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HubSpot Embed Steps (advanced)

Last updated October 5, 2017

To run great looking Live or On-Demand webinars directly inside a Hubspot landing page please follow the instructions below. You must have an event created within your WorkCast account that has media attached.

There are three main steps to follow:

Downloading the Templates

To download the Webinar Growth Pack templates to your HubSpot account you must be logged in to HubSpot and then follow the link below:

 

Download from HubSpot Marketplace 

 

The link takes you to the HubSpot Marketplace where the event templates are available.  By clicking the 'Get pack for free' this will download the webinar templates and install them within your HubSpot account. You will then be able to create your event landing pages and emails and apply the WorkCast templates by following the guides below.

 

You can navigate directly to the 'Marketplace' with HubSpot and search under all products for 'The webinar growth pack' which would also display the link to download the template pack.

 


 

Create and configure landing pages and emails within your Hubspot account

Within my Hubspot account what will I create?

3 Landing Pages

  • Register page
  • Register confirmation page
  • Auditorium (event page)

2 Emails

  • Confirmation of registration
  • Event reminders

1 Form

1 WorkFlow

1 Call to Action (CTA) – Join the Event

 

Step 1 - Creating your Hubspot online event

First of all we need to create three separate landing pages.

Registration page

1) Go to ‘Content’ and then Landing pages and click ‘Create a new landing page’.

2) Select ‘Webinar Registration Landing Page’ template and enter your name for your event registration page and then click ‘create’.

3) Go to ‘settings’ within the new page you have created and enter the following

  • Page title
  • Page URL (Important this URL will be used for marketing)
  • Click ‘Publish’

Registration thanks page

1) Go to ‘Content’ and then Landing pages and click ‘Create a new landing page

2) Select ‘Webinar Registration Thanks Page’ and enter your name for your event registration page and then click ‘create’.

3) Go to ‘settings’ within the new page you have created and enter the following

  • Page title
  • Page URL (Important this URL will be used for marketing)
  • Click ‘Publish’

Auditorium (live event page)

1) Go to ‘Content’ and then Landing pages and click ‘Create a new landing page’.

2) Select ‘Webinar Event Landing Page’ and enter your name for your event registration page and then click ‘Create’.

3) Go to ‘settings’ within the new page you have created and enter the following

  • Page title
  • Page URL (Important this URL will be used for marketing)
  • Click ‘Publish’

Step 2 - Creating a form

1) Go to ‘Contacts’ and then ‘Forms’ and click ‘Create new form’. Enter a name for your form and click ‘Create’.

2) Now configure the Details, Fields and Options sections as to your requirements or leave as default settings.

3) Click ‘Save Form’

 

Step 3 - Event reminder email

We need to create two emails, one will be sent as the 24hour and 1hour reminder for your event, the other will be sent instantly to users who have registered.

The email sent instantly will be created at a later stage.

Reminder emails

1) Go to ‘Content’ and ‘Emails’ and then click ‘Create new email’ select the ‘Email Webinar Confirmation’ template and name it as your event title with ‘Reminder’ in the name and click ‘Create’.

2) Click the graphic in the top of the email and replace this with an appropriate graphic for your event.

3) Click 'Save' and 'Next' and then enter an ‘Email type’ click 'Save' and ‘Next’.

4) Now select the radio button for ‘Save for automation’ and click 'Next'.

5) Enter the from and subject name of your email. Note: Your reminder will be sent 24 hours and 1 hour before your event, so the subject name will need to reflect this. (eg Webinar Reminder: Title of your event), click 'Next'.

6) You should now be able to click ‘Save for automation’ and then ‘save for email workflows’.

 

Step 4 - Create your workflow

This will create the user workflow process which details the steps that happen once a user is registered, this includes the dispatching of reminder emails.

 

1) Go to ‘Contacts’ and then ‘Workflows’ and click ‘Create new workflow’.

2) Give your Workflow a suitable name and select the ‘Fixed Date’ type and then ‘Create a new workflow’.

3) Automatically enrol contacts when they meet these criteria:

  • Form Submission

4) When you select ‘Form Submission’ then select the form you created earlier and save.

5) The section that says ‘This Workflow will center around the date’ click edit and select the date of your event and click 'Save'.

6) Edit the next action and set it to perform the action 1 day before the event start time. For your 24hour reminder select “Before” from the drop down and choose how long before.

7) Once this is changed click ‘add action’ and ‘send an email’ then select the reminder email you created earlier and 'Save'.

8) Add a ‘delay’ and select ‘delay’ then ‘on’ and select the time to be 1hour before your event time.

9) Then add another action which is the 1 hour reminder email.

 

Step 5 - Configuring your registration landing page

1) Go to content then Landing pages and select your registration landing page and click 'Edit'.

2) Click on the sample reg form.

3) In the side menu choose edit modules and select the ‘Form’ you have created and ensure ‘redirect to another page’ is selected. Then select the Register thanks page landing page you created for the re-direct to go to.

4) In the ‘Post submit actions’ tick add to Workflow and select the workflow you created.

5) Tick ‘send a follow up email’ and then click ‘add new’ to create the confirmation email. You will now be taken off to the email set up process. Follow the steps as detailed.

6) Save the registration landing page.

7) You should now add all the overview text and title of the event to the registration page.

 

Step 6 - Create a new CTA

1) Create a new call to action with the text on the button named ‘Join the event’.

2) The url the CTA should go to should be the auditorium landing page you created earlier. This is the page where your webinar will sit on.

3) Once the CTA is created it should be added to the Registration Thanks page, and two emails you created. This allows users to join the event.

4) Other CTAs can be created as required, for example if you wish to add the WorkCast platform generated calendar file link to your thanks page.

 

Step 7 - Configure your registration thanks page

Add in the required text and information you require on the registration thanks page. This could include links to other items your registrants may be interested in. Make sure the CTA named ‘Join the event’ is added to allow users to join the auditorium page.

 

Step 8 - Configure your auditorium (event page)

Add the overview information and titles required to your auditorium page. You are now in a position to add the media embed code to your page which is generated within the WorkCast Platform. Please see below for how to generate the event embed code.

 


 

Adding the Embed Code

Generate embed code Present+ and Producer+ licence users

1) As a HOST or PRODUCER USER, login to your WorkCast account and navigate to the ‘Events’ tab and then locate the event you require to embed within your page and click on that event.

embed-code-event-embed.jpg

2) Ensure the ‘Event Experience’ tab is displaying within the 'Event Setup' section. You will now see either a single event session or multiple depending on your event configuration. To the right of each expanded session there is a document icon. Please click the 'Document Icon'.

Within the popup select your 'Embed Code Type' which should be 'Standard Integration' and then select the 'Embed Code Domain'. If no options exist in the domain drop down list please send a request to events@workcast.com with your required website domain address where the video will be placed (eg http://www.yourwebsite.com).

3) Copy and Paste the embed code and add to your webpage.

 

Note: To update the holding image for the embedded media within the event session in your WorkCast account, you would need to ‘upload media splash’ by attaching your saved image.

 

Your event should now be fully configured.

 

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