Track webinars

Connect GoTo Webinar and RadarSend keeps track of who registered for each webinar, who attended and for how long, and who missed it. Each contact’s activity shows their webinars. You can then:

• Build a segment of everyone who attended, or who registered and didn’t show.
• Start an Automation or a sequence when someone registers, attends or misses one. Send a reminder, a recording to the people who missed it, or a follow-up to the people who stayed to the end.
• Score attendance like any other activity.
• Send it to another app with a webhook subscription.

Before you begin#

• You need to be an admin in RadarSend to connect or disconnect GoTo Webinar. Anyone in your account can see the webinars once they’re there.
• You need a paid GoTo Webinar plan, and to sign in as the organizer whose webinars you want. In GoTo, a webinar belongs to the organizer who scheduled it. If several people in your team run webinars, connect each of them.

Connect GoTo Webinar#

1. Go to Settings→Integrations→GoTo Webinar.
2. Choose which webinars to import:
   • Every webinar, when everything this organizer runs belongs to this account.
   • Only webinars I choose, when the organizer also runs webinars for another brand or another RadarSend account. See Choose which webinars to import.
3. Click Connect GoTo Webinar.
4. Sign in to GoTo as the organizer, and click Allow.

You come back to RadarSend with the organizer listed and the status Importing history. RadarSend reads the last six months of webinars and registrations, then shows Connected. To add another organizer, click Connect another organizer.

RadarSend reads your webinars, registrants and attendance. It doesn’t change anything in GoTo.

Choose which webinars to import#

One GoTo organizer sometimes runs webinars for two brands, each with its own RadarSend account. Importing everything would add each brand’s registrants to the other’s contacts. With Only webinars I choose, nothing about a webinar’s people is imported until an admin includes it.

1. New webinars appear under Webinars→To review, and admins get a notification.
2. For each one, click Include to import its registrants and attendance, or Exclude if it belongs elsewhere.
3. Excluded webinars are listed under Excluded. Click Include there if you change your mind.

When you include a webinar that’s still to come, its current registrants are imported right away and count as new registrations, so a reminder sequence picks them up. A webinar that already ran is imported as history: it’s on your contacts but starts no Automations or sequences.

Excluding a webinar stops anything more being imported from it. What it already put on contacts stays.

If the same GoTo organizer is connected in another RadarSend account, this account always chooses its webinars, so connecting can’t import the other account’s people. Each account decides for itself.

To change the setting later, use Import on the connection in Settings→Integrations→GoTo Webinar. Switching to Every webinar includes everything waiting under To review.

What RadarSend records#

A webinar with several sessions counts a registrant as attending if they joined any of them, and adds up their minutes across sessions. They’re only marked missed once every session is over.

Registrants waiting for your approval in GoTo appear as Awaiting approval, and count as registered once you approve them.

See a webinar#

Go to Webinars, under Audience in the sidebar. It appears once you’ve connected a webinar platform. Upcoming lists what’s scheduled and Past what has run, each with how many registered, attended and missed.

Open a webinar for its numbers and the list of registrants. The tabs show All, Attended, Missed, or Not settled (attendance not in yet). Click a registrant’s name to open their contact. If your registration form asks questions, click a row to see their answers.

Use it#

• Segments. Under Add filter→Webinars, pick Registered for a webinar, Attended a webinar or Missed a webinar. Choose a webinar or any webinar. For attended, you can require for at least some minutes. Add in the last some days to look at recent webinars only.
• Automations and sequences. Set the trigger to Registers for a webinar, Attends a webinar or Misses a webinar. See Triggers and Sequence triggers.
• Scoring. Registered for a webinar, Attended a webinar and Missed a webinar are listed under Webinars in Settings→Contacts & scoring→Activities. Give them points there. They start with none.
• Slack and webhooks. A message or webhook from a webinar trigger can use the webinar’s title, start time, the attendee’s minutes and the registrant’s join link. See Post to Slack and Webhooks.

Common issues#

• Attendance hasn’t appeared. GoTo publishes it a little after the webinar ends. RadarSend checks again with longer waits in between for about two days. Until then the webinar shows Attendance coming, and nobody is marked missed.
• A registration is missing. RadarSend also re-reads every connected organizer’s webinars each night, so anything missed arrives by the next day. To check now, click Sync now under Settings→Integrations→GoTo Webinar.
• “GoTo isn’t accepting this connection any more”. The authorization expired, or the organizer revoked it or signed out of GoTo everywhere. Nothing new arrives until an admin clicks Reconnect and signs in as that organizer again.
• A webinar is missing. It belongs to an organizer who isn’t connected. Connect them too. If the connection imports only the webinars you choose, look under To review.

Good to know#

• History doesn’t fire anything. Registrations and attendance found when you first connect are on your contacts and count in segments, but they don’t start Automations or sequences. Only what happens after you connect does.
• Registrants become subscribed contacts. Someone who registers and isn’t a contact yet is added as one, subscribed, as they would be by a form. An address you’ve erased from RadarSend is never added back.
• Existing contacts are left exactly as they are. Registering for a webinar never resubscribes someone who unsubscribed, bounced or complained, and never activates a contact waiting in a release pool or for a double opt-in confirmation. The webinar is still recorded on their activity.
• Disconnecting keeps what was imported. New registrations and attendance stop, but the webinars, their registrant lists and the webinars on your contacts’ activity stay, so segments keep working. Reconnect the same organizer to pick up where it left off: anything that happened while it was disconnected is imported as history. To remove the webinars and registrant lists, click Delete imported webinars on the disconnected connection. Contacts keep the webinars on their activity either way.
• Only people with an email are tracked. Someone who dialed in by phone, without registering, isn’t matched to a contact.
• Zoom is coming. For now, GoTo Webinar is the platform RadarSend connects to.