Automate Webinar Registrations with Pabbly Connect: A Step-by-Step Guide

Learn how to automate webinar registrations using Pabbly Connect with Google Forms and Gmail. Follow this detailed tutorial for seamless integration. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To begin automating webinar registrations, first, access Pabbly Connect by typing its URL into your browser. Once on the homepage, you will find options to sign in or sign up for free. If you are a new user, click on the ‘Sign Up for Free’ button to create an account. This process takes just a couple of minutes and grants you 100 free tasks to explore.

After signing in, navigate to the all apps section where you will see all the products offered by Pabbly. Click on ‘Access Now’ for Pabbly Connect to reach the dashboard. Here, you can view existing workflows or create new ones. To start a new workflow, click on the ‘Create Workflow’ option, give it a name, and select a folder to save it. This setup is essential for organizing your automation tasks.

2. Setting Up Google Forms with Pabbly Connect

In this step, we will integrate Google Forms with Pabbly Connect. Start by selecting Google Forms as your trigger application. The trigger event will be set to ‘New Response in Spreadsheet’. This means every time a new response is submitted through your Google Form, it will initiate the workflow.

• Select Google Forms as the trigger application.
• Choose ‘New Response in Spreadsheet’ as the trigger event.
• Copy the provided webhook URL for integration.

Next, go to your Google Form and access the responses section. Click on ‘View in Sheets’ to see the linked spreadsheet. You will need to connect this spreadsheet to Pabbly Connect using the copied webhook URL. This connection allows Pabbly to capture responses automatically whenever a new entry is made in the Google Form.

3. Creating Registrants in GoToWebinar via Pabbly Connect

Now that you have set up Google Forms, the next step is to create registrants in GoToWebinar using Pabbly Connect. Select GoToWebinar as the action application and choose ‘Create Registrant’ as the action event. This process will automatically add a new registrant based on the form responses captured earlier.

To establish the connection, click on ‘Connect Now’ and select ‘Add New Connection’. You will be prompted to enter the webinar details, including the time in UTC format. It’s crucial to convert your local time to UTC for accurate scheduling. After entering the required details, save your settings to finalize the connection.

• Select GoToWebinar as the action application.
• Choose ‘Create Registrant’ as the action event.
• Map the required fields such as first name, last name, and email from the previous step.

Once all details are mapped correctly, test the connection to ensure a new registrant is created successfully in GoToWebinar. This step confirms that your integration is functioning as intended.

4. Sending Confirmation Emails via Gmail

After successfully creating a registrant, the next task is to send a confirmation email using Gmail through Pabbly Connect. Select Gmail as your action application and choose ‘Send Email’ as the action event. This will allow you to send an email to the newly created registrant.

Connect your Gmail account by selecting ‘Add New Connection’. Once connected, you will need to fill in the recipient’s email address, which should be mapped from the previous step. Additionally, set a static subject line for the email, such as ‘Registration Confirmed’, ensuring it remains the same for every email sent.

Map the recipient’s email address from the GoToWebinar registration data. Enter a static subject line for the email. Compose the email body, including personalized greetings using mapped fields.

Test the email action to verify that the confirmation email is sent successfully. This ensures that every registrant receives their registration confirmation promptly.

5. Finalizing the Integration Process with Pabbly Connect

To complete the integration setup, go back to your Google Sheets and ensure that the responses automatically trigger the workflow in Pabbly Connect. Click on ‘Extensions’, then ‘Pabbly Connect Webhooks’, and select ‘Send on Event’. This step will enable automatic data transfer from Google Sheets to Pabbly Connect whenever a new form response is submitted.

With this setup, your entire process is now automated. Whenever a new response is captured in Google Forms, a registrant is created in GoToWebinar, and a confirmation email is sent via Gmail without any manual intervention. This seamless integration saves time and ensures efficiency in managing webinar registrations.

By following these steps, you can leverage Pabbly Connect to automate various workflows and enhance productivity across different applications. This powerful integration platform allows you to connect multiple applications effortlessly, streamlining your processes.

Conclusion

In this tutorial, we explored how to automate webinar registrations using Pabbly Connect with Google Forms and Gmail. By following the detailed steps, you can easily set up a seamless integration that enhances your workflow efficiency.