How to set-up your next webinar using Zoom + any email platform of your choice!


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This video is to show you how to create a webinar, send an invite, and schedule your webinars through Zoom with any email platform you’d like. It can be Gmail; it can be MailChimp, it can be Yahoo, it can be your Outlook. It could be out of a customer relations management software like Infusionsoft or ActiveCampaign, that’s up to you. This is how you’ll set it up in Zoom everything going.

So just for privacy sake, I’ve logged into our Zoom account and gone straight to the webinars, schedule a webinar button, which you’ll find when you log into your Zoom. Go to your account, in the top right there’ll be my account option, and on the left, you’ll have a webinars button. Now, the only way that’s going to be active and it’s going to let you schedule a webinar is if you go down to your account management, click on billing, and then you’ll need to add the webinar package. Currently, at this time, it’s $40 a month add on and that also only is provided if you have a Zoom Pro account, which at this current time is about 12 to $15 a month. That could be changing at any given time, but that’s the current rate.

So go into your billing, make sure you have a Pro Zoom account number one, and number two, just add on the webinar add on which is $40 a month right now. And you can cancel that and remove that anytime. So you can add it on just to run a webinar or two within the month and then shut it off, so you’re not billed the following month. And there’s a checkbox in there that allows you to select not to be automatically charged for that. So that’s a nice little feature that doesn’t make you have to come back in and cancel that. So you’ll want to make sure you do that.

Now once you do that, come into your webinars link over here on the left navigation bar and click on a blue button that will say schedule a webinar and this is where you will land. So let’s say that this webinar is Getting More Leads, we want to title it, come up with that so that you are across the board naming your webinar, posting it on social, and it’s the same everywhere. So come up with a nice solid title and use that everywhere. Also, come up with a description. It can be bullet points; it can be who’s joining you on your call, their companies, their titles, maybe a couple of things they’ll learn. If you have templates, you can use that, or once you set this up, you can save it as a template and use it in the future.

You’ll want to select your date and let’s say that this webinar is going to be on July 7th at let’s say 10:00 AM. Always double check your AM and PM here, there’s been several times that I’ve come close to almost scheduling it the wrong time of day. So always check that AM and PM. It’s easy to skip. Select your duration. Usually, you want a webinar to be between 30 minutes to 45 minutes. The 30-minute mark seems to be a good fit; you don’t want to go too long unless it’s necessary. Check your time zone here that all matches up.

Decide if you want registration required. Now, if you are going to want to send people somewhere to register, to enter their information, you’re going to want to make registration required so that you’re collecting a list of people that register. Otherwise, you’re just going to be handing out a link where people can come in and join your meeting whether they register or not. So that’s entirely up to you as well. Decide if you want to add a password, how private is this webinar going to be? Sometimes people do, sometimes people don’t, that’s entirely up to you, and you can edit the password to what you’d like it to be.

Now, if you’re going to have panellists on with you, I’ll show you at the end here how you add panelists in so that they can join at the top and have the option to share their screen and have their camera on and speak. So we’ll keep those both on for the hosts and the panelists. By the way, you’re the host here, so that would be you. The audio, let’s say both computer and telephone options available here. And you can decide if you want Q and A on. Now, the Q and A is separate than chat. So people may see the Q and A option at the bottom of a webinar and click there to enter their questions, but you also have the option of just leaving your chat open, and people can go ahead and type their questions into there, which may make it a little less complicated to have two places to check during your webinar.

You can enable a practice session which will set up a practice webinar for you to do ahead of time. You may want to say only authenticated users can join, which would mean that you will be collecting the email address and name and stuff like that. And you will want to record your webinar of course because that’s going to be some great content for you. And you can decide here whether you’re going to record that on your local computer or in the cloud. And if you’re adding any alternative hosts, they do need to have a Zoom Pro account. And for webinars, they would have to have the webinar add on. So from there, you would schedule it and then we’re going to go ahead to some advanced options here.

Now, here is where you can add panelists. You can add I believe up to 10 panelists so feel free to do that there. And once you save it, it’ll send your panelists their invitation with their unique link that will join them into the Zoom webinar. And that’s where that’s all done, so that’s all built-in for you within Zoom.

Great, so now we can move on to the next part of this, which is sending out your invitation. Who are you sending this to? You will get the copy of an invitation right here so when you click here we want to copy all of this and put that into an email of whichever email software you like to use. Grab it all. You can organize it how you’d like, add images if you’d like, remove anything that may not be relevant to your contacts that you’ll be sending this to.

Okay, so I backed up, and I came back into the Zoom settings and added a webinar and clicked registration required. That’s going to give you a registration form for people to fill out. So you do want to go back and click that unless you want just to give out the link for anybody to join. And I think when I was going over this before, I said that was an option not to, but we do want that clicked for this instance. And we’re going to go without a password. So registration is required for this setup, but know you have the option to hand out the link to anyone you like. Okay, so we’ll save that in settings, and we will go back to the copy invitation. So you’ll notice it looks a little cleaner now and what this is going to do, when you copy and paste this into an email to send to your invites, you can have any type of content or context that you want on top or above that registration link to invite your list.

You are sending them to another link, which I will show you right now, and all of the description and everything that you had edited into your Zoom webinar set up will be here. So Getting More Leads, your description will be here, I didn’t enter one, so it’s not showing one. The date, time, and it’s going to ask people for their email address and their name, and then they’ll be able to register. And then they’ll get this, and along with this, they’re going also to get a confirmation email from Zoom and then one day, 24 hours before the webinar, and you get to do these settings we’ll go through them in a minute, one day prior, they’ll get a reminder with their link to join as well. And then you can set it up to 24 hours reminder; it can be a two-hour reminder, whatever you prefer. Another reminder will go to them, and that’s all built-in inside of Zoom, so that’s fantastic.

Let’s go ahead and jump back to settings in Zoom. Okay, so we’ll go back to that webinars settings. Here’s the webinar, then let’s go to email settings. And here you’ll see confirmation emails to registrants. So you’ll want to click that to send a confirmation email to registrations, and then you can go ahead and edit what’s going to them in this confirmation email. You can change the subject line, and you can add in any amount of text you’d like up here that’s going to go to them. You’re not able to add images in here; I believe you’d have to have the Advanced Zoom account to do nice detailed things like that and add images and colors and whatnot. So down here, you’ll be able to add your sig block or whatever you’d like to add down there, just your salutation, and that’s that.

And now we want to go ahead and check out our reminders. So this is going to be a reminder email to your attendees and panelists. And again, panelists are those people that may be joining you on your webinar. So this is where you can decide if you want to send a one hour, a one day, a one week reminder, you may want to do all of them, and this is where you can edit them. So they’re all going to look like this, and this is going to change, it’s a merge field that will change depending on when it’s going out so you won’t have to mess with that. And it will, again, send them a link, give them an option to add it to their calendar, and it’s all built-in for you.

And you’ll save it, and you’ll also have the option to do follow up emails to attendees. Let’s take a look at what that looks like. You can say thank you and add some text in here. You may be setting up a blog that you want to send people back to for the replay so you might put that in here and link them back there and you can choose how long before you want that to go out. And you can also send one to anyone that registered but did not attend. Great. Well, I hope this was helpful and let us know if you have any questions.

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