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Marketing & Content

Webinar Promotion Pipeline

One webinar date drives invite, reminder, and last-hour emails automatically.

Saves about ~1 hr per week

What it does

  • Starts a promotion sequence the moment a webinar is scheduled
  • Sends invite, 24h reminder, and 1-hour last-call emails
  • Adds a post-webinar 'here's the replay' follow-up
  • Logs who opened and clicked per step

How it works

  1. Webinar event created
  2. Invite sequence days out
  3. Reminders fire at 24h and 1h
  4. Replay follow-up after finish

What's included

  • Event trigger
  • 4-step sequence
  • Engagement logging

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Gmail.

Step 1: Connect the webinar trigger

  1. Choose the calendar/event source (Calendly webinar, your event tool, or a sheet row).
  2. In the automation, trigger on 'new webinar event' with start time and title.
  3. Map the registrant list source (your registration form → a sheet).
  4. Confirm the event date flows into the sequence timers.
  5. Test with a fake event.

Watch out: The sequence timings must come from the actual event start — hardcoding 'Friday' breaks every other day.

Step 2: Write the sequence

  1. Invite (7 days out): date, topic, what they'll leave with, registration link.
  2. Reminder (24h out): one reminder with link and calendar add.
  3. Last call (1h before): 'we start in an hour' with link.
  4. Replay (day after): 'missed it? here's the replay' + a pitch CTA.
  5. Keep each email < 80 words.

Watch out: The replay email is where the money is — after-attendees convert better than pre-attendees. Spend extra effort there.

Step 3: Set the timers

  1. In the flow, compute each send time from the event start (start - 7 days, - 24h, - 1h, + 1 day).
  2. Add a delay/until-step per email.
  3. Handle timezone: normalize all to your audience's zone.
  4. Add a cancel rule if the webinar is canceled.
  5. Test all four steps with a near-term fake event.

Watch out: Timezone normalization is the classic failure — an invite '7 days out' in the wrong zone arrives when people sleep.

Step 4: Log engagement

  1. Use the email platform's tracking (opens/clicks) and write back to the reg sheet.
  2. Add columns: Invite Sent, Invite Opened, Reminder Sent, Replay Opened.
  3. Review which email got people through the door.
  4. Feed winners back into future webinar prompts.
  5. Archive each event's numbers for ROI.

Watch out: Opens/clicks per step tell you where drop-off happens — that is the data that makes the next event better.

Frequently asked questions

What does the Webinar Promotion Pipeline automation do?

One webinar date drives invite, reminder, and last-hour emails automatically. Starts a promotion sequence the moment a webinar is scheduled

How much time does Webinar Promotion Pipeline save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Webinar Promotion Pipeline use?

It works with Gmail.

What does Webinar Promotion Pipeline include?

Event trigger, 4-step sequence, Engagement logging.

Can I set up Webinar Promotion Pipeline myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.