WebinarJam and EverWebinar documentation Webinars for everyone!

Zapier

Overview

This article is for both WebinarJam and EverWebinar, and anything explained in here can be applied to both Apps.

By utilizing our list of 3rd party platform integrations, you can connect to apps you use every day to automate tasks and save time. Zapier offers 750+ integrated apps together to make your own automations, so there are literally thousands of options you can set up.

Some popular automations you may want to try:

  • Adding your registrants to an autoresponder that is not in our API list
  • Tagging your registrants to an autoresponder that is not in our API list
  • Adding new registrants to a Google Sheets Spreadsheet
  • Sending yourself a notification when someone registers
  • Sending registrants a survey or form for additional information
  • Adding registrants to an SMS service for additional messaging
  • Creating Trello boards for follow up services
  • Creating tasks with Project Management Programs
  • Creating a purchase (for sending a free followup file)

 

Resources from Zapier

Zapier is a 3rd party program. Refer to the following articles in the Zapier knowledge base for information about Zapier and how to set up your Zaps.

Before we start, let’s remember some basic concepts on how Zapier works:

  • ONE TIME: Generally, Zapier does not have a mechanism to keep items in sync after they have been run through a Zap one time. Think of Zapier like a one-way one-time pipe right now.
  • BEFORE TURNED ON: Zaps will not be able to see data that was created before your Zap was turned On. They are meant to trigger data that has been newly added. See Zapier’s article on bulk importing existing data into zaps.

 

Your WebinarJam API key

In order to connect your WebinarJam and your Zapier accounts, you will need your WebinarJam API Key. This key can be found in your main webinar dashboard, by clicking on the Advanced link for any of your webinars. You don’t need a new API Key for each webinar, since the Key is global for your entire account.

 

Setting up your first Zap

When you click on the link above, and you log into your Zapier account, you’ll see a screen like below. Please click Create This Zap.

Select a Trigger

On the next screen, “Select WebinarJam Staging Trigger”. You may need to press “Show Less Common Options” (Marked #1 Below).

Among your options, you’ll see the following (Subject to change):

  • New Registration
  • User Attends Live
  • User Misses Webinar
  • User Purchases
  • User leaves the live webinar before (or after) a specific time stamp
  • User attends the webinar replay
  • User joins the live webinar late

Reminder:

  • Certain triggers, such as the New Attendee trigger, will only trigger after the webinar is over, when all those who attend the webinar will trigger the zap in succession. If you want to trigger the zap when someone registers for your webinar, use the New Registrant trigger instead.
  • Generally, Zapier does not have a mechanism to keep items in sync after they have been run through a Zap one time. Think of Zapier like a one-way one-time pipe right now. If you want different actions on different triggers, you need to create multiple Zaps.

 

 

Connect with WebinarJam

You will be taken to a screen that will allow you to select your WebinarJam account.

  1. If you are already connected, choose your account (Marked #1 Below).
  2. Press test to confirm it’s working.
  3. Connect an Account (Marked #2 Below).

If you select “Connect An Account”, a popup will appear (See Below) that will ask you “Allow Zapier to access your WebinarJam Account?”

To connect both platforms, you will need to enter your WebinarJam API key to connect (see screenshot below). For more information on where to locate your WebinarJam API key, please read WebinarJam API Key.

 

Select a Webinar

You will be taken to a screen with a dropdown menu (Marked #1 Below).

In the drop down, you’ll see a list of webinars.

You’ll see the Webinar Code or Webicode listed beside each Webinar Name (Marked #2 Below).

If you have WebinarJam and EverWebinar, your EverWebinar webinars will be further down the list. You may need to scroll (Marked #3 Below).

Please note that, if you selected a time-based Trigger, such as “registrant leaves the live room before or after a certain time”, you will see a screen prompting you to enter the number of minutes from a dropdown (minutes are in 5 minute increments).

 

Test WebinarJam

Zapier will need to test the integration by fetching an existing person that meets your trigger requirements.

WebinarJam is set up to send a sample of “name: Joey Millner, email: [email protected]”.

Press Fetch & Continue.

If your test is successful, Zapier will say, “We’ll use this as a sample for setting up the rest of your Zap.”

If you view the information, it should display Joey’s data.


 

Add Action Step

Next is adding an Action Step. You will see a screen similar to below.

 

Choose Action App

Zapier has a wide variety of “Built in Apps” on this screen. Scroll down to see “Popular Apps”.

The best way to find your app is to start typing the app name in the box that says, “Search hundreds of applications.” Zapier has 750+ integrated apps. Visit Applications on Zapier to search for integrated apps.

 

Choose Action

With over 750 applications and action steps varying per Application, we’ve chosen two common action steps to cover.

 

Autoresponder Action

This option is popular if your Autoresponder does not have a direct API integration with WebinarJam. This allows you to add people to your list or tag them.

Reminder:

  • Most Autoresponders have subscribe or unsubscribe from a list and adding or removing a tag. Other autoresponders have additional options, while some have fewer.

 

The screen below is from AgileCRM, but most autoresponder applications will have a similar screen. Your autoresponder may have different actions from which to select.

Choose one of the common options or press “less common options” to see additional choices.

You will see a screen similar to below. It will vary based on which actions you added.

You may see a dropdown on the right side (Marked #1 Below).

Choose one of the Webinar attendee field options (Marked #2 Below) and that information will be added to your email. It will appear in the box with the field you added (Marked #3 Below).

You will need to add the email for many actions related to your autoresponder list.

 

Email Action

Getting a registrant email notification is another popular option, as this sends you an alert when a registrant performs a specific action. This particular set up is through the Zapier Email and allows you to send to any email.

You will choose email or your email application.

With Zapier mail, you will choose send an outbound email.

With Gmail you’ll choose “send email” from the application screen. (this may vary based on your email application.

On the next screen you’ll choose whom you want to send the email to and what your subject is and other email related entries.

Each line offers a dropdown on the right side. (Marked #1 Below)

Choose one of the Webinar attendee field options (Marked #2 Below) and that information will be added to your email. It will appear in the box with what field you added. (Marked #3 Below).


 

Toggle On

Once you have finished setting up your actions, you will need to activate your zap by toggling in on.

You should see a “Your Zap is working” confirmation message and the toggle should be in “On” position.


You’re done!

Of course this depends on what particular set of integrations and actions you wanted. You can always go back to the Zapier dashboard to review the WebinarJam/EverWebinar zaps you have created, or to create new ones!

YouTube Live

Overview

This article is only for WebinarJam, not EverWebinar.

By choosing YouTube as your streaming platform, note that your webinar will also be automatically posted in your YouTube channel, and thus publicly accessible to your subscribers and anyone with the video link.

While we strongly recommend our in-house WebinarJam Live streaming solution for a smoother user experience, should you opt to use YouTube as your streaming platform, there are a few steps you will need to undertake in your YouTube account to activate the streaming capabilities.

Before you begin

Unfortunately, YouTube requires that all the setup steps described in this article must be followed or else you will see a “connection error” message while trying to connect your YouTube account.

Alright, let’s start!

Enabling the required features

Make sure you are logged out of any other Google accounts, G-Suite, YouTube account, etc, and visit http://www.youtube.com/features and enable Live Streaming, and Embed Live Streams.

Here comes the tricky part: enabling Monetization! You might actually find that your account in ineligible!You see, YouTube’s rules for integration have changed over the years. As it stands now, users must enable Monetization before they can enable Live Streaming. The problem is that for newer accounts, YouTube has some minimum levels before they become eligible to monetize their channels.

At the time of writing this article, here are the minimum levels required by YouTube:

Note that for some older accounts, YouTube might have grandfathered your account and ignore these minimum levels. Indeed, YouTube’s policies are strange!

Anyway, once Monetization, Live Streaming and Embed Live Streams are enabled in your account, YouTube approval process will finally kick in. Note that this process will take up to 24 hours. You will see the message below, and you just need to wait until the next day to continue the set up process.

 

Checking Embed and Changing Promotions

This confirms that your advanced settings allow your videos to be embedded.

It is also important so that any YouTube subscribers you have do not see your test webinars, or watch webinars outside of the WebinarJam experience.

As far as promotions and privacy, setting up your Live Streaming on your channel with some default settings helps reduce the stress and worry of forgetting to change the settings during the webinar. We will cover those steps now. First, go to YouTube.com/live_dashboard  , and Scroll Down.

  1. OPTIONAL: Change the Privacy setting to “Unlisted” from the dropdown. (Marked #1 Below)
    This means that every Live streaming you do will be unlisted. But you can change it as necessary.
  2. Click “Advanced Settings” (Marked #2 Below)

  • Be sure you are on “Advanced Settings” (Marked #1 Below)
  • OPTIONAL: Uncheck both boxes under “Promotions” (Marked #2 Below)
  • Confirm that Embedding is checked (marked #3 Below)

Test Your Webinar Settings

Run the webinar as you normally would inside your WebinarJam live room. Then, in another browser, login as an attendee.

If you see your test video, then all is well with your account.

If your video shows the following error, “Watch this video on YouTube. Playback on other websites has been disabled by the video owner” your YouTube account is not properly configured yet.

 

So, if it’s not working, there are a few things to do…

Change Channels

Confirm that you are using the same channel as you have your webinar content on. You may need to associate this channel with your main Google account.

Contact YouTube Support

If you perform all of the above steps and are still getting the video embed error, then please contact YouTube’s support team directly at https://support.google.com/youtube/answer/3545535.


 

YouTube Configuration Error

If, while in the process of accessing your WebinarJam live room, you have gotten the error message “YouTube Configuration Error” as displayed below then a setting is not correct on your YouTube account.

Please be sure you are logged into the same YouTube account that is displayed on your Connect YouTube screen. Your account email will appear in small writing below the YouTube icon.

Then you will want to confirm that the settings on your YouTube account are correct, as explained above in this article. Once you’ve made sure those settings are indeed correct, please go back to your Webinar presenter’s link and retry.

Twilio

Overview

This article is for both WebinarJam and EverWebinar.

WebinarJam and EverWebinar can send SMS and phone call reminders through our Twilio integration. Therefore, by integrating Twilio with WebinarJam notifications, you can send SMS Text and Voice Messages to those who want to get Webinar updates via their phone.

For example, you can send a reminder for your webinar to your participants: a “Last minute” reminder which will be sent out 15 minutes before your webinar starts.

Remember that this is an optional feature and not necessary to run your webinars. If you decide to use Twilio, here are the steps to take:

 

Setting up an Account With Twilio

First and foremost, in order to integrate Twilio with WebinarJam or EverWebinar, you firstly need to sign up for an actual Twilio account.

Once you have your account, Twilio can seem a bit overwhelming, but we’ll walk you through the steps to assist you.

Please note this is a third party program, and they may update and change how their interface look. Should you need support configuring your Twilio account, you’ll need to reach out to their support helpdesk.

First, you need to create a Twilio Account at https://www.twilio.com/try-twilio. Complete the required fields: name, email and password. Then click the “Get Started” button.

You will then need to verify you are human by sending yourself a verification code.

This will create a trial account which will only send messages to verified numbers in specific countries.

 

Getting a Phone Number to Send Text Messages

The next step is to get a phone number. Go to: https://www.twilio.com/console/phone-numbers/getting-started.

There, you’ll see a big red button (see below) that says, “Get Your First Twilio Number”.

This opens a pop up that will offer you a phone number. You can accept the number or choose a different one. The number you choose will be necessary to integrate with WebinarJam.


 

 

Information You Need to Integrate with WebinarJam or EverWebinar

To Integrate with WebinarJam, you need three pieces of information: The Twilio Account SID, the Twilio Auth token and the Twilio phone number.

To get this information, go to the Twilio.com/console.

Twilio Account SID

Under your Console Dashboard you will see the Twilio Account SID. Copy this code (Marked #1 Below).

Twilio Auth token

Your Twilio Auth Token is hidden. To see the code press the “eye” icon, then you can copy it (Marked #2 Below).

Twilio phone number

Click the # Phone numbers section to go to the phone number page (Marked #3 Below), or go to Twilio.com/console/phone-numbers/incoming

On the this page: Twilio.com/console/phone-numbers/incoming, you should see the phone number (Marked #2 Below). Twilio.com/console/phone-numbers/incoming, you should see the phone number (Marked #2 Below).

If you don’t see it, be sure you are on “Active Numbers” (Marked #1 Below) and be sure to have a phone number.


 

Integrating Twilio with WebinarJam or EverWebinar

There are two places you can integrate Twilio: You can add Twilio to your profile and you can add sms messaging to a webinar.

 

Adding Twilio to Your Profile

Adding Twilio to your profile let’s you use the Twilio Integration on all your webinars.

Go to your profile (Marked with the arrow below).

When the popup opens, click Integrations (Marked #1 Below).

Click “SMS Gateways” (Marked #2 Below).

Your Twilio Account SID (Marked #3 Below), Your Twilio Auth Token (Marked #4 Below), and your Twilio Phone Number (Marked #5 Below) can be added here.

Do not include dashes in your phone number.

To send yourself a verification text, enter a valid phone number and press “Send Test SMS” (Marked #6 Below).

Press Connect. To change your account, press “Reset” (Marked #7 Below).

 

Adding SMS Messaging to a specific Webinar

To add Twilio only to a specific webinar, go to the Notifications section within your Webinar (Marked #1 Below).

Click “Call/SMS” (Marked #3 Below).

If you added Twilio to “My Profile” this information will automatically appear here. However, if you want to add a different account or limit the integration to specific webinars, you’ll have to complete the form below.

Your Twilio Account SID (Marked #1 Below), Your Twilio Auth Token (Marked #2 Below), and your Twilio Phone Number (Marked #3 Below) can be added here.

Make sure to hit save (Marked #4 Below).


 

Creating a Text Message

SMS (and voice) will only be delivered 15 minutes before the webinar. For the SMS message, make sure to remind your attendees to check their email to get the last minute link and any other last minute information (Marked #1 Below).

#LINK#

You can include #LINK# but the link may be long. So you will want to leave characters enough for when it changes from the shortcode to the attendees link.

Note: “Send Test SMS” will display #LINK# not the real link. This is similar to test emails as well.

Click the “Send Test SMS” button to check your text (Marked #2 Below).

Save (Marked #3 Below).

Make sure to confirm your notifications for the page to save.


 

Sending an Additional SMS Message

With WebinarJam you can send an additional text message other than the “Last Minute Reminder” (15 minutes before the webinar).

To do so, you need to go to Analytics (Marked #1 Below), choose your particular WebinarJam Webinar (Marked #2 Below) and session (Marked #3 Below), then press “Go” (Marked #4 Below). Open the bottom section “Registrants & Attendees.”

You can choose “SMS all” (To the Right of #2) or choose to message particular registrants by clicking the phone icon (Marked #5 Below).

NOTE: You will not see these options with EverWebinar. SMS via analytics is only available via WebinarJam.


 

Issues with Text Messages

Countries Outside of the United States

If you are a country outside of the United States, SMS services may need to be enable the global permissions page and enable the country or number range you would like to send SMS messages to. Twilio has global permissions to protect your account from abuse.

https://www.twilio.com/user/account/settings/international/sms

Why do I see #LINK#?

Make sure you used #LINK# all caps, not #link# or other variations. If you are sending yourself a test message you will see the shortcode (#LINK#) not your link. Some phones or phone carriers prevent customers from receiving links via their mobile devices.

Carriers reserve the right to block out certain types of messages, or may block certain numbers, which they do to protect their users from spam.

Why are registrants are not getting messages?

We recommend checking Twilio Logs see: https://www.twilio.com/docs/api/messaging/debugging-common-issues

If it shows as sent, it may be due to the phone carrier. They may block certain types of messages, or may block certain numbers, which they do to protect their users from spam.

If you just created your Twilio account, you may need to confirm your account, you will need to contact them on how to confirm your account.

Autoresponders and CRMs

WebinarJam and EverWebinar integrate with some of the industry leading CRMs and Autoresponders:

  • Kartra
  • Aweber
  • Active Campaign
  • InfusionSoft / Keep
  • iContact
  • OntraPort
  • GetResponse
  • MailChimp
  • ConvertKit
  • Drop
  • Constant Contact
  • Maropost
  • Zapier

 

Configuring the integration

You can set up the integration with your favorite AutoResponder software by accessing the My Account icon at the top-right corner menu, and then navigating to Integrations. See screenshot below.

Once the configuration has been configured, it will be very easy to plug and play it into each of your individual webinars

 

What can I do with these integrations?

You can set up a bunch of automated rules that will execute an action in your AutoResponder software when one of your registrants interacts with your webinar events. For example:

  • You may pass the registrant’s details to your AutoResponder when they first sign up to your webinar.
  • Furthermore, you may assign them a tag, or subscribe them to a different newsletter, if they actually attend the live event, and also if they miss it!
  • You can also automate a similar rule if your registrants leaves early the webinar, or even if he arrives late.
  • You may assign them a tag/list if they buy any product from your live event (or replay video).
  • Etc.

The beautiful is that you can chain as many of these automated rules as you want, and once configured they will run on autopilot without you (or them) having to do anything at all. At any rate, it’s important to remember that these actions are one-directional, meaning that they always flow from WebinarJam/EverWebinar to your Autoresponder, and not the other way around. Your Autoresponder, once integrated, is indeed a passive agent and all the heavy lifting will be done by WebinarJam/EverWebinar.

 

How do I set up this automated rules?

At the webinar configuration wizard, go to the Integrations step, and open the Email Autoresponder Integrations box.

There, you will see all the Autoresponder integrations you have previously activated as described earlier in this article. As you select your favorite autoresponder, a window will appear with a list of IF THIS HAPPENS, THEN DO THIS automation rules. Remember that you can stack as many rules as you want. See screenshot below.

As you set up your automation rules, you will end up with a combination set that will allow you to funnel your webinar subscribers to your Autoresponder of choice, and to furthermore customize your segmentation and follow up marketing campaigns with laser target accuracy. You may make this rule sets as simple of complicated as you want. See below.

One final thought: since these rule combos are configured on a webinar by webinar basis, you may go for different rules for each webinar depending on your needs.

 

Positive vs negative rules: the delay

Note that some rules are executed instantly, whereas some others carry a bit of delay.

  • Positive rules (if they register to the webinar, if they buy your product, if they make it to the live room, etc) are triggered and passed to your autoresponder instantly as they happen.
  • Negative rules (if they miss the webinar, if they leave early, etc) will need to wait until your webinar session is actually over for the system to analyze the webinar attendees’ behavior. It’s at that time that we will pass the information to your autoresponder. Considering that the maximum length of a live webinar in our platform is 4 hours, that is the maximum possible delay for your Autoresponder to register your users’ actions.

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