSpring
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