AEvent has the native ability to send the right email at the right time to the right audience using Klavio Automations. In order to achieve this, there are a few items that need to be set up, both inside AEvent and Klavio.
In this tutorial, we're building out a single webinar timeline that includes email sequences being sent by our ESP (Klavio).
In order to achieve this, we need to create timeline actions within AEvent that will send a campaign to the registrant at set times leading up to the webinar. We're then going to create single-email automations within Klavio that are triggered to send when these actions are fired.
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 send a campaign to the registrant exactly 1 hour before and another that will do the same thing 15 minutes before.
☑️Remember:
We use the Add a Tag button inside Klavio when setting up this integration
to create the tags, aevent-1hrbefore, and aevent-15minbefore
(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 Klavio.
💡 Note:
In this tutorial, we're discussing before webinar campaigns. After the webinar ends, marketing campaigns are invaluable, but that isn't what this tutorial is about.
Creating a Klavio Automation
Next, within our Klavio account, we're going to create 2 Automations, which are initialized by the tags we created in AEvent.
Open your Klavio App and navigate to Campaigns.
Step 1: We need to create the campaign
Step 2: Name the campaign & select email
Now, we choose the tag or create a new one
Step 3: Choose the list & define the settings
Step 4: Define the email settings & click the desired design
Now, we just need to design the email with the choice we made above.
Step 5: After we've designed the email, we're ready to schedule/send
✅ If our list has 0 registrants, we'll need to schedule for the desired time
💪Pro Tip: Utilize Dynamic Personalization Variables In Emails
We can set up the emails to be evergreen with date/time of the webinar presentation, the replay sequence, evolving join/replay links, etc.
We 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 Klavio, ALL registrants that register for the webinar, regardless of frequency or time that it is running, will receive the 1 hour before email.
So we've walked through creating a timeline action within AEvent using Klavio Add to Campaign. We then created a reactive automation within Klavio that will send an email when the tag is added, and we wrote an email to be sent within the Klavio email editor.
👍 Best Practice
Always divide emails by automation/sequence leading up to the event.
Now, if we were building out a timeline/email sequence, say for Non Attendees, we would create everything as we did in this tutorial, however we would also have added additional emails to the Klavio Automation that was triggered by AEvent. Send an email, wait 1 day, send another, etc.
Below, we've provided a suggested email sequence (Indoctrination sequence not required, but we HIGHLY recommend using one.):
On-Registration Emails (single campaign email)
Sent at the time of registration: aevent-onregistration
Indoctrination Emails (single campaign emails):
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 Emails (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 Klavio.
If we want to create an automation using Add to List on registration, the setup process would be the same.
