Invitation of participants

Content

 

A webinar would be impossible without participants. In this Manual, you will learn how to use MyOwnConference webinar service to organize mailing, collect participants’ data, create Signup form and Capture page and organization of pre-register for a webinar.

 

Create an Invitation Link

The participants need a special link from you to get to a webinar. You can make it available to everyone by posting it, for example, on your site or social networks.

In Webinar room section you can copy a link and send it to your participants. This link is permanent and does not change after the end of the webinar. Link has the following form:

https://go.myownconference.com/315820145

 

To share an invitation link you need to press copy link in the line You can copy link to invite participants to the webinar.

Then, it is enough to use the combination CTRL + V to insert a link where you need.

Change the Webinar Link

In Webinar room you can change the link in Settings.

 

If you have  changed the webinar link, the previous link to webinar room will not be available. Do not change the link during the webinar, because all participants will be forcibly removed from the room.

Pre-registration for a Webinar

There is another way too: you can provide a link to a webinar after registration. In this case, you can send a link to a webinar room via email. The advantage of this method that even if a participant does not attend a webinar, you still will have his contact information. These data can be used for email-marketing: conversations and mailing.

Registration of webinar participants is performed using the following tools:

  1. Signup forms, which can be placed on the website of the webinar organizer (on your website) as HTML-code.
  2. Capture pages which are independent web page represented as a link (URL) and can be posted in text form or as a button on website and social networks.

Signup Form

Go to My invitations. Here you can create capture pages and signup forms for pre-registration of users, send reminder letters about the upcoming event for participants and manage subscriber base.

Such signup form where users can write down their data: name, email, phone number, gender, you can create in Signup forms, clicking on Add a new form.

It would be better if a signup form will be as simple as possible and contain only name and email. More information about users you can collect during a webinar using chat and quizzes.

On the left side of the window, you can choose a design of signup form. You also need to specify a name of the form, its members, and fields for entering the information in the right column. Click Save after all the changes.

The signup form can be placed on your website by placing its code onto your page.

Another popular way is a special capture page. You may place a link in social networks to this capture page.

Landing page

Capture page (landing page) – it is a page that contains basic information about product or service and motivates a user to a target action (register, make a purchase, etc…).

Remember that you cannot create a landing page without pre-prepared signup forms.

To create a landing page, click on the Add a new landing page button. In the window that appeared enter name and description of a page, and also add a signup form. In Page theme select one of the 10 templates.

After you create a page, add basic information about a webinar in Page description. Then choose a page theme.

If you want to make changes in the design of landing page, just use the visual editor.

Message After Subscription

After filling in registration fields, users will receive our email just to check addresses and confirm subscription to your mailings.

Important! This message is automatically sent. Make sure that the message settings and text are correct, and if necessary, make changes. This step is important so that your subscribers realized that it was your letter, and they can give a consent to receive mailings.

For this, select Settings in Control Panel and My invitations. Then edit information in all tabs.

Some email systems that use DMARC do not allow you to specify your email address.

Fill out Email for testing messages. In My invitations you can send a test email to the specified address. It will let you see how your message looks like.

Add the needed text in Additional in Text for default after subscribe confirmation page line. Also, in this tab, you can change the name of the link for mailing activation, unsubscribing and link to report spam.

You can also activate sending messages to subscribers who just have subscribed to your mailings. Select option Activate this message to confirm subscription. Specify a subject, language and text of a message.

 

Data Collection of Participants

In Webinar room settings you can enable additional fields for an entry window for webinar (email, Skype) and make them obligatory.

The system verifies the existence of specified emails, and in case if user enters a non-existent (false email), after entering the room he will be forcibly removed.

In Settings you can point the following options:

  • Ask the attendees to enter their email addresses
  • Prohibit sign in without entering email address
  • Reject attendee if non-existing email used
  • Ask the attendees to enter their Skype name
  • Prohibit sign in without entering Skype name

If additional data fields are enabled, the participants will fill them before they enter your webinar.

This will allow you to collect data of participants and then use it to send messages via the integrated mailing system. Thus, you can continue to work with them after the webinar. All data entered by participants you can get in My invitations section, in Subscribers.

Registered Participants and Work with Them

The list of your participants and all your subscribers, as well as all their data, are in My invitations section then you should select Subscribers. Here will be collected all data obtained via:

  • signup forms and capture pages;
  • webinar registration fields;
  • subscribers, whose data you entered manually;
  • imported base of subscribers.

In Information you can see subscription status of each user.

Export of Subscribers’ Base

You can download subscribers list to a computer and work with it using other services or correct the data manually. For do this click on Export to CSV. In the window that appeared select the data, you want to save and select the separate symbol.

Also, you can export not entire subscribers’ base but only its part according to your specified parameters. For this use Filter and then select what you need. 

The file is saved as a CSV file with UTF-8 encoding. You can open it in Google Sheets application or Excel. Import of Subscribers’ Base

If you already have the base of emails, you can import them into MyOwnConference mailing system. For this, you need to contact with support@myownconference.com technical support. In your message you need to provide: a list of subscribers in the CSV format, and screenshots that confirm usage of these data in another system.

Invitation of Participants

How to Create an Invitations mail out

You can spread the information about the webinar and provide the link to it using mailing. You can use third party mailing service or mailing of MyOwnConference. Hereunder you will find instructions on how to set up mailing of invitations.

You can also prepare a chain of messages so participants receive a reminder at a certain time before the webinar.

In Messages tab click on Add a new message. In the window that appeared, enter the subject, date and sending time, as well as text of the message. For example, if your webinar is at 18.00, then set the sending time at 17.30. Then confirm your action by clicking Save button.

 

Sending Messages Before and After a Webinar

You can set mailing that will be linked to a specific webinar and will be sent at a certain time before and/or after the webinar according to the schedule.

To do this go to Webinars schedule and click on Add a new webinar to the webinars schedule or Schedule a webinar in Webinar room.

In Notifications tab select or create a new message. Specify sending time for each message. 

 

 

 In the window that appeared write the message subject, select language, enter the message and click Save.

You can edit the invitations you’ve created, delete, send subscribers or send a test message to your email in My invitations section, in Messages.

Additional Information

If you haven’t found an answer to your question, we invite you to see our other training materials and video tutorials.

Here you will find answers to the frequently asked questions.

How to Create a Webinar with MyOwnConference

Invitation of participants

Webinar User Guide

Private webinar

If you want to contact the technical support department, click on Online Support button in the lower right corner.

online support