AEvent has the native ability to send the right message at the right time to the right audience using Roezan Automations. In order to achieve this, there are a few items that need to be set up, both inside AEvent and Roezan.
In this tutorial, we're building out a single webinar timeline that includes message sequences being sent by our ESP (Roezan).
In order to achieve this, we need to create timeline actions within AEvent that will add a tag to the registrant at set times leading up to the webinar. We're then going to create single-message automations within Roezan that are triggered to send when these tags are added.
As best practice, we like to send out reminders 1 hour before and another 15 minutes prior to the start of the webinar. So we need to create a few timeline actions that will add a tag to the registrant exactly 1 hour before and another that will do the same thing 15 minutes before.
☑️Remember:
We use the Add New Tag button inside Roezan when setting up this integration
to create the tags, aevent-15minbefore, and aevent-1hrbefore
(which also creates them within Aevent).
Once we've created and added the action to the timeline, as shown above, it will look like this:
Now with that done, we need to link them together with automations within Roezan.
💡 Note:
If we simply wanted to add a tag for tracking purposes, we would be done.
(After the webinar ends, tagging for CRM tracking purposes is invaluable, but that isn't what this tutorial is about.)
Creating a Roezan Automation
Next, within our Roezan account, we're going to create 2 automations, which are initialized by the tags we created.
Open your Roezan App and navigate to Automations.
Step 1: We need to create the automation.
Step 2: Select 'Contact Tag Added' for the Trigger.
Step 3: Select the Tag we created earlier in Roezan.
Step 4: Select "Send a message."
Now, you just need to create and edit the message within the Roezan editor.
💪Pro Tip: Utilize Dynamic Personalization Variables In Your Messages
You can set up the messages to be evergreen with date/time of the webinar presentation, the replay sequence, evolving join/replay links, etc.
You have access to all the Personalization / Custom Fields that you created in AEvent that have been sent along from the registration process.
And that's it! With the automation we've now created in AEvent and Roezan, ALL registrants that register for the webinar, regardless of frequency or time that it is running, will receive the 1 hour before message.
So we've walked through creating a timeline action within AEvent using Roezan Add Tags. We then created a reactive automation within Roezan that will send a message when the tag is added, and we wrote a message to be sent in the Roezan editor.
👍 Best Practice
Always divide messages by automation/sequence leading up to the event.
Now, if we were building out a timeline/message sequence, say for Non Attendees, we would create everything as we did in this tutorial, however we would also have added additional messages to the Roezan automation that was triggered by AEvent. Send a message, wait 1 day, send another, etc.
Below, we've provided a suggested sequence (Indoctrination sequence not required, but we HIGHLY recommend using one.):
On-Registration (single campaign)
Sent at the time of registration: aevent-onregistration
Indoctrination (single campaign):
3 days before (9am EST): aevent-3daysbefore
2 days before (9am EST): aevent-2daysbefore
1 day before (9am EST): aevent-1daybefore
Day of (9am EST): aevent-dayof
Day of (1 hour before): aevent-1hour
Day of (5 minute before): aevent-5min
Post Webinar (To initiate entire replay/closeout sequence):
Non-Attendee: aevent-nonattendee
Attendee: aevent-attendee
☝️ Final Note:
In this tutorial, we created timeline actions to initiate automations using Roezan,
if we were to want to create an automation using an Add-Tag on registration, the setup process would be the same.
