Set Up GoToWebinar Registration Form Fields

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This post provides an overview of how to enable the capture of standard and custom questions within GoToWebinar registration forms.

When the GoToWebinar connector has been configured in your CRM environment Event Participation records will be created in your CRM for each person that registers for a webinar.

The data captured in a GoToWebinar registration form fields can be pushed into the CRM Event Participation record.

For more information on configuring the GoToWebinar connector click here.


Registration Form Fields and CRM Event Participation Records

Step 1: Log in to GoToWebinar.

Go to https://global.gotowebinar.com/

Enter the Email address and Password associated with your GoToWebinar Account then click Sign In.

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Step 2: Schedule a Webinar.

From the GoToWebinar main menu click Schedule a Webinar to create and schedule a new webinar.

In the Webinar creation page populate the details for your webinar, then click Schedule.

Step 3: Edit Registration Settings.

On the page displayed after you clicked Schedule, scroll down to ‘Registration Settings’ and click Edit.

Click the Questions tab on the Registration Management page.

The standard list of available fields will be displayed. Use the tick boxes on the left of the field names to add the fields to the registration form for your webinar.  Use the tick boxes on the right of the field names to make fields required on the registration from for your webinar.

To add custom fields to the registration form click + New Question.

Select the question type for your custom question (short answer or multiple choice), type your question, and if using the multiple choice option, type your answer options, then click Create.

When all of your questions have been added click Save.

Step 4: Share the Webinar.

Click Share to display the options for sharing your webinar registration form and distribute your invitations to the potential participants.

Step 5: Participant Registration Form Submission.

When the participant navigates to the webinar link they will be presented with the GoToWebinar registration form showing the standard and custom fields that you selected in Step 3.

When the participant completes the form and clicks Register an event participation record will be created in CRM.

Please note, it can take up to an hour between the submission by the participant and the record creation in CRM.

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Step 6: Viewing Event Participation Record in CRM.

The generated event participation records can viewed in CRM by navigating in the ribbon to Marketing > Event Participations.

Depending on your site map configuration and security privileges you may need to scroll to the right in the menu in order to make the Even Participations option visible.

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A list of participation records will be displayed.  These records can be opened by double clicking the record you wish to view.

event-participations

The contact record has been populated into the event participation record in CRM.

  • If a contact or lead record with a matching email address exists in your CRM for the event participant the event participation record will be automatically linked to the matching contact or lead.  If a matching email address is not found a lead or contact record will automatically be created for the participant.
  • The record type (lead or contact) that is created for these ‘new’ participants is controlled by your GoToWebinar connector configuration.  For more information about configuring the GoToWebinar connector click here.

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The information submitted on the registration form is NOT automatically populated into the related lead or contact record, however, this can be accomplished using a simple workflow.  For an overview of how to use a workflow to update the related contact or lead records please click here.The standard and custom questions from the registration form (added in Step 3) have been populated into the event participation record in CRM.


Step 6: Viewing Event Participation Record in CRM.

The generated event participation records can viewed in CRM by navigating in the ribbon to Marketing > Event Participations.

Depending on your site map configuration and security privileges you may need to scroll to the right in the menu in order to make the Even Participations option visible.

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A list of participation records will be displayed.  These records can be opened by double clicking the record you wish to view.

26-CRM2013EventRegistrationRecordView

The contact record has been populated into the event participation record in CRM.

  • If a contact or lead record with a matching email address exists in your CRM for the event participant the event participation record will be automatically linked to the matching contact or lead.  If a matching email address is not found a lead or contact record will automatically be created for the participant.
  • The record type (lead or contact) that is created for these ‘new’ participants is controlled by your GoToMetting connector configuration.  For more information about configuring the GoToWebinar connector click here.

27-CRM2013EventRegistrationRecord1

The standard and custom questions from the registration form (added in Step 3) have been populated into the event participation record in CRM.

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The information submitted on the registration form is NOT automatically populated into the related lead or contact record, however, this can be accomplished using a simple workflow.  For an overview of how to use a workflow to update the related contact or lead records please click here.

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