Citrix GoToWebinar User Guide

Act-On's GoToWebinar integration lets you manage your webinar registration, promotion, reminders, and follow-up from one place in Act-On. Registrations and attendance sync between the two systems so contacts can be scored, segmented, and pushed to your CRM.

The overall process

1. Connect Act-On to GoToWebinar.
2. Schedule your webinar in GoToWebinar as usual.
3. Add an Act-On webinar program to the event from the Webinars listing.
4. Build your registration form, auto-response, reminders, invitations, and follow-ups in the webinar dashboard.
5. Enable the form to push registrants into your CRM so contact records stay up to date.

After the event, Act-On syncs with GoToWebinar automatically to pull in attendance data. See Reporting.

Connect Act-On to GoToWebinar

1. In Act-On, go to Settings > Connectors > Webinar > GoToWebinar.
2. Click +Connect.
3. Enter your GoToWebinar username and password, then click Login.

The connection is used only to sync event information between the two systems.

Add an Act-On webinar program to an event

1. Log in to GoToWebinar and schedule a new webinar as usual.
2. In Act-On, go to Automation > Webinars. Your upcoming GoToWebinar events appear in the listing.
3. Click the title of the webinar you want to add an Act-On program to.
4. Click OK in the confirmation dialog.

Act-On adds the program and takes you to the webinar dashboard. A scroll icon next to a webinar in the listing indicates that an Act-On program has already been added.

Build the webinar program

The webinar dashboard is where you build everything: the registration form, the confirmation and reminder messages, promotional invitations, and follow-up emails.

Registration form

Click Create Default Form or Copy an Existing Form. Either option creates an Act-On form containing the standard and custom fields defined in your webinar.

After the form is created, click the form title to edit it. You can adjust the field layout, customise the thank-you page, and enable CRM sync. Design and branding changes are made on the Landing Page the form is embedded in, not on the form itself.

Auto-response message (optional)

1. Click Create under the auto-response section.
2. Generate a default message or start from an existing message, then click Save.
3. If you start from an existing message, make sure it contains a Time & Place block. Act-On inserts the meeting time and Join URL into this block automatically.
4. Edit the message to add meeting number and audio dial-in information to the Time & Place block. The Join URL is generated for you.

Reminder messages (optional)

1. Click Create Reminder.
2. Generate a default message or start from an existing one (make sure it has a Time & Place block), then click Save.
3. Edit the reminder to add meeting number and audio information.
4. Once the message looks right, click the Unscheduled link below it to set a launch time.
5. Repeat for any additional reminders (for example, one day before and one hour before).

Act-On automatically addresses reminders to current registrants only, so you do not need to segment the recipient list yourself.

Event promotion

1. Click Promotion Lists to pick the marketing lists or segments you want to invite.
2. Click Add Invitation.
3. Create a default invitation or start from an existing message, then click Save. The default invitation includes basic text, a Time & Place block, and a link to your registration form.
4. Edit the invitation for this webinar, then click Save.
5. Click the Unscheduled link below the message to set a launch time.
6. Repeat for additional invitations or "last chance" reminders.

Whenever an invitation is sent, Act-On automatically suppresses anyone who has already registered, so you do not need to build that suppression yourself.

Follow-up messages

1. Click Add Followup.
2. Choose which segment of your audience should receive the message (for example, attendees only, or registered-but-did-not-attend). Act-On handles the segmentation for you.
3. Start from a default message or an existing one, then click Save.
4. Edit the message for this webinar and click Save.
5. Click the Unscheduled link to set a launch time.
6. Repeat for additional follow-ups aimed at different segments.

Follow-ups can be created any time and scheduled to launch once attendance data is available.

Reporting

After the event, click Reports at the top of the webinar dashboard to see:

• Webinar Session Report: details of registrants and attendees.
• Form Activity Report: form views and submissions by traffic source, including each trackable URL you created and your email invitations.
• Message Reports: the response report for each message sent from the webinar program.

How syncing works

Once an Act-On webinar program has been added, the two systems sync automatically:

• New registrations in Act-On are sent to GoToWebinar immediately.
• After the event, Act-On checks GoToWebinar for attendance data every hour for up to 48 hours. Attendance is usually available within 24 hours.
• You can force an immediate sync at any time by clicking Sync at the top of the webinar dashboard.

Sync registration data to your CRM

When the registration form is configured to update your CRM, Act-On pushes registration data to Salesforce, SugarCRM, Microsoft Dynamics, Infor CRM, and NetSuite.

Salesforce campaign mapping

Salesforce users can link the webinar to a Salesforce campaign so a contact's status updates automatically as they move through the event.

1. On the webinar dashboard, click the Salesforce campaign link in Step 2.
2. Click Change to select an existing campaign or create a new one.
3. Map each webinar status (Initial, Invited, Registered, Attended) to a status in your Salesforce campaign.

When you send promotional messages, existing Salesforce campaign members are moved to Invited. As contacts register or attend, their status updates to Registered or Attended, and new registrants are added to the campaign if they are not already members.