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Setting up resources for a webinar in Mautic

This process walks you through preparing Mautic for an upcoming webinar.

When this one is useful? When you want to send a confirmation upon submission, and need to have segments for engaging contacts in other actions after the webinar.

Easier: Setting up resources for a webinar in Mautic (simple version)

Requirements

  • Access to your Mautic instance.
  • Details of the webinar, its name, available dates or options.
  • A thank-you email template (optional, if you want to send an immediate confirmation).

Step-by-step guide

  1. Create your tags
    • Navigate to Tags in Mautic and click New.
    • Create a tag for each webinar option you'll offer. For instance:
      • Webinar Bring Drupal AI into your DNA - 10th
      • Webinar Bring Drupal AI into your DNA - 11th
    • Save each tag.

Success

Always use descriptive names when working with tags. This makes it easier for you and your colleagues to understand their purpose later, especially when managing many.

  1. Create some segments
    • Go to Segments and click New.
    • Create a static segment to gather everyone who submits the form:
      • Enter a name only (e.g., Webinar Bring Drupal AI into your DNA).
      • Leave the Filters tab empty.
      • Save the segment.
    • Create dynamic segments to target contacts based on their choices:
      • Enter a name (e.g., Webinar Bring Drupal AI into your DNA - 10th).
      • Go to the Filters tab and add a filter for Tags - include - [the specific tag for this option].
      • Save the segment.
      • Repeat this for each webinar option that requires separate targeting.

Success

Try to keep your segment names similar to your tag names. This consistency will help you find them more easily later on.

  1. Create the sign-up form
    • Head to Forms, click New, and select the Standalone form type.
    • Fill in the required information on the Details tab.
    • Switch to the Fields tab:
      • Click + Add a field and select Checkbox group (or radio buttons if only one option can be selected).
      • In the field's Properties (often on the right or in a modal):
        • Add each webinar option as a choice, defining both the label (what the contact sees) and the value (how it's saved).
        • Click Add or Update to save the field settings.
    • Move to the Actions tab:
      • Click + Add a new submit action and choose Modify contact's segments.
      • In the Add to segment field, select the general static segment you created earlier (e.g., Webinar Bring Drupal AI into your DNA).
      • Click Add.
    • Save and close the form.

Note

On the Actions tab, it's a good idea to add a Send email to contact action. Select your "Thank you" email template here so that registrants receive an immediate confirmation.

  1. Build the campaign
    • Navigate to Campaigns and click New.
    • Name your campaign and click Launch Campaign Builder.
    • For the Contact Sources, select Contact segments and choose the main static segment you created for all webinar sign-ups.
    • Click the + icon below the segment source to add an event.
    • Select Condition and then choose Form field value.
      • In the Limit to forms dropdown, select the webinar form you just created.
      • For Field, choose the checkbox group field representing the webinar options.
      • For Value, select the specific value of the first webinar option.
      • Click Add.
    • On the positive path (green arrow) for this condition, click + and select Action.
      • Choose Modify contact’s tags.
      • In the Add tags field, select the tag corresponding to the webinar option evaluated in the condition.
      • Click Add.
    • Repeat steps 4 and 5 for each webinar option, creating a separate conditional path and tag action for each.
    • On each positive path, after the tag is applied, you can add further actions like Send email. Use defined dates or relative time delays to send reminder emails or follow-up content specific to that webinar option.
    • Once your campaign logic is built, Close the builder, set as Active then Save the campaign.

Success

You can speed up building your campaign by using the copy feature. Hover over a campaign event (like a condition or action), click the copy icon, then click the + on another branch where you want to place it to paste the copied event.

How do I know if I executed this process correctly?

  • You can see all your newly created tags listed in the Tags page.
  • The general static segment appears under Segments.
  • Dynamic segments for each specific webinar option are listed in Segments too.
  • When you fill out and submit the webinar form (as a test):
    • Your test contact is added to the general static segment.
    • The correct tag, based on the option you selected in the form, is applied to your test contact.
    • Your test contact appears in the corresponding dynamic segment for that option.
  • If you configured a "Thank you" email action on the form, your test contact receives this email.
  • Contacts entering the campaign are correctly routed down the conditional paths based on their form submissions, and relevant tags are applied.
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