How to sync webinar attendance data from Zoom/GoTo back into InterAction

If you use Zoom Webinars or GoToWebinar to run your virtual events, we ensure you can rely on CRM as your single source of truth by seamlessly syncing attendance data back into a contact field in InterAction.

Prerequisites/Requirements:

• Attendance data can only be synced into text fields in InterAction, although we do support both global and folder-specific text fields.
  
  
• Attendance data captured in a single survey can only be mapped to the fields available to a single folder. For example, if you are running a multi-session webinar, the attendance data will need be captured in a series of folder-specific fields within a single folder (i.e. versus capturing attendance in folder-specific fields across multiple event folders)

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Please select your webinar vendor to find detailed setup steps:

• Zoom Webinars

• GoToWebinar

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Zoom Webinars

Creating the survey:

1. Create a survey which includes questions to collect at least the respondent's first name, last name and email address. Ensure all of these questions are mandatory and that the email address question is restricted to "Email Address":
   
   
   
   
2. Select the InterAction folder in which you'd like to gather respondents and then map the questions on your survey to contact fields in InterAction:
   
   
   
   
3. Create a "Zoom" survey action:
   1. Select the webinar you've created in Zoom where respondents should be pushed to as an attendee when they submit the survey
   2. Tick the "Sync attendance status into CRM" checkbox and choose the InterAction field (text fields only) where this data should be captured post-event. Populates with "Yes" (attended) or "No" (did not attend) depending on whether the registrant signed into the webinar or not
   3. Map your questions to the attendee fields in Zoom
   4. Select when the action should be triggered:
      1. If you are running a simple event with a single session, you should choose "Page is Submitted"
      2. For multi-session events with multiple Zoom actions, select "Specific Condition(s)". Choose the sessions question and the answer that corresponds with the webinar selected in (i), creating a survey action for each of the webinars you are collecting registrations for
         
         
4. 
   
   

Once you've distributed your survey:

Respondents will be added into Zoom as a registrant and they will receive a confirmation email from Zoom with the joining details. At the same time, respondents will be added to the InterAction folder selected while configuring the survey.

What happens post-event?

Approximately twenty minutes after the webinar is scheduled to end, we will retrieve the attendance information from Zoom and populate it against the individual responses in the survey report in the email marketing platform. If your survey contains multiple sessions, we will retrieve attendance data after each session. Find out more about webinar reporting in the email marketing platform here.

Once the data is available in the Concep platform, we will sync the information into the specified field in CRM next time your survey sync runs (usually every 20 minutes).

That means attendance information should be available to view on a contact in CRM approximately 40 minutes after each webinar ends - though this does depend on the volume of data syncing across.

GoToWebinar

Creating the survey:

1. Create a survey which includes questions to collect at least the respondent's first name, last name and email address. Ensure all of these questions are mandatory and that the email address question is restricted to "Email Address":
   
   
   
   
2. Select the InterAction folder in which you'd like to gather respondents and then map the questions on your survey to contact fields in InterAction:
   
   
   
   
3. Create a "GoToWebinar" survey action:
   1. Select the webinar you've created in GoToWebinar where respondents should be pushed to as an attendee when they submit the survey
   2. Tick the "Sync attendance status into CRM" checkbox and choose the InterAction fields (text fields only) where the data should be captured post-event:
      1. Attended Status: Populates with "Yes" (attended) or "No" (did not attend), indicating whether or not the registrant actually attended
      2. Duration: Shows how long the attendee signed into the webinar for
   3. Map your questions to the attendee fields in GoToWebinar
   4. Select when the action should be triggered:
      1. If you are running a simple event with a single session, you should choose "Page is Submitted"
      2. For multi-session events with multiple GoToWebinar actions, select "Specific Condition(s)". Choose the sessions question and the answer that corresponds with the webinar selected in (i), creating a survey action for each of the webinars you are collecting registrations for
         
         
4. 
   
   

Once you've distributed your survey:

Respondents will be added into GoToWebinar as a registrant and they will receive a confirmation email from GoTo with the joining details. At the same time, respondents will be added to the InterAction folder selected while configuring the survey.

What happens post-event?

Approximately twenty minutes after the webinar is scheduled to end, we will retrieve the attendance/duration information from GoTo and populate it against the individual responses in the survey report in the email marketing platform. If your survey contains multiple sessions, we will retrieve attendance data after each session. Find out more about webinar reporting in the email marketing platform here.

Once the data is available in the Concep platform, we will sync the information into the specified fields in CRM next time your survey sync runs (usually every 20 minutes).

That means attendance information should be available to view on a contact in CRM approximately 40 minutes after each webinar ends - though this does depend on the volume of data syncing across.