ReadyTalk for HubSpot User Guide · ReadyTalk for HubSpot User Guide Revised ... sync into HubSpot...

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ReadyTalk for HubSpot User Guide

Revised March 2016

http://www.readytalk.com/

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Contents

Overview ....................................................................................................................................................... 3

Configuring ReadyTalk & HubSpot ................................................................................................................ 4

Configure Sync for Additional Webinar Data ................................................................................................ 6

How to Setup the Sync for Additional Webinar Data ............................................................................... 6

How to Edit your ReadyTalk or HubSpot Credentials in Element Connect ........................................... 9

How to Delete your ReadyTalk or HubSpot Credentials in Element Connect .................................... 10

Setting Up Your Event in Conference Center .............................................................................................. 10

Setting Up Your Event in HubSpot .............................................................................................................. 12

Importing a Meeting ............................................................................................................................... 12

Link a Recording for Follow-Up Emails................................................................................................ 15

Archiving a Webinar ............................................................................................................................ 15

Webinar Checklist ............................................................................................................................... 16

Creating Your Content ............................................................................................................................ 18

Creating a Landing Page ...................................................................................................................... 18

Creating a Confirmation Email ............................................................................................................ 21

Creating an Invitation Email ................................................................................................................ 26

Creating a Reminder Email Smart list & Content ................................................................................ 28

Creating Follow-up Email Smart lists & Content ................................................................................. 30

Viewing Contact Records ............................................................................................................................ 35

Frequently Asked Questions (FAQ) ............................................................................................................. 37


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Overview

Save time and drive better results with ReadyTalk. Our easy-to-use webinar solution seamlessly

integrates with HubSpot so you can send emails, capture registrations, manage activities, and view key

metrics right from HubSpot.

Speed Set-Up

Save valuable time by instantly creating content that can be used for webinar invitations,

confirmation, reminder, and follow-up emails sent out of HubSpot.

Send Webinar Emails and Capture Registrations through HubSpot

Take advantage of HubSpot’s customizability, deliverability, and reporting capabilities when you

send all event-related emails from HubSpot.

Quickly create and customize a polished webinar registration page using your own HubSpot

landing page template. Once a prospect completes the form, they will be automatically

registered in ReadyTalk and instantly receive a confirmation email from HubSpot.

Increase Webinar Attendance

Drive higher attendance rates by making it easy for prospects to add the event to their calendar.

Include an ICS file with all of the information people need to join the event (including their

unique ‘Join Meeting’ link) in confirmation and reminder emails sent from HubSpot.

Follow-Up Faster

Timely follow-up is essential for driving higher conversion rates. Automatically capture

attendance, chat, polling and survey response data along with the recording link in HubSpot so

you can send post-event emails to attendees and non-attendees immediately after the webinar.

The ReadyTalk for HubSpot application enables webinar registration, attendance, chat, polling, survey

and recording information to be automatically passed between ReadyTalk and HubSpot.


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Configuring ReadyTalk & HubSpot

Before you can begin using the ReadyTalk for HubSpot integration, you must configure your ReadyTalk account with your HubSpot account.

1. Begin by clicking on the following link and logging into the ReadyTalk for HubSpot application with your HubSpot Email Address and HubSpot Portal ID: https://hubspot.readytalk.com

Note: You may wish to bookmark this address as this URL is what provides you access to the ReadyTalk for HubSpot Application.

Additional Note: Your HubSpot ID can be found at the bottom of your Dashboard in HubSpot. Select the Click Here to Find Out link located on the login page for more details.

2. After clicking Sign Up, you will be prompted to allow ReadyTalk to access your HubSpot data. Select the Authorize button to allow ReadyTalk access.

3. After authorizing access to your HubSpot account, you will be redirected to the HubSpot login screen where you will need to login with your HubSpot credentials. This will link your HubSpot login with the ReadyTalk for HubSpot application.

4. Once you are successfully logged into the ReadyTalk for HubSpot application, the Default Settings tab will be displayed. Enter your Conferencing Toll-Free Number, your Access Code, and your Passcode and then click Test Credentials.


https://hubspot.readytalk.com/

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a. Toll Free Number – The phone number you use to connect to ReadyTalk.

i. This is your On-Demand Toll-Free Conferencing Phone Number (ie.

866.740.1260)

b. Access Code – Your ReadyTalk access code.

c. Passcode – Your ReadyTalk passcode.

5. After your credentials have been validated, choose the Default Registration Fields that you would like to include on your form.

a. When you import a webinar using the ReadyTalk for HubSpot application, we will automatically create a form within HubSpot that can be displayed on a landing page. The Default Registration Fields will be displayed in the form.

6. Click the Save Settings button near the bottom of the page.

Note: You can also adjust your Default Registration Fields from the Default Settings tab. The checked Registration Fields will appear on your form in HubSpot. Registration fields can also be updated on a per webinar basis during the import process.


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Configure Sync for Additional Webinar Data

The ReadyTalk for HubSpot integration enables you to sync multiple webinar data points for targeted

follow-up and detailed lead scoring. Attendance and polling data is automatically available through the

initial setup that you completed in the previous section. The following webinar data is also available to

sync into HubSpot through our Element Connect Product on a per attendee basis:

First entry and last exit time

Chat Data

o Total Chats sent from Attendee

o Total Chats that were flagged as questions

Post-Event Survey Questions and Responses

To sync this data, you have to complete a quick, one-time setup process within Element Connect. The above data points will be stored on the same Property Group within each Contact Record with all the other webinar data (attendance duration, polling questions and responses, etc)

How to Setup the Sync for Additional Webinar Data

Note – This is a one-time setup within Element Connect which will be applied to all future meetings

imported with the HubSpot App.

1. From the ReadyTalk for HubSpot application, select Additional Webinar Sync Data from the

Webinars dashboard page.

2. Click on Sign up here in the new opened tab in your browser.


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3. Complete the form with the required information and click on Create my account.

4. Select the ReadyTalk Service and enter your ReadyTalk credentials. This will allow the

application to access the webinars that you’ve imported into HubSpot from your ReadyTalk

account.


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a. Dial In Number & Access Code – The phone number you use to connect to ReadyTalk.

i. This is your On-Demand Toll-Free Conferencing Phone Number (ie.

8667401260)

ii. Access Code – Your ReadyTalk access code.

iii. Note – The formatting for the phone number and access code must be entered

in one line, separated by a colon. An example is given above the box.

b. Pass code – Your ReadyTalk pass code.

c. Click Create.

5. Select the HubSpot icon and enter your HubSpot credentials. This will allow the application to

access your HubSpot account and sync the webinar data to the applicable contact and property

group.

a. Enter your HubSpot Portal ID and Click Create.

6. If you are already signed in to your HubSpot account, you will be prompted to allow Element Connect to use your HubSpot data. Select the Authorize button to allow Element Connect access.

7. After authorizing access to your HubSpot account, you will be redirected to the HubSpot login screen where you will need to login with your HubSpot credentials. This will link your HubSpot login with the ReadyTalk for HubSpot application.


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8. Next, select the ReadyTalk to HubSpot Workflow as your template.

9. The field values for the ReadyTalk Element and HubSpot Element will be pre-populated with

the below information. Click on Create. Then click Done in the upper right-hand corner of the

page.

Setup complete! This additional data will now be synced into HubSpot for any webinar that is imported

into the ReadyTalk for HubSpot application.

How to Edit your ReadyTalk or HubSpot Credentials in Element Connect



2. Log in with your account information.

a. To edit your ReadyTalk credentials, hover on the ReadyTalk service and click the Edit

tool below the service.

b. To edit your HubSpot credentials, hover over the HubSpot account and click the Edit

tool below the service. After entering your updated HubSpot Portal ID, you will be

prompted to authorize your updated HubSpot account to allow Element Connect

Access.


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How to Delete your ReadyTalk or HubSpot Credentials in Element Connect

Note: Deleting these credentials will stop the sync for additional webinar data going forward.



2. Log in with your account information.

a. Click on the HubSpot icon to open the selected Workflow Template. Hover over the

ReadyTalk to HubSpot Workflow and click the Trash Can tool to delete the workflow.

b. Next, hover over the HubSpot account and click the Trash Can tool to delete the

account.

c. Finally, hover over the ReadyTalk service and click the Trash Can tool to delete the

service.

Setting Up Your Event in Conference Center

1. From the ReadyTalk for HubSpot application, select the Conference Center tab.

2. Once logged in, click on the Schedule a Meeting button.


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3. Fill out the Meeting Details form with the Title, Host, Host Email, Date, Time and Duration of the event.

4. Select the Registration Type of Pre-register before the meeting and ensure that the Automatically Confirm All Registrants option is selected from the drop-down menu.

5. Select the Meeting Type and the Audio Type for your meeting.

6. Add a Description. The meeting description will populate the registration pages, invitations, and emails associated with the webinar. If this information is not completed in Conference Center, it will be blank in the generated text for various registration pages and emails.

7. If you would like to setup additional security for your meeting (This is not a required step), you can do so by selecting to Set Security Passcode. Check the box below the Security section and entering a 4-9 digit code.

a. Attendees will need to enter this passcode to gain access to your webinar

b. Note: If a security passcode is enabled for your webinar, you must enter the same

passcode when importing the webinar into HubSpot.

8. Click the Save and Next button at the bottom of the screen

Note – Operator Assisted Events must be scheduled with our Events Team before they are scheduled in your Conference Center. Click the Request Event Services link located on the left side of your Conference Center home screen to schedule an event with our Events Team.

The following options are not required, but are strongly encouraged:

Under Advanced Options

Standard Registration Questions (Within Registration Form Option): To ensure all registration

information that is collected on a HubSpot registration form is also captured in Conference Center,

you must select the same standard registration questions in both Conference Center and the

HubSpot app, including the same designation for optional vs required questions.


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Presenter Information: Enter the presenter name and bio information for each presenter on your

webinar. This information will be pulled into the email content that the app generates on your

behalf.

o Note: Use HubSpot’s existing functionality for inserting images into an email if you would

like to associate an image with the presenter(s) information

Custom Branding: This includes a header image, alignment options and the header web link

o Note: These branding elements will be included on the post-event survey page and post-

meeting archive page, which are not included as part of your webinar templates in HubSpot.

Presenter Photos: These branding elements will be included on the post-meeting archive page,

which is not included as part of your webinar templates in HubSpot

Setting Up Your Event in HubSpot

Importing a Meeting

Once you have scheduled your meeting in your ReadyTalk Conference Center, you can import the meeting into the ReadyTalk for HubSpot application and setup your registration form.

1. Click on the Webinars tab in the ReadyTalk for HubSpot application near the top of the screen and then click on the Import Webinar button.

2. A list of your meetings that are available for import will begin to load below the Select a Webinar to Import section.


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Note: If you would like to import a meeting from a different access code than your default access code, enter your alternate ReadyTalk credentials below the Chairperson Login Credentials section and then click Refresh.

3. Once the list of available webinars loads, click on the title of the meeting you want to import.

4. From the Webinar Details screen, you can add a Security Passcode for your meeting if you desire additional security (If you did not already add this to your scheduled meeting in your ReadyTalk Conference Center, you will need to do so before entering the passcode into the Security Passcode field ).

5. From this screen you can also setup additional Webinar Registration Fields for the HubSpot form which will automatically be created when importing your meeting.

Note: Be sure you setup your form before importing your meeting. Once you import the meeting, you will be unable to adjust your registration fields.

6. Once your meeting is configured to your liking, select the Import button to begin the import process.


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7. Once the meeting has successfully imported, you will be automatically directed to the Webinar Details screen.

Webinar Details

Note: The ReadyTalk for HubSpot application automatically syncs once an hour. You can also initiate a

manual sync at any time by clicking the Sync Webinar button.

The following fields are populated based on what you entered for the specific webinar in

Conference Center:

o Host Name

o Start Date, Time, Time Zone, and Duration

o Audio Join information (ie. Dial-In numbers and Chairperson Access Code)

o Link to webinar details in Conference Center

o Link to recording playback URL (Note – Must select to include link, see following page)


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Link a Recording for Follow-Up Emails

After the webinar is over, you can link the applicable recording to the webinar to automatically include it

in follow-up emails to attendees and non-attendees.

Click on the Link Recording button.

Use the Search box to locate the title of the recording associated with your webinar

o Note: If you need to edit your recording, access the Manage Recordings section of

Conference Center

Select the applicable recording to link with your webinar. Hit OK.

The Recording URL will appear in the webinar details and will be automatically included in the

follow-up emails to attendees and non-attendees.

Archiving a Webinar

The Webinars Dashboard and the Contact Record will show all webinars, regardless of status (scheduled,

closed, canceled) for up to 6 months after the webinar start date. If you would like to manually archive a


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webinar, click on the applicable webinar from the Webinars Dashboard. On the webinar details page,

select the Archive Webinar button.

You will then be asked to confirm twice that you would like to archive the webinar. The webinar will then

be moved to the Archived Webinars Dashboard.

Important Note: Archiving a webinar cannot be undone. It will delete the corresponding property

group and webinar information on the Contact Record within HubSpot.

Webinar Checklist

The Webinar Checklist is a comprehensive list of recommended next steps to ensure you have a

successful webinar.

Request Operator-Assisted Services

You need operator-assisted services if:

o You expect more than 150 attendees for your webinar

o You would like to add operator assisted one-way streaming broadcast audio to your

conference. (Note, this is separate from Self-Serve Broadcast audio)

o You want personalized operator services, like custom greetings or Q&A Support

o Learn more about the services offered with ReadyTalk Operator-Assisted Services

All operator-service require a five business-hour turnaround. Requests received after 12pm

Mountain Time (Monday-Friday) will be processed on the next business day.

o After requesting operator-assisted services, you will receive an email that includes audio

join details such as toll and toll-free dial-in numbers for any requested phone numbers.


http://www.readytalk.com/support-training/request-operator-assisted-services

http://www.readytalk.com/products-services/audio-conferencing/operator-assisted-services

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o You will need to manually update the confirmation and reminder emails to include the

correct audio join details in the Conference Center.

Additional items in the Webinar Checklist will be covered in the following section.

The webinar will also appear within the list of Current Webinars under the Webinars tab. To view the Webinar Details, click on the title of the meeting.

Note: If you make any changes in your ReadyTalk Conference Center, you will need to update your meeting details in the ReadyTalk for HubSpot application by selecting the Sync Webinar button. Updates will not occur automatically.

Operator-assisted services must be requested prior to sending out invitations and promoting

your webinar.


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Creating Your Content

Once your meeting has been successfully imported into the ReadyTalk for HubSpot application, you will need to begin setting up your Content in HubSpot.

Note: We strongly recommend that you setup your webinar assets in the following order:

Create landing page

Create confirmation email

Update Confirmation Email Workflow

Create and send invitations

Setup Smart list of webinar registrants for reminder emails

Create and Schedule Reminder Emails

Setup Smart lists for follow-up emails

Link the Recording

Create and send follow-up emails to attendees and non-attendees

Creating a Landing Page

1. To begin creating a Landing Page, login to your HubSpot account, select the Content tab near the top of the screen and then select the Landing Pages option from the drop down menu.

2. Select the Create New Landing Page button.

3. Select a template, type in a name for the new Landing Page, and then click Create.

Depending on the landing page template you have chosen, you may need to add a module, which will be used to insert the Registration Form Fields that were selected during the import process. If your Landing Page template already includes a Form Module, skip to Step 6.

4. In the left navigation panel of the Landing Page, select the Add Module button.


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5. Select the Form option from the Add Modules list. Then drag it to the section you would like in your Landing Page.

6. Hover your mouse over your form and click on the Pencil to edit. An editor window will open on

the left side of the page.

7. Select the title of your meeting from the Form drop-down menu. Your updated form should

then appear on your Landing Page template.


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Note: These are the form fields that were created during the import process. If you would like to use

your own custom form on the landing page for registrations, make sure to update the Webhook

workflow.

8. Select an option below the “What should the person see after submitting the form?” section.

9. You will need to update the landing page to include all of the information about your webinar, like the title, date/time, description, presenter information, etc. The ReadyTalk for HubSpot application does not provide content for the Landing Page. Once your Landing Page is configured to your liking, select the Publish button.

10. Once you have published the Landing Page, you will be directed to the Landing Page details

screen. On this screen you will find the URL to your Landing Page. This URL will need to be

placed into your Invitation Email so that your invitees can access your Landing Page and

register for your meeting.

Note: Do not use Post Submit Actions on your Landing Page. This can cause a race condition which

would cause the links in your confirmation email to not work. The Webhook workflow will be triggered

automatically by the participant filling out your form, and you will configure the non-Webhook workflow

to send your email following the steps on p. 20.


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Creating a Confirmation Email

1. To begin creating a confirmation email, click on the Content tab near the top of your HubSpot screen and then select the Email option.

2. Select the Create New Email button.

3. Select an email template, name your email, and then click Create.

4. Once the email editor window is open and you have filled out the Basic Information for your

email, you will need to add Main Content to your email. To ensure that the appropriate

Personalization Tokens, URLs, and webinar details are added to your email, use the template

found on the Webinar Details page within the ReadyTalk for HubSpot application.

5. Navigate to the ReadyTalk for HubSpot application and click on the title of your meeting from the Webinars tab.

6. Scroll down to the Email Content section and copy the content below the Confirmation Email section, including the subject line (ie. [Webinar Confirmation] Test Meeting (HubSpot).

7. Navigate back to your confirmation email in HubSpot, hover your mouse over the main content and click on the pencil to edit. In the editor tools select the Source Code button.


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8. Remove the existing code then paste the content you copied from the ReadyTalk for HubSpot application into the Edit Source Code box and then click Save.

9. Content should then appear in the body of your confirmation email along with a unique Personalization Token, a unique web login URL, unique Add-To-Calendar URLs, and webinar details. Feel free to edit or remove portions of this content as necessary, just be sure to leave the links. Note: The unique web login URL and Add to Calendar URLs for Google and Outlook will be populated by information that is stored on the Contact Record after the contact registers for the webinar.


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10. After your confirmation email is configured to your liking, select the Recipients tab near the top of the screen and then select the Save for Automation option.

11. Review your email and make any changes as recommended by HubSpot. When you have

finished click Save for Automation and confirm that you would like to save the email for

workflows.

Updating the Confirmation Email Workflow

1. On the automation confirmation screen, select the Go to workflows button. This can also be accessed by selecting the Contacts tab near the top of the page and then selecting the Workflows option from the drop-down menu.

2. Two workflows should already be setup and available for you within the workflows list. The first workflow is simply the title of your meeting. The second workflow is labeled [WEBHOOK] and is followed by the title of your meeting.


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The first workflow is responsible for sending your confirmation emails to your registrants after they register. This workflow will need to be edited.

In the example below, the second workflow appears as [WEBHOOK] Test Meeting (HubSpot). This workflow is responsible for sending registration data to ReadyTalk and receiving data back from ReadyTalk in order to create a unique web login link and a unique add to calendar link.

o Note: This workflow should only be edited if you are using your own custom form on the registration landing page.

3. This step is only applicable if you are using your own custom form; otherwise, please skip to step 4

If you are using your own custom form to take registrations on the webinar landing page, you will need to update the selected Form Name on the [WEBHOOK]. In the example below, the workflow appears as [WEBHOOK] Test Meeting (HubSpot).

i. Click the name of the workflow ii. Edit the first step to select your custom form, so it reads “Automatically

enroll contacts when they meet these criteria: Contact has filled out [Your Form Name]”. Now, when this form is completed, the registration information will be sent to ReadyTalk to create a unique web login link and unique add to calendar link.


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4. To edit the non-[Webhook] workflow, click on the title of the meeting from the workflow list.

Note: The first step in this workflow is by default “Manually enroll contacts when you choose to enroll them… Contacts will be enrolled in this workflow manually.” Do not change this step. This workflow will actually be triggered with the completion of the [Webhook] workflow. Changing this step may trigger the confirmation email to send before the unique links are able to populate.

5. Hover your mouse over the workflow and click on the Add Action or Delay option. From the Select an Action drop-down menu, select the Send an Email option.

6. After selecting the action, select the confirmation email you want to be sent to the meeting registrants from the Send an Email drop-down menu. Click on Save Workflow.

7. Before moving onto the next section, be sure that all of your workflows are Active by checking that the slider above the workflow steps is set to On for Workflow is Active. If it is not active, slide the button to the right. Note: The non-[Webhook] workflow will be Inactive as a default. You will need to set that workflow to Active for every webinar.


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Note 2: During testing, you may want to allow individuals to run through your workflows multiple times. To adjust this setting, click on the title of your workflow from the workflow list and then click on the Settings link on the left side of the screen. Select the Yes, anytime they are eligible option from the Can the same contact enroll section… and then click the Save Changes button.

Creating an Invitation Email

1. To begin creating an invitation email, click on the Content tab near the top of your HubSpot screen and then select the Email option.

2. Select the Create a New Email button.


4. Once the email editor window is open and you have filled out the Basic Information for your email, you will need to add Main Content to your email. To ensure that the appropriate Personalization Tokens and webinar details are added to your email, use the template found on the Webinar Details page within the ReadyTalk for HubSpot application.

5. Navigate to the ReadyTalk for HubSpot application and click on the title of your meeting from the Webinars tab.

6. Scroll down to the Email Content section and copy the content below the Invitation Email section, including the subject line (ie. [Webinar Invitation] Test Meeting (HubSpot)

1. Navigate back to your invitation email in HubSpot. Hover your mouse over the main content and click on the pencil to edit. In the editor tools select the Source Code button.


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8. Content should then appear in the body of your email invitation along with a unique Personalization Token and webinar details. Feel free to edit or remove portions of this content as necessary.

9. Don’t forget! Be sure to add the Landing Page URL to the body of the email to ensure that your invitees can access your registration form online. The email content from the app includes a placeholder for two Landing Page URLs.

10. After you have selected your invite list and you are ready to send your email out, select the Send Email button near the bottom of the screen or select the Send or Schedule tab near the top of the screen and choose the Schedule it for Later option.

Note: Do NOT send out your email invitations until your webinar has been imported into the ReadyTalk for HubSpot application and the Confirmation Email and Workflows have been configured.


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Creating a Reminder Email Smart list & Content

An email can be sent to webinar registrants to remind them to attend your event. Before creating the

reminder email, a smart list must also be created to ensure a registrant receives the applicable email.

The smart list will include a rule that adds contacts based on their registration confirmation status for

the applicable webinar.

Creating a Smart list for Reminder Emails

1. Click on the Contacts tabs near the top of your HubSpot screen and then select the Lists option.

2. Select the New List button

3. Click Name List – Enter your list name and select Smart.

a. Note: Use the webinar title in the list name. For example, if the name of your webinar is

Webinar Best Practices, name the list Reminder Email: Webinar Best Practices

4. Choose to Segment contacts by Contact Property.

a. 1st Dropdown: Select [Name of Webinar] – Registration Status from the list

b. Select is equal to

c. Update value field to Confirmed

5. Click Save


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Creating a Reminder Email

1. To begin creating a reminder email, click on the Content tab near the top of your HubSpot screen and then select the Email option.





Personalization Tokens are added to your email, use the templates found on the Webinar

Details page within the ReadyTalk for HubSpot application.

5. Navigate to the ReadyTalk for HubSpot Application and click on the title of your meeting from the Webinars tab.

6. Scroll down to the Email Content section and copy the content below the Reminder Email section, including the subject line (ie. [Webinar Reminder] Test Meeting (HubSpot))

7. Navigate back to your reminder email in HubSpot. Hover your mouse over the main content and click on the pencil to edit. In the editor tools select the Source Code button.


9. Content should then appear in the body of your email reminder along with unique Personalization Tokens. Feel free to edit or remove portions of this content as necessary.

10. Click the Recipients tab and select the Smart List you created for reminder emails.


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11. When you are ready to send your email out, select the Send or Schedule tab.

12. Select Schedule it for later and set the date/time you would like to send your reminder email.

Creating Follow-up Email Smart lists & Content

After the webinar is over, immediate follow-up is imperative. With the ReadyTalk for HubSpot

application, the following data is automatically updated on the Contact Record in HubSpot so you can

send tailored follow-up emails from HubSpot:

Attendance Status (Attended or Did Not Attend)

Attendance Duration (In Minutes)*

Up to 5 Poll Questions and Responses

Number of Chats or Number of Flagged Questions*

Up to 5 Post-Event Survey Questions and Responses*

*Included if you have set up Additional Data Sync

Creating a Smart list for Follow-up Emails

Follow-up emails can be tailored to a registrant based on attendance status, how long they attended the

webinar, how they responded to a poll or survey question, or a combination of the various properties.

The following example is based on attendance status (attended or did not attend). Two smart lists

should be created to accommodate both statuses and follow-up emails.

Smart List 1: Follow-up to Attendees





Webinar Best Practices, name the list Attendee Email: Webinar Best Practices


a. 1st Dropdown: Select [Name of Webinar] – Attended Status from the list


c. Update value field to true

5. Click Save


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Smart List 2: Follow-up to Non-Attendees





Webinar Best Practices, name the list Non-Attendee Email: Webinar Best Practices


a. 1st Dropdown: Select [Name of Webinar] – Attended Status from the list


c. Update value field to false

5. Click Save

Creating a Follow-up Email to Attendees

1. Before creating the follow-up email to attendees, you should take the following actions from the

ReadyTalk for HubSpot app. From the Webinar Details page:

a. Click on the Sync Webinar button to ensure all of the attendance and polling data has

been pulled into HubSpot

b. Click on the Link Recording button. When you link the recording, it will automatically

insert the playback URL into the follow-up emails to both attendees and non-attendees.

2. To begin creating a follow-up email, click on the Content tab near the top of your HubSpot screen and then select the Email option.









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7. Scroll down to the Email Content section and copy the content below the Follow-up for Attendees Email section, including the subject line (ie. Thank You for Attending the Webinar: Test Meeting (HubSpot))

8. Navigate back to your follow-up for attendees email in HubSpot. Hover your mouse over the main content and click on the pencil to edit. In the editor tools select the Source Code button.

9. Paste the content you copied from the ReadyTalk for HubSpot application into the Source Code box and then click Save.


11. Click the Recipients tab. a. Select the existing Smart List you created for the follow-up email to attendees by

searching for the name in the search box. 12. When you are ready to send your email out, select the Send or Schedule tab and choose from

the following options: a. Send email immediately or Send Email at a Scheduled Date and Time

13. Select Send or Schedule at the top right corner of your screen.


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Creating a Follow-up Email to Non-Attendees

1. Before creating the follow-up email to attendees, you should take the following actions from the

ReadyTalk for HubSpot app. From the Webinar Details page:

a. Click on the Sync Webinar button to ensure all of the attendance and polling data has

been pulled into HubSpot

b. Click on the Link Recording button. When you link the recording, it will automatically

insert the playback URL into the follow-up emails to both attendees and non-attendees.

2. To begin creating a follow-up email, click on the Content tab near the top of your HubSpot screen and then select the Email option.








7. Scroll down to the Email Content section and copy the content below the Follow-up for Non-Attendees Email section, including the subject line (ie. Sorry We Missed You: Test Meeting (HubSpot))


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8. Navigate back to your follow-up for non-attendees email in HubSpot. Hover your mouse over the main content and click on the pencil to edit. In the editor tools select the Source Code button.

9. Paste the content you copied from the ReadyTalk for HubSpot application into the Source Code box and then click Save.


11. Click the Recipients tab. a. Select the existing Smart List you created for the follow-up email to attendees by

searching for the name in the search box. 12. When you are ready to send your email out, select the Send or Schedule tab and choose the

following options: a. Send email immediately or Send Email at a Scheduled Date and Time

13. Select Send or Schedule at the top right corner of your screen.


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Viewing Contact Records

The ReadyTalk for HubSpot application will create a Property Group within each Contact Record when a webinar is imported. Each Property Group is stored as the Webinar title and will have individual Properties that will be populated based on the Contact Record’s webinar activity.

The following properties are added to the property group when a webinar is imported through the ReadyTalk for HubSpot application:

Join Meeting Link

Add to Calendar (Outlook)

Attendance Status

Registration Status

Attendance Duration in Minutes

Add to Google Calendar

First entry & last exit times*

Chat counts*

Post-Event Survey Questions & Responses*

*This information will be synced and stored as properties within the same property group if the configuration for additional data is completed

The above properties will be populated depending on the contact record’s registration and attendance activity. In addition, if the Contact Record responds to any poll questions during a webinar, up to 5 questions and answers will be displayed.

Note: If someone registers for your meeting who is not an existing contact, a new contact record will be created.

1. To view the webinar data, select the Contacts tab near the top of the page and then select All Contacts.

2. Click on name of contact from your list of available contacts. 3. Select the View all Properties link on the left side of the screen.


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4. Find the title of the Webinar (Property Group). You can narrow down your search by selecting the checkbox to “Hide blank properties”

5. The webinar info will include the following information: Join Meeting Link, Add To Calendar Link, Attended Status, Registration Status, Duration Attended, and Polling Information (If applicable). Chat & Post-Event Survey information can also be displayed.


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Frequently Asked Questions (FAQ)

1. Can I have multiple access codes tied to the ReadyTalk for HubSpot application?

Only one default access code can be tied to the ReadyTalk for HubSpot application at one time. However, you can change the default access code at any time, or you can adjust which access code is used on a per-meeting import basis. See the Importing a Meeting section for additional details.

2. Why is my scheduled meeting not appearing in the list of available meetings to import?

If you already imported the meeting, it will not be available within the list of meetings to import.

In addition, if you imported the meeting already and archived the meeting, it will not appear in your list of available meeting to import nor will it appear in your list of already imported meetings.

3. Why is there an “Invalid Credentials” error on the Current Webinars page of my HubSpot App.

When the app loads, the integration will check all future meetings (and meeting up to 5 days in the past) for valid RT credentials. If the credentials are invalid, an alert will be displayed prompting you to update your credentials in the HubSpot App. Effected webinars will be highlighted Red.

You can update both your Default Credentials in your Default Settings and the Credentials of individual webinars from the Webinar Details page.

Once the credentials have been updated, you will need to manually sync the meeting to pull over the current data; otherwise you can wait for the hourly auto-sync to occur.


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4. Why did the webinar property group disappear from the Contact Record?

Each webinar is stored as a property group on the Contact Record, with several properties associated with the property group. If you are running several webinars, this can start to ‘crowd’ the Contact Record. To alleviate this, there are two options:

o The user can manually archive a webinar.

o Webinars are automatically archived after 6 months from the webinar start date.

Important Note: Archiving a webinar cannot be undone. It will delete the corresponding

property group and webinar information on the Contact Record within HubSpot.

5. Can I use HubSpot and the ReadyTalk for HubSpot application at the same time?

Yes, we recommend that you keep both HubSpot and the ReadyTalk for HubSpot app open in two different tabs so that you can toggle in between the two when creating your webinar content, like your landing page and emails.

6. How do I import data from past webinars into HubSpot?

At this time, you can only import webinars and their associated data that are scheduled in the future.


Date post:	03-May-2018
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