To create your first AEvent timeline, follow these steps:

  1. In AEvent, click on Timelines in the left sidebar.

  2. Enter a name for your timeline and a brief description.

  3. Choose the level of automation you want to use.

  • Automatic - AEvent will automate 100% of your webinar, everything before, and everything after.

  • Semi Automatic - AEvent will automate everything before and after the video, and the playing of the video, but you can come on at the end of the webinar and do a live close.

  • Manual - AEvent automates everything before and after the webinar, but you will start and run the webinar yourself. 

  1. For this example, we will choose Automatic.

  2. Click Create with Wizard.

Event

  1. Enter the Event Registration Title and the body information. (Note: this will be the official title that registrants will see.)

  2. Event Automation should be set to Automatic.

  3. Select the video file for your webinar. (Note: If you don’t have your video uploaded yet, you can skip this and add it later.)

  4. Append Intro / Close - If you have an Intro and/or Close video you want to play before/after the webinar, set the toggle to Enable and choose the video(s) below.

  5. Dynamic Video Creator - You can set up to 20 videos to play. This is useful if you have a JV video and an intro video. Set the toggle to Enable and add the videos in the order you want them to play.

  6. Click Next.

Integrations

  1. Select the Integrations you want to use on your timeline.

  2. Click Next.

  3. Complete the Setup of each integration. This is where you set up the actions that happen at the time of registration. For example, you may want to add a tag on registration, or add the registrant to a specific list or campaign in your autoresponder software, or send a confirmation text message using Twilio.

  4. You can choose any of the dynamic variables listed in the Integration setup and have those sent to your autoresponder. For example, the date and time of the webinar they registered for, their join URL, etc.

  5. If you scroll down and click on Create System Fields then click Create, AEvent will automatically match the fields up with the corresponding variables and set them to send to your Autoresponder.

  6. Click Next to move on to the next Integration setup. 

  7. After you’ve finished setting up your integrations, click Next.

Registration

  1. There are three options to choose from here, One Time, Multi-Option Dropdown Menu, and Multi-Session Selection Block. Click the links for videos showing how to set up each type and integrate them with your Registration page.

  2. Under Fields, you will see the fields that will be on your registration form. To add an additional field, click on Add Custom Form Field.

  3. Under Field Name, type in whatever you want the field to be called (ie. age). Under Form Type, select Custom Forms. Click Create then OK.

  4. Click Next.

Email

  1. Here you can customize the text for your confirmation email and personalize it using the dynamic fields.

  2. Also available to customize are Reminder Email, Attendee Email, and Non Attendee Email. Simply set the toggle to Enabled next to the one you want to customize.

  3. Click Next.

Advanced

  1. Under Webinar Client, you can set the time period in which registrants will be taken directly to the webinar upon registration. (ie. 15 minutes before)

  2. You can also set the amount of time after the webinar starts that registrant will be registered for the replay instead of the original webinar. (ie. 45 minutes after start)

  3. To setup the replay, scroll down to Replay Sequence and set the toggle to Enabled. Here you can set the amount of time you want the replay to be available. (ie. 3 days, expiring at midnight)

  4. Scroll back up to Page URLs and enter the URLs for your Confirmation page, Replay page, and Expired page.

  5. Set the toggle on Countdown Room to Enabled. Here you can customize a Countdown room to show up automatically within a certain time before the webinar (ie. 15 minutes), including video or audio.

  6. Scroll down to Co-Organizers. This is where you add yourself or a staff member that will be attending the webinar. 

  7. Click Next.

Audience

  1. Here is where you can create custom audiences based on registrant activity.

  2. For example, you can set up an audience for people who were on the webinar at the time of your CTA, visited your CTA page, but did not purchase.

  3. Click Create New Audience.

  4. Name the Audience. (ie. Saw CTA)

  5. Click the + button to add a condition. For this example: Anyone who attended the webinar for greater than an hour.

  • If: Time attended

  • Condition: Greater Than

  • Duration: 60 minutes

  1. Click the + button to add another condition. For this example: Anyone who was on the webinar at the 90 minute mark when your CTA occurred.

  • If: Present

  • Condition: Greater Than

  • Duration: 90 minutes

  1. Click the + button to add another condition. For this example: Anyone who visited your CTA page.

  • If: Page View

  • Condition: Did Visit

  • Duration: {URL For CTA page}

  1. Click the + button to add another condition. For this example: Anyone who did not visit the confirmation page.

  • If: Page View

  • Condition: Did Not  Visit

  • Duration: {URL For Confirmation page}

  1. Click Create. Then Click Next.

Templates

  1. From the list of templates, choose one that best describes the type of event you are setting up. This will create suggested actions for you to use.

  2. Click Install Template.

  3. Click Save and Exit.

Actions

  1. On your Timeline, you will now see that suggested actions have been listed based on the template you chose above.

  2. Click on the individual action to customize when the action occurs and what action is taken.

  3. You can use dynamic fields to customize any messages sent out.

  4. For this example, we will set up a new Twilio action. Under Action, update the When section for whatever time you want to send the message.

  5. Under Who select which audience you want to send it to.

  6. Under What, select Twilio then choose Send SMS from the dropdown menu.

  7. Enter the text message you would like to send. This can be personalized with AEvent fields like subscriber name, Join URL, etc.

  8. Select the phone number you’re using.

  9. Click Add Action and the message will be sent at the scheduled time.

  10. For instructions on setting up different types of actions, please see Creating & Customizing Your Timeline Actions.

  11. After you finish setting up your actions, click Save Changes.

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