Skip to main content
GoToWebinar

How to integrate and automate GoToWebinar using AEvent

AEvent avatar
Written by AEvent
Updated over a week ago

AEvent can handle all aspects of your GoToWebinar Events. From scheduling to running to segmenting and follow-up.

Once you add your GoToWebinar account following the tutorial below, please ensure you accomplish the MISSION CRITICAL step outlined in this tutorial.

Delivery Platform:

Timeline Actions:

Initial Setup & Timeline Actions:


Adding your GoToWebinar Account to AEvent

In order to add your GoToWebinar Integration, you will need to first navigate to Integrations within AEvent, click Add Integration, and then search / select GoToWebinar.


​

Then name your integration as you see fit, and click 'Add.'

Next, log in to GoToWebinar using the account you wish to integrate with AEvent.

AND click Allow.
​

πŸ›‘ IMPORTANT: DO NOT MISS THIS INFORMATION πŸ›‘

In the next window, it is CRITICAL that you enter your login information for GoToWebinar.

DO NOT TRUST A PREFILL / YOUR PASSWORD TOOL.

It will be incorrect, and your webinar startup will fail, as the login credentials are essential to us automating your webinar. Without the correct information entered here, our automation won't be able to host your webinar.

The prefill tools will populate this window with your AEvent login information, NOT your GoToWebinar login information.

Upon successful integration, you will see the newly added integration in your AEvent integration area.

Once your GoToWebinar account has been successfully added, you will be see it's Connected state, and you are able to click on 'Test'.

A successful connection will yield a positive test result. Congratulations, your GoToWebinar API account is now successfully connected to AEvent!

The next step, and it's a crucial one, is allowing our devices to log in to your GoToWebinar account in order to host your webinar.

Please ENSURE you cover this tutorial HERE.

Configuring GoToWebinar For Use In Your Timeline & Customizing GoToWebinar Emails.

Open the timeline you want to use GoToWebinar with and open your integration settings.

  • Find GoToWebinar and toggle it on.

  • Click the Cog Wheel for GoToWebinar Email Settings.


πŸ“” NOTE: πŸ“”

It is required that a Timeline has an active Delivery Platform selected.

Once you activate your GoToWebinar integration in your timeline,

in order to deselect, another Delivery Platform must be selected.


GoToWebinar has a great email system with superb inboxing. In order to take advantage of that, AEvent integrates and provides all email details to GoToWebinar at the time of scheduling your Event. So YOU do not need to do any further customization within GoToWebinar itself.
​

Use this section to fill in the emails you would like sent by GoToWebinar.


The first is the Confirmation Email that is received by your registrant shortly after they submit their registration information.

(This email automatically includes the Event Details Description that you've filled out in the Event Info portion of your Timeline).


The second Reminder Email is sent automatically 1 day, 6 hours, and 1 hour before your scheduled Event. This email, although redundant, serves as an added reminder of your webinar.

Since this email is sent a few times, you can use [TIME] in the subject line, and it will show 6 Hours (or the time until the Event Begins). So, in the example above, we used "Your Tech Tutorial At AEvent Starts in [TIME].


The Third and Fourth email sections, the Attendee and Non-Attendee Emails, are a LOT less formatted. They provide for open use to follow up with your Attendees as well as your Non-Attendees.

We strongly suggest capitalizing on the use of these as their in-boxing is great, and it's an email you can get sent out without any effect on your CRM/ESP.


Helpful Hint: You can add additional per-webinar Dynamic Email customization using our Personalization menu.


If you're using the Personalization Options:

(These values will not be personalized per user but rather per webinar. In your Non-Attendee/Attendee emails, you can use values of the replay expiration, along with a true replay expiring link, that lines up with the date/time of the webinar.)


  • Once you are done setting up your emails make sure to select the Update Settings Button, close the settings, and that is it.

You now have GoToWebinar emails set up to use for your event.

Creating a Timeline Action for Auto-Chat Messaging to the Live Audience

With AEvent / GoToWebinar Automation, You can automate messages and send them to everyone during the Live Webinar.

To create this type of automation, it is imperative that the time defined in the action falls WITHIN the webinar time (If the timeline automation is set for automatic, the time set needs to fall within the length of the video. If set for manual, the time set needs to fall within the allotted manual time that is defined).

If you are attempting to set this automation, and the Auto Chat to Audience is NOT selectable, please ensure you are attempting to set the action DURING the webinar timeframe.

In the example below, the timeline is set for automatic, and the action is set for After - 2 minutes, at this time the automation will send a message to everyone, welcoming them to the call (for What select Live Event Automations, and then Auto Chat to Audience). When this action is triggered, the viewer on the Webinar will receive the message as if the Presenter (automated computer) has sent this message.

Because this message is sent to everyone, it is NOT customizable per registrant.

Once clicking on Create, We see the Auto Chat to Audience Action set within our timeline.

Auto Chat to Audience can be a great way to help simulate a live webinar, engaging the audience at the right time, dropping the Call to Action at the needed time, etc. Even if you have live support on the call, this automation can help ease manual tasks within your Event.

Note: This action only works with the timeline setting of Event automation type: Automatic and Semi-Automatic. This does NOT work during a manual, a.k .a. 'Live' GoToWebinar Event. Location: Timeline ➜ Event Info ➜ Event Automation (Presentation).

Creating a Timeline Action for a Screen Overlay Popover (CTA Popup)

While GoToWebinar doesn't have the support for a Pop-Up button within their app, AEvent supports the ability of offering an on-screen overlay, which appears on the upper portion or lower portion of your video when you set it to.
​
This functionality can be used both for Countdown timers / Dynamic Call to Action links, as well as bonus offerings etc. The use-case of this function is to enable you the ability to make quick, on-the-fly changes to your videos without the need to hire an expensive video editor or go through the task yourself.

EXAMPLE
​
The above example (viewed from the attendees perspective within the GoToWebinar app), is displaying the top 1/3 overlay, with my link and text. I have the countdown timer showing, Counting Up, and using style 4. For this pop-over, I have it set to display until the end of the webinar.

You can have multiple CTA Popups per webinar, displaying for a set time, then disappearing, OR displaying until the end. There are a variety of display options, including placement, with or without a timer, counting up, or counting down.

Note: This action only works with the timeline setting of Event automation type: Automatic and Semi-Automatic. This does NOT work during a manual, a.k .a. 'Live' GoToWebinar Event. Location: Timeline ➜ Event Info ➜ Event Automation (Presentation).

Creating a Timeline Action to Initiate a GoToWebinar Subject Change


Utilizing GoToWebinar Email abilities can help boost the attendance rate. GoToWebinar excels at ensuring their email reaches the inbox, so why not take advantage of that?

In addition to our recommendations of using the Email section of the timeline to utilize those emails, we also enable the ability to 'Change Subject / Title' of the upcoming Webinar. When the subject is changed, GoToWebinar will send an email alerting all registrants of that change, thus enabling another email from GoToWebinar to be sent (perfect for a 20-minute before reminder)!

In order to set this automation, it is imperative (and required) that the time defined is at a minimum of 20 minutes BEFORE the start of the webinar. (If you have a countdown room enabled, the time needs to be added to that).

In the example below, 20 minutes prior to the start of the event, AEvent will send an API call to GoToWebinar, changing the subject of the webinar. All registrants will receive the updated title email. (which includes their join links).

Once you've entered all the information needed, click Create, and you will see the newly created action on your timeline.

Note: If an Organizer starts the webinar prior to this automation action firing, GoToWebinar will reject the Subject Change API call, and the action will fail.

Best Practice: let the Automated Computer join first, and only join as an Organizer 5 minutes prior to start time!


​

Adding a Co-Organizer to your GoToWebinar Event and Retrieving Co-Organizer Join Links

You can add a Co-Organizer at the Timeline level, so every time the Timeline is scheduled, an invitation is automatically sent to the Co-Organizer). To learn about setting that up, head over to this tutorial to read about Adding a Co-Organizer for GoToWebinar.

If you need to add a Co-Organizer to a Timeline that already has an Event scheduled, you can do so by finding the GoToWebinar Event in your Upcoming Schedule and clicking on the + symbol.

With GoToWebinar, the email you enter is semi-irrelevant, as you CAN use systems within AEvent to obtain the Co-Organizer Join Link.


​

However, we do recommend using a real email address so you and your team will automatically receive all Co-Organizer Invitations.

Once you create a new Co-Organizer Link or to obtain one from an Event already scheduled, you can obtain the link using Download CSV

Troubleshooting / Misc:


How to Reconnect your GoToWebinar Integration

Connection Test Failed

If you are encountering issues with your GoToWebinar integration, it is possible that the API key issued from GoToWebinar has been reset. If you click 'Test' and it is NOT successful, the first step we recommend is reconnecting your integration.

By clicking Re-Connect, you will be prompted to log in to GoToWebinar.

Since you have previously allowed the app access, unless removed, you will not have to re-allow it through GoToWebinar.

πŸ›‘ IMPORTANT: DO NOT MISS THIS INFORMATION πŸ›‘

In the next window, it is CRITICAL that you enter your login information for GoToWebinar.

DO NOT TRUST A PREFILL / YOUR PASSWORD TOOL.

It will be incorrect, and your webinar startup will fail, as the login credentials are essential to us automating your webinar. Without the correct information entered here, our automation won't be able to host your webinar.

The prefill tools will populate this window with your AEvent login information, NOT your GoToWebinar login information.

PLACEHOLDER FOR GOTOWEBINAR CREDENTIALS SCREENSHOT

Once logged in, your integration will show as Connected, and you are able to click on 'Test'.

A successful connection will yield a positive test result. Congratulations, your GoToWebinar account is now successfully Re-connected to AEvent!

How to Remove Your GoToWebinar Integration from AEvent

If you want to remove your GoToWebinar integration from AEvent, you need to navigate to Integrations, locate your GoToWebinar integration, and click on the trashcan icon.

You will then be prompted to confirm the deletion.

(NOTE: Removing this integration will immediately affect its use with any timelines that it is active in. Any scheduled webinar using this integration will be immediately disconnected.)

If you are experiencing issues with this integration but do not desire to REMOVE it, we recommend reconnecting it instead. This will allow it's configuration to

continue as set within your timelines.

Once you confirm removal, the integration within AEvent no longer exists.

Editing the Timeline to Utilize GoToWebinar Email System

Did you know that by default, GoToWebinar does not enable its FULL email capabilities for its webinars?

By utilizing GoToWebinar's powerful email features and superb inboxing, you can ensure effective communication with your webinar attendees and maximize the impact of your online events. Not only that, but their inboxing is solid, so why not take advantage of what they offer??

First, to enable this, we need to open the timeline we are working with in order to edit the GoToWebinar Emails.

Then click on Email.

Here, you can Enable and Customize the Confirmation, Reminder, Attendee, and Non-Attendee emails. These emails cannot be customized per registrant; they are customized per/webinar. However, there are dynamic variables that can be used (accessible through the Personalization menu within emails)

Once you edit the emails to your liking, save the timeline, and you are done.

NOTE: This is NOT retroactive for webinars that have already been scheduled. This setting will ONLY be applied to newly scheduled webinars using this timeline.

To learn more about our GoToWebinar email section in your timeline and its use, please review our tutorial here.


​

GoToWebinar Automation Troubleshooting

Why Is AEvent Not Connecting To GoToWebinar?

When you integrate GoToWebinar during setup, you're asked to enter your GoToWebinar credentials.

Sometimes, the system will autosuggest credentials you can use, but you MUST make sure you enter GoToWebinar's credentials to successfully integrate with AEvent.


Resolution:

  • Please make sure you've entered your GoToWebinar details and NOT your AEvent login details.

  • Please also make sure that you allow/grant security access.

  • Another possible option is that you didn't allow the security to access as described here. It's imperative you do so!

Should you continue to encounter issues or have any questions, please reach out to Support.


Click HERE for a video tutorial: Setting Up Subject Change for GoToWebinar



Did this answer your question?