How to Send Your Own Emails?

IN THIS ARTICLE:

When people register for your webinar, we send out in total 5 emails from our system: confirmation email, two reminders and two follow-up emails. If you'd like to use your own emails (for branding, etc.), you can disable them in your webinar settings. 

πŸ‘‰Please bear in mind that your registrants will still need their unique access link to enter the webinar room. The webinar emails include important information such as your registrants' access links.

So if you disable our webinar emails, you'll need to add the access links to your own custom emails. You can grab the registrant access links / keys in two ways. 

1. Automating the process via Zapier

You can set up an automation in Zapier between Livestorm and your email app. This way, every time you have a new registrant, an automatic webinar email will be sent afterwards πŸ‘You can fetch your registrant's access link and add it to your custom email template in Zapier. 

If you need any help with Zapier, feel free to check out our article: Getting Started with Zapier

Gmail example

Let's take the example of a Livestorm <> Gmail automation. Basically you can send automatic emails to your registrants from your Gmail account.

You may start creating your Zap here

Choose Livestorm as a Trigger app and select  New Registrant as trigger. Connect your Livestorm account.

Choose the webinar and the session your registrants sign up for. 

After testing out the step, it's time to set up the Action of your automation. Choose Gmail, then Send Email as action. Connect your Gmail account, save and continue.

It's time to set up your email template. Define the to/from fields, configure any additional settings for your custom email. 

You can then compose the body of your email. You can use the " Insert a field+" button to fetch any registrant data and personalize your email. The access link is named as "Registrant Connection Link" in Zapier.

You can keep this automation going, by adding any webinar reminders or post webinar emails. How? You can schedule emails to be delivered at a certain point of time by using Zapier's built-in app Delay

In this case, let's set up another email reminder 15 minutes before the webinar's planned start time. Select the webinar expected start time, and add "-15m" next to it. For more information about Delay, feel free to check out Zapier's documentation.

After setting the Delay action, you can continue adding your emails and keep this automation going as long as you like.

Once you set up your template, save and turn on your Zap. That's it! Your automation is now live πŸ‘

Bear in mind that you can only set two step automations with a Zapier's free plan. If you'd like to set multi-step zaps, and use Zapier's built-in apps like Delay, you'll need a Premium account.

Sendgrid Example

You can also connect Livestorm with another email app like Sendgrid to send your own webinar emails. The concept is entirely the same. 

Select the New Registrant trigger for Livestorm and the Send Email action for Sendgrid. Follow all the steps mentioned in the Gmail example above. Just like Gmail, you'll also be able to edit your email template, so you can fetch and use any kind of data you'd like to compose your message.

As explained above, you can benefit from Zapier's Delay app to add more emails and delay them according to your preference. 

Save and turn on your Zap and you're good to go πŸ––

2. Grabbing the access keys from your dashboard

Once people register for your webinar, a 4 digit access key will also be generated for their login. You'll find these access keys on your webinar dashboard. So as an alternative to the Zapier automation, you can also export these access keys. 

In order to export them:

  • Go to the People dashboard of your webinar
  • Click on Active columns
  • Select Webinar access key. This way, the access keys will be in view.
  • Click Export

You'll get the export by email. Then you can use that file to prepare and map your email template in your own tool.

The access key works just like an access link. The biggest difference is that while the link would take them straight into the webinar room, the access key would involve a manual login.    

Basically your registrants would have to go to your webinar page, click " Login to access", and enter their email address and access key to enter the webinar room πŸ––

Of course the easiest way would be to generate the access links yourself. You can do that directly in that spreadsheet. The format of the access links is like this:

[permalink-to-your-webinar-found-on-the-registration-page]/live?email=name@gmail.com&key=9999

In the example above, the registrant's email address is name@gmail.com and their access key is 9999.

Bonus: Grabbing the access links through Zapier

You can set up an automation in Zapier to grab the access links of your registrants. In order to achieve this, you can set up a Zap between Livestorm and Google Sheets. 

Every time you have a new registrant on Livestorm, Zapier will fetch the key and send it to a spreadsheet. In the end, you'll get to have the complete list of your registrants' access links. You can then use that spreadsheet for mapping and sending out your own emails.

Let's set up your Google Sheets <> Livestorm Zap. You may start creating your Zap here

Choose Livestorm as a Trigger app and select New registrant as trigger. Connect your Livestorm account.

Choose the webinar and the session your registrants are signing up for. 

After testing out the step, it's time to set up the Action for your automation. Choose Google Sheets, then Create Spreadsheet Row as action. Connect your Google Sheets account, save and continue.

It's time to set up your Google Sheets template, aka define what information you'd like to send to your spreadsheet. Choose the spreadsheet, and Zapier will show the columns you've created in the spreadsheet. 

You can then match the registrant information with the relevant column. The access link is named as " Registrant Connection Link" in Zapier: 

Once you set up your template, save and turn on your Zap. That's it! Your automation is now live πŸ‘ Basically, every time there's a new registration, we will grab their information and send it to the spreadsheet.

You can either choose to continue this automation:  Livestorm (Create Registrant) > Google Sheets (Access links) > [Your App]

Or stop it after Google Sheets of course, and export your spreadsheet to your app yourself πŸ˜‰