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Act-On Software

Citrix GoToWebinar User Guide

 

Act-On's integration with Citrix GoToWebinar allows you to do the following:

  • Manage and track your GoToWebinar event collateral from a single screen in Act-On
  • Sync registrants and attendees between both systems
  • Track your contacts' registration and attendance behavior for lead scoring and list segmentation

Overall Process Steps

Note: These steps are described in more detail in the subsequent sections.
  1. Click on Settings > Connectors to set up a connection to your GoToWebinar account.
  2. Schedule your webinar within GoToWebinar as usual.
  3. From the Automation > Webinars listing, click on the webinar created in Step 2 to add an Act-On webinar program to the event.
  4. You will be redirected to the webinar dashboard where you can quickly generate your registration form, confirmations, reminders, invitations, and follow-up messages, using default or customized templates.
  5. Enable your form to automatically push registrants into your CRM.
    • All of your event collateral can be managed and tracked from a single screen in Act-On
    • Act-On auto-syncs with GoToWebinar to track registrations for the event and pull attendance data back into Act-On
    • Your contacts' event registration and attendance information become part of their Act-On Activity History and can be used in lead scoring and list segmentation

Set Up The GoToWebinar Connector

  1. Click on Settings, and click on Connectors.
  2. Click Webinars > GoToWebinar from the left-hand navigation bar.
  3. Click Connect.
  4. Enter your GoToWebinar username and password in the dialog box and click Login.
  5. This connection will be used only between the applications to sync necessary information specific to your GoToWebinar events.

Add A Webinar Program to a GoToWebinar Event

  1. Log in to your GoToWebinar account and schedule a new webinar as usual.
  2. In Act-On, click on Automation and select Webinars. All upcoming webinars that exist in GoToWebinar will display in the listing.
  3. Click the title of the webinar to which you would like to add the Act-On program.
  4. Click OK in the confirmation dialog window that appears. A scroll icon to the right of a webinar in the listing indicates that an Act-On program has been added to the webinar.
  5. After clicking OK, you will be directed to the webinar dashboard where you can create and track all of your collateral.

Webinar Event Settings

Registration Forms, Auto-response and Reminder Email Messages

To generate a registration form:

  1. Click Create Default Form to set up a registration form. This will automatically create an Act-On form containing all of the standard and custom fields defined in your webinar.
  2. Once you've created the form, click on the form title to make any desired edits, such as adjusting the layout or branding, customizing the 'thank you' page, or enabling synchronization to your CRM.

Note: Required fields must match between GoToWebinar and your Act-On form. If fields are required in GTM but not in Act-On, the Join URL for your webinar will not generate.

To create an optional auto-response message:

  1. Click Create.
  2. Choose to generate a default message, or use a previously-created message as your template, and click Save
    Note: When using an existing message, choose one with (or add) a Time & Place block so that Act-On can automatically insert the meeting time and Join URL for the registrant.
  3. Edit the auto-response message to add the meeting number and audio information to the Time & Place block. The Join URL is automatically generated.
Note: Because GoToWebinar automatically creates auto-response and reminder messages for your event, you may choose to use those default messages rather than create them in Act-On. If you choose to create and send your messages through Act-On, you should first disable the messages from within GoToWebinar, to ensure that you do not send two sets of emails with the same messages to recipients.

To create optional reminder emails (and help encourage attendance):

  1. Click Create Reminder.
  2. Choose to generate a default message, or use a previously-created message as your template, and click Save. When using an existing message, choose one with a Time & Place block so that Act-On can automatically insert the meeting time and Join URL for the registrant.
  3. Edit the reminder message to add the meeting number and audio information to the Time & Place block. The Join URL is automatically provided.
  4. After the message has been created, menu options will appear to allow you to edit, test, or delete the message.
  5. Once you're satisfied with the message, click the Unscheduled link below it to schedule the launch time.
  6. Repeat this process for any additional reminder messages you would like to be sent at various intervals before your event. Simply schedule the date and time you would like each message to go out. Act-On will automatically address each reminder email to be sent only to your current registrants, to save you the time of segmenting and addressing each message to the appropriate group.
Note: As with the confirmation email, if you create your reminder email messages within Act-On you should disable the automatic reminders set up in GoToWebinar.

Event Promotion

To set up an invitation message for your event:

  1. Click Promotion Lists to select the marketing lists or segments in Act-On that you would like to receive your invitation messages.
  2. Click Add Invitation.
  3. Choose to create a default invitation message, or select an existing message to use as your template, and click Save.
  4. The default message will include basic text, a Time & Place block with your meeting time, and a link to your registration form.
  5. Edit the message to make any changes specific to your webinar, and click Save.
  6. After the message has been created, menu options will allow you to edit, test, copy, or delete the message, or change the recipients.
  7. Once you're satisfied with the message, click the Unscheduled link below it to schedule the launch time.
  8. Repeat this process for any additional invitations and reminder messages you would like to send out before the event.
Note: Whenever an invitation is sent, Act-On will automatically suppress anyone who has already registered, to save you the effort of segmenting and manually suppressing this group.

To generate trackable links:

  1. Click Add Link.
  2. Give the new link a meaningful name for reference, such as 'Home Page,' 'Partner Site,' 'Google Adwords,' or 'Twitter' and click OK.
  3. Repeat for additional links.

If you plan to promote your webinar through multiple channels, you can generate separate trackable links for each channel. The views and submissions driven from each of these traffic sources can then be tracked.

Follow-up Messages

To create follow-up messages to be sent to different segments of your audience after the event:

  1. Click Add Followup.
  2. In the window that appears, select one or more segments of your audience to send the follow-up message to. Act-On will automatically segment your lists to send each message to the appropriate groups.
  3. Select a default message, or choose from an existing message to use as your template, and click Save.
  4. Edit the message to make any changes specific to your webinar and click Save.
  5. After the message has been created, menu options will allow you to Test, Copy, or Delete the message, or change the recipients.
  6. Once you're satisfied with the message, click the Unscheduled link below it to schedule the launch time.
  7. Repeat this process for any additional follow-up messages you would like to send after your event..

Notes:

  • As with the confirmation and reminder emails, if you create follow-up emails within Act-On, you should disable the automatic reminders set up in GoToWebinar.
  • Follow-up messages can be created at any point and scheduled to be sent after the attendance data is available.
  • Act-On will automatically sync with GoToWebinar every hour after the event, for up to 48 hours, to pull in attendance data as soon as GoToWebinar makes it available. This information is typically available within 24 hours. You can also manually sync with GoToWebinar at any time by clicking on the Sync button at the top of the webinar dashboard.

Reporting

After your event, click the Reports link at the top of the webinar dashboard to access the following information:

  • Webinar Session Report – Quickly see details of your event registrants and attendees.
  • Form Activity Report – Form views and submissions are listed here by traffic source. Traffic sources include each of the trackable links you generated, as well as your email invitations.
  • Message Reports – View the response report for each of the messages associated with your event.

Syncing Data Between Citrix GoToWebinar and Act-On

Once an Act-On event is created for your webinar, Act-On automatically syncs with GoToWebinar on a regular basis to ensure that both applications stay updated. In addition, whenever someone registers in Act-On, this information is sent to GoToWebinar immediately.

  • After your event, Act-On will check for attendance data every hour until GoToWebinar makes it available, which may take up to 24 hours
  • You can also manually sync with GoToWebinar at any time, by clicking the Sync button at the top of the webinar dashboard

Syncing Data Between Citrix GoToWebinar and Your CRM

Act-On pushes registration data to Salesforce, SugarCRM, Microsoft Dynamics, Infor CRM and NetSuite when the registration form within Act-On is set to update the CRM.

Note: Salesforce users also have the option to add records directly to Salesforce campaigns, so a prospect’s membership status is automatically updated as they progress through the event. 
  • On the webinar dashboard, click the Salesforce campaign link in Step 2.
  • Click the Change button to select an existing campaign or create one from scratch.
  • Once the campaign is selected, map the potential webinar statuses – Initial, Invited, Registered, Attended – to any standard or custom statuses in your Salesforce campaign.

The status of prospects currently in your Salesforce campaign will be updated to 'Invited' when your promotional messages are sent. When prospects register or attend, their Salesforce campaign status will also automatically be updated. If they are not yet part of the campaign, they will be added. 

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