This guide walks you through the process of setting up an automation workflow to manage a live webinar, from registration to reminders to post-event actions.

Step 1: Access Automations

• Open the automation tool.

• Click on "Create a workflow."

• Select an automation template, for example, "Webinar registration confirmation and reminder."

• Click on "Continue" to see a preview of the automation.

Step 2: Select the "Recipe - Webinar" Automation template

• Choose an appropriate automation template, for example, "Webinar registration confirmation and reminder."

• Click on the selected template.

Step 3: Configure the trigger after filling out the form

• Select the registration form used for the webinar (e.g., formulaire webinaire).

• If the form does not appear, delete and reapply the filter in the trigger settings.

🔴 SPECIFICITY: If you use the CrocoLive feature...

You do not need to select a form.

In the "other" settings of your CrocoLive webinar, simply configure the addition of the contact in the automation you are building at the time of their registration.

To do this:

• Go to the "Webinar" tab in the left side menu, then click on your Webinar.

• Go to the "Other" section, then to "Webinar Integrations."

• Select "CrocoClick" and then choose to add the contact to our new reminder automation when they register.

Step 4: Add a Tag

• Add a tag (e.g., Inscrit Webinaire Janvier) to easily track registrants.

• Describe this tag clearly so that you can reuse it.

🔴 SPECIFICITY: If you use the CrocoLive feature...

You can choose to add the tag in the automation, or directly in the "other" tab of your CrocoLive in the "webinar" section.

Step 5: Set the date and time of the webinar

• Add an action that saves the event date in the contact file.

• Example: 31 janvier 2051 à 13h30.

🔴 SPECIFICITY: If you use the CrocoLive feature...

If you are using the CrocoLive feature, you can choose a "custom field" as the date, then click on the custom field icon to add "Webinar Time Stamp."

This field can be found in Contact > Custom Fields > Webinar Time Stamp.

This is the date and time when the contact registered, in "Machine" format.

Step 6: Create follow-up emails and "wait" actions

• Add a confirmation email immediately after registration.

• Add "Wait" actions, configured according to the event (event - Wait until... or wait after...).

• Add your emails

🔴 SPECIFICITY: If you are using the CrocoLive feature...

If you created your webinar with CrocoLive, you can use the following custom values in your emails:

• Webinar Link → unique link to access the room.

• Webinar Replay Link → unique replay link.

• Webinar Date & Time → date and time displayed to the user (with time zone).

• Webinar Date Timestamp → technical timestamp to synchronize your reminders and workflows.

Step 7: Manage cases where the date has passed

• Use the "Skip if date has passed" conditions in your wait actions to avoid sending reminders after the webinar.

• This ensures a clean and relevant experience.

Step 8: Add post-event actions

• For registrants after the webinar date, redirect them to a replay or a waiting list.

• You can also add a tag or send a personalized email.

Step 9: Check & Publish the automation

• Check that the following options are enabled according to your needs:

  • Allow multiple entries

  • Allow re-entry into automation

• Click Publish once you are satisfied with the scenario.

⚠️ Precautions to take

• The form must be 100% functional before connecting the automation.

• Your emails must contain essential practical information: Zoom link, date/time, replay, contact details in case of problems.

⚡ Efficiency tips

• Use customizable email templates so you don't have to start from scratch.

• Test the automation by signing up yourself before the official launch.

• Clone this workflow for your future events: guaranteed time savings!