Make sure you collect that all-important registration data by creating a proper registration form in LiveWebinar.
If you're using LiveWebinar for your webinars and events, and you're not collecting registration data through a ticket or other third-party solution, it's important to create a registration form in LiveWebinar so you can get event analytics and market to your attendees after-the-fact. This instruction and video will show you how.
- Registration forms can be created as part of creating a new event or separately in the Registration and Forms tab
- Users can customize the form fields and toggle required fields on and off
- Advanced settings are available for integrating with third-party systems
- Reminders can be set for registrants before the event
Watch the Video Here
Full Transcript of Video
[00:00:12.400]
In this instruction, we're going to cover how to create basic registration forms in live webinar. Now, when you're using live webinar, if you're using it with another system like HeySummit, then you won't need to create a registration form because you're capturing the registration in Hey Summit. And maybe at that point, you don't want them to have to log into the HeySummit site for the event and then have to log in again when they go to access the webinar. Or if you're using a different pay gate for your live webinar sessions. So say you've got a ticket system or you're selling tickets on a website and the attendee, when they buy their ticket, they automatically get an email back that has the link for this webinar in it. Then you may not want to create a registration form. But if you're not collecting the registrant data in another system, you really need to collect it in live webinar. And this is where you want to put this registration form together. You can create the registration form as part of creating a new event in Live Webinar, or you can create it separately by going to this Registration tab.
[00:01:20.810]
So we're going to go to Registration and Forms. And the number of forms that you can create in Live Webinar is going to be restricted by your subscription type. So for instance here, we have 35 of the 100 forms that we're allowed to create. So one of the things we do is we actually like creating a new registration form for every event. And then once events have gotten older and we've already pulled down all of the registration data, we'll delete the older forms and we can create new forms in time. We're going to create a new form. And the form name, let's see, I have an actual webinar to do this for. So let's do... And for the form description, since the form description can actually show, we want to make sure that we have a decent form description here as well. Usually, the short description that you're working with for whatever event you're producing is sufficient. So now we get down here to form fields, and they automatically give you the email and the field type of attendee email. And because this is a business to business event, we also want some additional form.
[00:02:35.970]
Sometimes all you want is email and first name. Make sure you always get at least first name so that when you send email to them later, you can say, “Dear Janet,” and not “Dear Attendee” for instance. But here we want first name. And for field input type, these are the options that we have. So we're going to have first name, and then we're going to put the field type as attendee first name. And last name, and Last Name, and Attendee Last Name. And it's B2B event, so we want company name. Or sometimes we get schools or associations. So we'll say company or organization. And because we don't have a field that is specifically for companies or organizations, we're just going to select Custom Text. Now, in live webinar, you also have options to create different types of fields. You could do a check box, you could do phone numbers, you could create a radio button and add labels for those radio buttons. Anyway, this is what we want to do for forum fields. The more fields you add, the less likely people are to complete the forum, but you also don't want to collect less data than you need.
[00:03:51.100]
And you can toggle these required fields on and off. And I figure if a field is important enough to ask for, it's important enough to be required. There are advanced settings in the forum creator, and you can go to the advanced settings and do that. These settings are typically for creating integrations with third party systems. Most of the time, if you're just using live webinar and you're not integrating it, that's all you'll need. Enabling registration mode means that once the attendee registers for it, they will receive a unique URL to allow them to join the event. And if you're going to integrate any third party marketing automations, you would need to toggle this button on. We always toggle on this button to enable the registration mode, but we don't necessarily use the integrations unless we have an application for it. And that's all you have to do. Hit Create and then test your form. So we're going to go... Actually, we need to add this form to an event. So I'll show you how to do that as well. So this Garden Center adventure webinar is the one we need to add the form to. So I'm going to go here and edit.
[00:04:59.990]
And then we're going to go to Registration. And if you were setting up the form while you were setting up the event, you would just go to this tab and set the form here by choosing Design a New Form. But we are choosing from our saved forms. It's defaulting to the form that's at the very top. We can preview the form from here. See, that's why we want to put that short description in there because it shows on the form. We could manage the form from here, which would take us into an editing mode. We don't really want to do that. I need to go back now into the session and I need to do it the right way by going to Rooms and then going to the event itself and hitting Edit and then going to Registration. And the way I want to add the form to this event is just to choose from my saved forms, pick the form and hit Update. And now we've added the form. You also have some additional options here on this registration panel. You can allow registrants to join multiple sessions during the event. This would be if you were having a summit or a conference.
[00:06:13.330]
You can close the time and date of a registration, or you can limit... I don't really want to do that, so I'm going to clear this field, but I would have to toggle this on for that data to be meaningful anyway. So if you want to close registrations by a certain date and time, toggle this on. And if you want to limit the number of registrations for the event, you could enter them here. And again, this would have to be toggled on and you would hit update. The reminders piece of the system is really useful as well. So we want to toggle that on. This is all part of registration. And you can set multiple reminders. Now, I don't think it's useful to have the first reminder someone gets be five minutes before the event. It's really a good idea to go out one day from the event and send them an email. And then if you're going to do a second reminder, that time to do that would be one hour before the event, and again, send them an email. We don't need to add anymore, so now we can hit Update in this section.
[00:07:13.170]
So now we've created a registration form, we've added it to the event, and we have set the reminders for the event, but we're not going to block registrations or set a maximum number. And that's how you create a registration form in Live Webinar.