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Webinar Syndication

Last Updated: Sep 06, 2016 01:08PM EDT
Webinars have evolved into one of the most effective marketing tools for companies that want to drive demand and efficiently increase sales. They are a great tool for educating customers on solutions, generating higher quality leads, and represent a relatively low cost way to create awareness for products. 

​​With our Syndicated Webinar Tool, you can scale your ability to produce webinars for your channel partners, keep your brand in front of their customers, and drive more demand for your products. Webinar Syndication gives you the technology to produce webinars centrally and provide your partners with a private label viewing experience for their customers and contacts. No more guessing if partners are using your webinar kits, no more guessing if your marketing content is working. You now have the power to enable your partners with an easy, simple, and secure way to bring your message to their local contacts. Easy marketing for your partners and more real time data so you can drive demand through your channel pipelines

Webinar syndication enables global enterprise to run centralized webinars online and provide their partners with a private label viewing experience for their local customers. Partners signup to participate in the webinar, invite their contacts, and the rest is completely automated. The invitation email comes from the partners, the registration and login pages are branded with the partner’s logo, and partners can feel comfortable that their customer information stays private. After the webinar event, partners receive attendee analytics and leads are put into automated post event nurturing programs so partners can increase conversion rates.

​Once the webinar is completed you receive aggregated data of the entire webinar event with a single report measuring partner participation, attendee analytics, lead generation, and post event sales conversions. To create a syndicated webinar, navigate to the Tactics tab in the Program Manager.
 
What will I find in this article?
Creating a Webinar Online Meeting Registration Page Confirmation Page Confirmation Email
Distribution Emails Copy the Webinar Invited Reports
Creating a Webinar
From the Program Manager, navigate to the Tactics tab at the top of the page. On the Events tab select the New Event button at the top of the page. This loads the content source page.



Choose the content source for the campaign. Select the appropriate option by clicking the hyperlink. You will have two choices:
 
  • Copy previous event: Copies over an exact copy of an existing event.

  • New Content: Create new content from scratch. This lets you set up all of the event dates, options, confirmation, emails etc. yourself starting from an empty template.



Setting up your webinar is simple. Add the name, dates, times and description in the fields provided. Limit the number of attendees by entering a value in the Max Number of Attendees field. If there is no maximum registration limit, leave the field blank. You also have the option to specify a registration end date. If there is no end to the registration period, leave this field blank.



Choose your online meeting tool from the options provided in the dropdown box. For this example we will select WebEx Meeting.



When done, click Save & Continue located at the bottom of the page. Click Online Meeting to continue.    
Online Meeting
Manage the settings for the webinar by entering your meeting tools login information. For example, if you select WebEx it will prompt you to enter the Site, Username, and Password for your WebEx account. If you have already added your WebEx credentials to StructuredWeb, skip this step.



There are two options for linking the StructuredWeb event with your WebEx event:

  • Link to Meeting: Select this option if you have already created the event on your WebEx account. Select the event from the list and click Link.

  • New Meeting: Create a new WebEx meeting. This creates a new meeting in your WebEx account based on the name, times, and other data provided.

Create a password for the webinar. This password will be provided to the contact upon registering to the webinar.



Edit the Meeting Options, Attendee Privileges, and Security for the meeting. Editing these options within StructuredWeb automatically integrates with WebEx meeting settings.



When done, click Save located at the bottom of the page. Please note that partners will be able to view the settings on this page but are unable to make any changes.
    
Registration Page
This page is in many ways the single most important aspect of setting up the webinar. First, you can put information about the webinar on the registration page to help explain and promote it to your customers. Second, the registration page is where customers go to sign up to participate in the webinar.



Determine the form fields you want to have in the registration page. StructuredWeb provides you a list of default fields. To add additional fields, click Add a Field.



Three options will be displayed:
 
  • Contact Fields: Add a field based on normal contact information such as address, city, state, postal code.

  • Profile Fields: Add a profile located within your CustomerCenter CRM to the form. All data entered will then be saved to the contacts record in the CRM.

  • Form Fields: Additional customized fields that are not tied to the CustomerCenter CRM.
 


For example, if you need to add a customized field that is not basic contact information, select the Form Field option and follow the wizard’s steps to create that customized field. Custom field types include dropdown selection, check boxes for multiple selection, number field, and text area.



You can reorder form fields by dragging and dropping. To remove form fields click the X to the left of the field name. Clicking on a form field allows you to change its display name and whether you want it to be required.



To modify the content of the registration page, click in the text area. This loads the content editor. Use the editor to its fullest capabilities and customize the registration page. 



When finished click Save & Close. Click Confirmation Page to continue to the next step.  
Confirmation Page
Once customers have registered for your webinar they are automatically taken to a registration confirmation page. Set up your registration confirmation page by using the content editor. Click Save and then access Confirmation Email.​



Click Save when finished. Click Confirmation Email to continue to the next step.   
Confirmation Email
Following registration, you can send the customer a confirmation email. This email ensures the customer that the registration process was successful. You can toggle the confirmation email on and off by clicking Yes or No respectively under the question Would you like to send an email confirmation to the customer that filled out this form? Enter the subject and content of the email using the content editor.



When finished, click Save. Click Distribution to continue to the next step.
 
Distribution
This tab allows you to decide which user(s) receive the form submissions and alerts for the webinar.

Under Assign all form submissions and new contacts to a single user click Edit.



Select Yes to turn on a notification email when a registration is submitted.



When finished, click Save. Select Emails to continue to the next step.
 
Emails
This tab is used to create and distribute emails regarding the webinar. Invitations are sent to the customers added to the mailing list in the Invited tab. Reminders are sent to those who have registered for the webinar as shown in the Registered tab. Apart from the difference in mailing list used, the creation process for invitations and reminders is identical:

To create a new email, click the New Email button. This allows you to choose from the four types of emails available for syndicated webinars:


 
  • Invitation: Sent out to inform people of the event and what it's about prior to the event taking place. Invitations are used to get people to register for the event. At least two or three invitations are generally recommended for most webinar events.
     
  • Reminder: Sent out a day or so prior to the event taking place to remind those that have already registered to attend the event.
     
  • Post Event - Attendees: Available to send as a "Thank you" of sorts after the event to all who attended the webinar.
     
  • Post Event - No Shows: Available to send after the event to those that registered but were unable to attend.

Choose the type you want and create the email as you normally would. For a refresher, see the article on Sending an Email Blast.

To provide the contacts with the information to access the WebEx meeting you can use the [OnlineMeetingDetails] merge field. You can add this merge field to your email(s) by clicking the Merge Fields button in the content editor. Open the Events folder and select Online Meeting Details.



This will add the [OnlineMeetingDetails] to the email where your cursor was placed.



When the email is sent it will include all of the information that the contact needs to access the meeting.



When finished creating your email, click the name of the webinar campaign to return to the Emails tab then select the Event tab.      
Copy the Webinar
Once the content for the webinar has been created using the steps above, you can push the webinar to your partners. To copy the webinar out to your partners, click Save & Copy to accounts.



If you want to push the webinar to all accounts on the program, click Yes, copy the changes to all accounts. Otherwise, click Yes, BUT copy only to selected accounts and check the accounts to push the webinart. Once you have selected the accounts click Copy To Selected.



Once you have pushed out the webinar, click Invited to be brought to the next step.
Invited
Here you can manage the mailing lists for each account. You can see each account and the size of the mailing list for each. This tab is optional and only used for webinars that are pushed to the partners.

If you would like to add a group mailing list for an account, select the group from the Group Mailing List dropdown. You can also edit group mailing lists by clicking the Edit lists button.



After you have selected all group mailing lists to add to the webinar, click Add the group mailing list to the campaigns for each site.

Once you are finished adding contacts to the mailing list, click Reports to view the available reports.  
Reports
This tab agglomerates the report data for three different aspects of the webinar:
 
  • Marketing: The campaign summary information for the email invitations and reminders sent out to the mailing lists. 

  • Registration Analysis: The form data entered by registered contacts.

  • Attendance: The attendance information of the contacts that registered for the webinar.


To navigate between the different reports, select the desired report from the dropdown at the top of the page.



Marketing
This tab agglomerates the report data from all individual emails sent for the webinar. At the top is the overall summary of all webinar invitations sent, followed by each individual email. Each email sent will have both aggregate and percentage data. Clicking on the number in the Count column for one of the categories will show you a list of the contacts who performed the action.



Registration Analysis
This page shows the details of the registration form that contacts submitted to register for the webinar. Each question on the form displays a graph showing the percent of contacts that chose each response.



Attendance
This is the report on the WebEx attendance. On the top left is a bar graph showing the totals of the Invitees, the Registered Attendees, the Attendees, and the attendees who Completed the webinar. On the top right is a bar graph showing the number of attendees and what percentage of the webinar they completed. Below the graphs is an area showing the Average % of Event Completed, the number of attendees who completed 100% of the webinar, and the percentage of attendees who completed the webinar. Below that is a data grid listing the partner accounts and the statistics for each.


 
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