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Manage last-minute webinar signups in event programs

Handle last-minute webinar signups in Dotdigital to keep your event programs running smoothly.

Bartlomiej Rekosiewicz avatar
Written by Bartlomiej Rekosiewicz
Updated over a week ago

Learn how to handle late or last-minute registrations in programs for webinars using Dotdigital. By utilizing the Delay and Date split nodes, you can ensure that contacts progress through the program correctly, maintaining timely communication and avoiding email overload.


Use Case

Suppose you are setting up an event program for clients who registered for a webinar. The emails within the program are scheduled to be sent out on specific dates. However, sometimes users register for the webinar or events at the last minute, between the dates on your decision nodes. You don’t want these contacts to:

  • Get stuck in the program

  • Miss the initial emails

  • Receive all the emails in the program at once

  • Receive out-of-date event reminders.

By combining program nodes, you can easily manage these contacts and the communication they receive.


Solution overview

To manage last-minute registrations effectively, you can use Delay and Date split nodes in Dotdigital Program builder. These tools ensure that contacts progress through the program as intended, regardless of when they register. This approach helps you maintain timely communication and prevents communication overload.


Step-by-step guide to limiting last-minute webinar signups in event programs

Step 1: Build a program

Step 2: Add the Date split node

  • Add a Date split decision node before the send node to manage email flow.

  • Configure the Date split decision node to bypass emails that should not be sent after a certain date.
    An example of a program is provided below the steps.

Step 3: Add the Delay node

  • Add the Delay node to your program to schedule sending emails for specific dates.
    Contacts added after the specified date will bypass the node immediately.

    An example of a program is provided below the steps.

Step 4: Manage last-minute registrations

  • Ensure that last-minute registrants are directed to the appropriate part of the program based on the current date.

  • Use additional logic to handle any specific requirements for late or last-minute registrations.

    An example of a program is provided below the steps.

Step 5: Adjust the program logic according to your needs

  • Depending on how you plan your pre-event campaign, adjust the logic and test the program.


Example

This program manages sending email campaigns to contacts signing up for an event on different dates.

  • Event forms are sent on March 5.

  • Every five days, the program sends an event reminder.

  • Contacts who sign up after the program starts receive a "Thanks for signing up" email and subsequent reminder emails based on the date conditions.

  • Contacts who sign up late, such as a day before the event, receive both the "Thanks for signing up" and "Event tomorrow" emails.

And here an example of more advanced program for a Management event.


Limitations

  • Timing sensitivity - the effectiveness of the Delay and Date split nodes depends on accurate timing. Ensure that your program's timing aligns with your event schedule.

  • Complex logic - for more complex scenarios, additional logic may be required to handle specific requirements. Test your program thoroughly to ensure it works as intended.

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