Smarter Week

How to automate it

How to automate “organize webinars and events: invites, reminders and follow-up”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

120 min
typically, once a month
60%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let the webinar platform send the invites, reminders and follow-ups

Zoom Webinars, ON24, Livestorm, Goldcast and Riverside send reminders, recordings and follow-ups automatically, and many cut highlight clips with AI.

Typically saves about 45% of the time1 h to set up
  1. 1Set up a webinar template with confirmation, reminder and follow-up emails.
  2. 2Connect the platform to your CRM or marketing tool.
  3. 3Turn on automatic recording delivery and on-demand replay.
  4. 4Create each new event by copying the template.

Tools: Zoom Webinars · ON24 · Livestorm · Goldcast · Microsoft Teams webinars

Fix 2 of 2

Automation

Send event and webinar leads straight into your CRM

Native integrations or a Zapier or Make flow push registrants and attendees into HubSpot, Salesforce or Marketo with the right tags, so no one cleans and uploads CSVs.

Typically saves about 70% of the time2 h to set up
  1. 1Check for a native integration first (Zoom Webinars, ON24, Goldcast, Livestorm, Eventbrite and LinkedIn Lead Gen Forms all connect to major CRMs).
  2. 2If not, build a Zapier, Make or n8n flow: new registrant creates or updates a contact.
  3. 3Map fields and add a campaign or event tag.
  4. 4For badge scans at trade shows, use the lead capture app the event offers, or have AI convert the export into your import format.

Tools: Native CRM integrations · Zapier · Make · n8n · LinkedIn Lead Gen Forms

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Marketing Manager / GeneralistMarketing Ops / Automation

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Other common tasks for Marketing Managers / Generalists