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Customer Forum

Webinar Portal - Using the Portal

Alix (Workbooks Online) Posted: 2017-09-19 11:23

Below is a summary of each area of the Webinar Portal, what it displays, and what happens when someone registers.

Upcoming Webinars

This is a page that will display all Webinars that are coming up, with a brief summary of what they are for and when they will be.

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The Portal will only show Marketing Campaigns that have a type of Webinar, where the status is "Active", the Webinar Start is in the future, and where the Webinar Key field is not blank (i.e. it has been integrated with GoToWebinar). They will be displayed in ascending order of Start Date/Time.

If there are no spaces left for the Webinar, i.e. the Webinar Availability field is set to 0, then instead of a 'Register' button, a message will be displayed:

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Registering for an Upcoming Webinar

By clicking on the 'Register' button, the Portal will open a page for that specific Webinar, which will display when the Webinar will be run and what the Agenda is.

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The 'Contributors' tab will show the details of who is speaking at the Webinar.

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Clicking on the 'Register now' button will open up a form for the person to fill out their details.

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They will not be able to click on the 'Register' button at the bottom until all of the details have been completed.

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When the details are submitted, the process will use the email address to identify whether there is already a record for them in the database. First it will look for a matching Person, and if one is not found, it will look for a Sales Lead. If no record is found, the details are used to create a new Sales Lead.

If more than one record exists with a matching email address, it will use the record with the lowest id, i.e. the oldest record.

The record that is found/created will be added as a member of the relevant Marketing Campaign, with a status of 'Registered'.

The process will then send the Name and Email Address to GoToWebinar and register them for the Webinar. GoToWebinar will automatically send them a confirmation email that contains the joining details.

Once that has been done, a message will be displayed in the portal, to confirm the registration.

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Previous Webinars

This is a page that will display all the Webinars that have already taken place.

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The Portal will only show Marketing Campaigns that have a type of Webinar, where the status is "Complete", the Webinar End is in the past, and where the Webinar Download Link field is not blank (i.e. there is a download available). They will be displayed in descending order of Webinar End Date/Time.

Downloading from a Previous Webinar

By clicking on the 'Access Now' button, the Portal will open a page for that specific Webinar, which will display when the Webinar was run and what the Agenda was.

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If the Gated Download checkbox on the corresponding Marketing Campaign has been set to true, the person will have to fill in their details before they are redirected to the download link. When these details are submitted, the process will use the email address to identify whether there is already a record for them in the database. First it will look for a matching Person, and if one is not found, it will look for a Sales Lead. If no record is found, the details are used to create a new Sales Lead.

The process will then create an Activity against the found/created record, with a Type of 'Webinar - Content Download'. The Activity will also be related to the relevant Marketing Campaign.

If the Gated Download checkbox on the corresponding Marketing Campaign has not been set to true, the person will be redirected to the download link without having to fill in their details and there will be no records created in Workbooks.