Nonprofit Insurance Alliance availed HubSpot Management Services from webdew

Challenges

The main challenge in this entire project was to create triggers for the workflows so that whatever combination of dates is selected by the contacts for three webinars, the confirmation mail with the same event date added to the calendar links will be sent. To accomplish this, every possible combination for 22 event dates/webinar type were created and added to workflows to send confirmation emails.

S olution

Requirement  gathering 

The project started when webdew HubSpot professionals started conversing with the client to understand their needs and collect their requirements. Here, we get an idea of the current situation of the organization and what they expect from us. 

Products  usage

After having a proper conversation, we evaluated all the HubSpot products that will be used in making the website successful. For completing this Nonprofit insurance Alliance project, we used Properties, marketing emails, workflows, lists, and forms. 

Strategy  Implementation

Once everything was sorted, the webdew team started working on the implementation part. 

As the client’s primary objective was to invite the contacts for Zoom/GoTowebinars webinars, send them emails with add-to calendar links and reminder emails, create lists for registered and attendees, and update the property of those who attended the webinars. As we faced a challenge in setting up the triggers, but after all the possible combinations of 22 events, we were able to send the confirmation emails. 

Basically, NIA conducts webinar for their brokers on a weekly basis on Zoom. Three webinars were to be mentioned on the form, with the dates for three months. Three radio-select field properties with webinar names with the upcoming webinar dates were created.

These properties were then used in the form, where the contact can select one date for each type of webinar. Once the user submits the form, a confirmation email is sent to him with add-to-calendar links. Earlier, these events were created in google and outlook calendars, and the links were added to the emails.

Then the workflows were created to send reminder emails a day and an hour before the event. 

The whole setup was done for one 2021-22. year. But later, the client switched from Zoom to GoTo webinar, so we set up the entire thing on the GoToWebinar tool for the year 2022-23.

Events were created in GoToWebinar , then registration links were added to the emails. Once the contacts selects the dates from the form, confirmation emails will be sent to register for the events. Once the contacts register for the selected events, they will receive emails from GoToWebinar with add to calendar links. 

Reminder emails were created in GoToWebinar to be sent one day and one hour before the event. Later on, lists for registrants and attendees were created to know which contacts had registered for the particular event and who had all attended that webinar. Based on those lists, workflows were created to update the property ‘Attended webinar’ so that the sales reps could know which contact had attended which webinar.

Testing  & Delivery

After the implementation of the task, we did the testing thing so that every single task, whether it’s sending emails or creating events, could be performed without any challenge. Once we were sure of the project quality, we delivered it to our client by going through which they were highly satisfied and shared a positive review on the HubSpot directory. 

Results

We successfully created events, workflows, and emails to send the confirmation emails with the add-to calendar and webinar links; we first did the whole setup for zoom and HubSpot and later smoothly transitioned the whole process on GoTowebinar. Thus, Multiple emails, workflows, and lists were created for the whole process.