ReadyTalk fr ExactTarget User Guide ReadyTalk fr ExactTarget User Guide July 2013 Page 1
ReadyTalk fr ExactTarget User Guide CONTENTS OVERVIEW... 3 High-level wrkflw... 4 GETTING STARTED: SIGN UP FOR READYTALK FOR EXACTTARGET... 5 STEP 2: SETUP YOUR DEFAULT SETTTINGS AND TEMPLATES... 7 Default settings... 7 Default webinar emails... 8 Default email templates... 9 Default Registratin page... 12 CREATE YOUR WEBINAR IN EXACTTARGET... 15 Schedule yur webinar in cnference center... 15 Imprt the webinar... 17 Viewing scheduled webinar emails n the IMH calendar... 27 Reprting fr Key webinar Metrics... 27 Link a recrding fr fllw-up emails... 28 Archiving a webinar... 29 EXACTTARGET EMAILS... 30 Email types & what s included... 30 Editing and Sending webinar emails frm ExactTarget... 31 Hw t Send invitatins... 32 Cnfirmatin and Reminder emails... 34 Fllw-up emails t attendees and nn-attendees... 36 Editing email cntent and timing... 37 UPDATING AND CANCELLING A READYTALK WEBINAR... 38 FREQUENTLY ASKED QUESTIONS... 41 ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 2
ReadyTalk fr ExactTarget User Guide OVERVIEW Save time and drive better results with ReadyTalk. Our easy-t-use webinar slutin seamlessly integrates with ExactTarget s yu can send emails, capture registratins, manage activities, and view key metrics right frm the Interactive Marketing Hub. Speed Set-Up Save valuable time by instantly creating ExactTarget webinar invitatins, cnfirmatin, reminder, and fllw-up emails using yur wn existing ExactTarget templates r ReadyTalk s easily custmizable templates. Send Webinar Emails and Capture Registratins thrugh ExactTarget Take advantage f ExactTarget s custmizability, deliverability, and reprting capabilities when yu send all event-related emails frm ExactTarget. Quickly create and custmize a plished webinar registratin page using yur wn ExactTarget landing page template r a ReadyTalk-prvided registratin frm. Once a prspect cmpletes the frm, they will be autmatically registered in ReadyTalk and instantly receive a cnfirmatin email frm ExactTarget. Increase Webinar Attendance Drive higher attendance rates by making it easy fr prspects t add the event t their calendar. Include an ICS file with all f the infrmatin peple need t jin the event (including their unique Jin Meeting link) in cnfirmatin and reminder emails sent frm ExactTarget. Fllw-Up Faster Timely fllw-up is essential fr driving higher cnversin rates. Autmatically capture attendance data and the recrding link in ExactTarget s yu can send pst-event emails t attendees and nn-attendees immediately after the webinar. The ReadyTalk fr ExactTarget applicatin enables webinar registratin, attendance and recrding infrmatin t be autmatically passed between ReadyTalk and ExactTarget. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 3
ReadyTalk fr ExactTarget User Guide HIGH-LEVEL WORKFLOW ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 4
ReadyTalk fr ExactTarget User Guide GETTING STARTED: SIGN UP FOR READYTALK FOR EXACTTARGET T get started with ReadyTalk fr ExactTarget, g t www.hubexchange.exacttarget.cm/readytalk and click the Get App buttn. Please nte: Yur ExactTarget accunt must have data extensins cnfigured t use the ReadyTalk fr ExactTarget integratin. Please cntact yur ExactTarget administratr r accunt manager t add this feature t yur accunt. The ReadyTalk fr ExactTarget applicatin will be placed in the HubExchange sectin f yur Interactive Marketing Hub. Click n the ReadyTalk applicatin within the navigatin menu n the left-hand side t display the fllwing screen: Step 1: Select Accunt Type If yu have an active ReadyTalk accunt, select the first ptin and hit Next. If yu d nt have a ReadyTalk accunt and wuld like sign up fr a free 30 day trial, select the secnd ptin and cmplete the frm t request a free trial. Nte: Yu will receive a verificatin email with yur ReadyTalk accunt credentials within 1 business day f submitting yur request. Please ensure that yu use a valid email address and phne number s a ReadyTalk representative can fllw-up with yu in a timely manner. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 5
ReadyTalk fr ExactTarget User Guide After receiving yur ReadyTalk credentials, select the ReadyTalk applicatin within the navigatin menu and select the first ptin, Already a ReadyTalk Custmer and hit Next Step 2: Enter yur ReadyTalk Chairpersn Lgin Credentials Tll Free Number enter the phne number yu use t cnnect t ReadyTalk. This is yur On-Demand Tll-Free Cnferencing Phne Number (ie. 866.740.1260) Access Cde enter yur ReadyTalk access cde. Passcde enter yur ReadyTalk passcde. T ensure the infrmatin yu entered is valid, click n the Test Credentials buttn Credential Check Succeeded Ntificatin: ReadyTalk credentials are valid Credential Check Failed Ntificatin: ReadyTalk credentials are invalid After entering yur credentials, hit Next. Please duble check the infrmatin and hit Test Credentials again If yur credentials are still invalid, please cntact ReadyTalk Custmer Care Step 3: Enter yur ExactTarget API User Credentials Nte: API Users have special access t the ExactTarget SOAP API behind the scenes. Please check with yur ExactTarget administratr t see if yu have API Access n yur ExactTarget accunt. It is encuraged that API Users are created independently f traditinal users. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 6
ReadyTalk fr ExactTarget User Guide If yu update yur API User passwrd in ExactTarget, yu will need t make the same update within the ReadyTalk fr ExactTarget applicatin. Learn mre abut varius cnfiguratins that shuld be enabled n yur ExactTarget accunt t use all available features within the applicatin. Hw t Setup an API User with ExactTarget Once yu have yur API username and passwrd, enter in the fllwing infrmatin: API Username: Enter the username assciated with the ExactTarget API-enabled accunt API Passwrd: Enter the passwrd assciated with the ExactTarget API-enabled accunt T ensure the infrmatin yu entered is valid, click n the Test Credentials buttn Credential Check Succeeded Ntificatin: ExactTarget API credentials are valid Credential Check Failed Ntificatin: ExactTarget API credentials are invalid Please duble check the infrmatin and hit Test Credentials again If yur credentials are still invalid, please cntact ExactTarget Custmer Care After entering yur ExactTarget API credentials, hit Submit. Cngratulatins! Nw yu are ready t setup yur default email templates and registratin pages fr yur upcming ReadyTalk webinars! STEP 2: SETUP YOUR DEFAULT SETTTINGS AND TEMPLATES DEFAULT SETTINGS The Default Settings infrmatin will autmatically ppulate with the credentials yu entered during the ne-time setup fr the ReadyTalk fr ExactTarget applicatin. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 7
ReadyTalk fr ExactTarget User Guide Chairpersn Lgin Credentials n the default settings page can be changed at any time. In additin, chairpersn lgin credentials can be updated n a per webinar basis. DEFAULT WEBINAR EMAILS ReadyTalk recmmends creating five standard emails t assciate with yur webinar: Invitatin Registratin Cnfirmatin Email Multiple Reminder Emails t Cnfirmed Registrants Fllw-up Email t attendees Fllw-up Email t nn-attendees The Default Webinar Emails page enables yu t select which emails shuld be generated fr each webinar as well as the timing fr reminder emails t cnfirmed registrants. Hw t cnfigure yur default email preferences: ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 8
ReadyTalk fr ExactTarget User Guide T disable an email, uncheck the assciated bx next t the email type Nte: If yu uncheck the email type Reminder, the scheduled times fr the default reminder email(s) will als be unchecked and disabled. Email preferences can be updated n a per webinar basis After updating yur email preferences, hit Submit. DEFAULT EMAIL TEMPLATES ReadyTalk recmmends five standard emails t assciate with yur webinar. Each email cntains similar infrmatin abut the webinar: Webinar Title Webinar Date, Time, and Time Zne Branding elements Header Image Alternate Header Image Header/Fter Backgrund Text/Line Clrs Presenter Infrmatin (Name, Bi, and Image) Bdy/Fter Text Users can select an existing ExactTarget email template frm their accunt r custmize the default email template prvided within the ReadyTalk fr ExactTarget applicatin. Using ExactTarget Email Templates ExactTarget templates reside in yur ExactTarget accunt and can be fully custmized with ExactTarget s editing tls. Nte: The ExactTarget template must be cnfigured and edited within ExactTarget. The templates cannt be custmized within the ReadyTalk applicatin. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 9
ReadyTalk fr ExactTarget User Guide Chse the template yu wuld like t use frm the ExactTarget Email Template drp-dwn menu Nte: The drp-dwn menu will display all email templates that are currently setup n yur ExactTarget accunt and/r business unit Chse the Template Cntent Lcatin Specific webinar infrmatin frm ReadyTalk (ie. Webinar title, date/time/time zne, and descriptin) will ppulate in the chsen cntent area Hit Submit Using the ReadyTalk-prvided Default Email Templates As part f the ReadyTalk fr ExactTarget applicatin, a single set f email templates have been prvided within the HubExchange t help get yur webinar prgram up and running quickly. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 10
ReadyTalk fr ExactTarget User Guide Custmizatin Optins fr the Default Email Template Header Image: Select the default header image frm yur ExactTarget prtfli. Recmmended dimensins: 960 X 150 Recmmended best practice: Resize the image befre uplading int yur ExactTarget prtfli Alternate Header Image: Select the alternate header image frm yur ExactTarget prtfli. This may be an additinal lg r a spnsr lg. Recmmended dimensins: 200 X 100 Recmmended best practice: Resize the image befre uplading int yur ExactTarget prtfli Header/Fter Backgrund Clr: Input yur HEX (clr) number t match yur branding r chse the clr frm the prvided pallet. Text Clr: This clr will apply t the fllwing: Meeting descriptin that is entered in Cnference Center Presenter Name and Bi infrmatin that is entered in Cnference Center Nte: If yu set a different fnt clr n the meeting descriptin and presenter names/bis when creating yur webinar in Cnference Center, it will be autmatically updated t the default text clr that yu set within the applicatin Link Clr: This will apply t the backgrund clr f the Register Nw buttn Frward t Friend Link: Including this buttn will allw subscribers t frward yur webinar invitatin t a friend. Learn mre abut Frward t a Friend functinality in ExactTarget. Scial Sharing Link: Including this buttn will allw subscribers t share yur upcming webinar, like the title and registratin link, t their scial netwrks (Facebk, Twitter, and LinkedIn). Learn mre abut Scial Frward functinality in ExactTarget. Bdy Text: Use this area t include additinal infrmatin abut yur webinar, new prducts, cmpany news, etc. Fter Text: Use this area t include additinal infrmatin like asking users t add yur email address t their safe list Nte: The minimum CAN-SPAM Requirements such as unsubscribe instructins and yur cmpany address will be autmatically included n every email sent frm ExactTarget Hit Submit ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 11
ReadyTalk fr ExactTarget User Guide The preview pane will display each f the abve ptins as yu custmize yur template. In additin, when a webinar is imprted, the fllwing webinar details will be imprted and saved in the ReadyTalk applicatin t ppulate cntent areas in the email templates. Webinar title, date, time, and time zne Webinar Descriptin Presenter Name and Bi Audi and web infrmatin fr jining the webinar All custmizatin ptins n default email templates can be changed r updated n a per webinar basis. DEFAULT REGISTRATION PAGE Users can use a Custm ExactTarget Landing Page r custmize the default registratin page template prvided within the ReadyTalk fr ExactTarget applicatin. Using Default Registratin Pages Chse the Use the Default Registratin Page ptin and custmize the fllwing cntent ptins: Header Image: Select the default header image frm yur ExactTarget prtfli. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 12
ReadyTalk fr ExactTarget User Guide Recmmended dimensins: 960 X 150 Recmmended best practice: Resize the image befre uplading int yur ExactTarget prtfli Alternate Header Image: Select the alternate header image frm yur ExactTarget prtfli. This may be an additinal lg r a spnsr lg. Recmmended dimensins: 200 X 100 Recmmended best practice: Resize the image befre uplading int yur ExactTarget prtfli Frm Fields: Select the registratin fields that shuld be included n the registratin frm First Name, Last Name, and Email are the default required fields and are required fr the integratin T add additinal fields, check the bx next t each field. T make a field required, check the crrespnding Required bx Nte: Yu must setup the exact same registratin questin cnfiguratin in Cnference Center t accurately capture the infrmatin in ReadyTalk s Registratin reprts. Up t 19 standard registratin fields are enabled Header/Fter Backgrund Clr: Input yur specific HEX (clr) number t match yur branding r chse the clr frm the prvided pallet. Text Clr: This clr will apply t the fllwing: Meeting descriptin that is entered in Cnference Center Presenter Name and Bi infrmatin that is entered in Cnference Center Nte: If yu set a different fnt clr n the meeting descriptin and presenter names/bis when creating yur webinar in Cnference Center, it ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 13
ReadyTalk fr ExactTarget User Guide will be autmatically updated t the default text clr that yu set within the applicatin Link Clr: This will apply t the backgrund clr f the Register Nw buttn Scial Sharing Link: Including this buttn will allw subscribers t share yur upcming webinar, like the title and registratin link, t their scial netwrks (Facebk, Twitter, and LinkedIn). Learn mre abut Scial Frward functinality in ExactTarget. Bdy Text: Use this area t include additinal infrmatin abut yur webinar, new prducts, cmpany news, etc. Fter Text: Use this area t include additinal infrmatin like asking users t add yur email address t their safe list Hit Submit. Using Custm ExactTarget Landing Pages Nte: Please check with yur ExactTarget administratr t ensure yu have access t ExactTarget landing pages and micrsites. Chse the Use a Custm Landing Page ptin Nte: Yu must setup the Default Registratin Page befre setting up a Custm Landing Page Click n the blue Generate Landing Page buttn. Cpy and paste the HTML cde int a new landing page within ExactTarget. Get cmplete instructins n creating a custm landing page in ExactTarget. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 14
ReadyTalk fr ExactTarget User Guide After publishing the custm landing page in ExactTarget, cpy and paste the landing page URL in the Landing Page URL bx in the ReadyTalk applicatin. Once the page is published in ExactTarget, yu can utilize ExactTarget s editing tls t further custmize the landing page within ExactTarget. Hit Submit. CREATE YOUR WEBINAR IN EXACTTARGET SCHEDULE YOUR WEBINAR IN CONFERENCE CENTER Befre imprting yur webinar int the ReadyTalk fr ExactTarget applicatin, yu will need t schedule the webinar in Cnference Center. Cnference Center can be accessed frm within the applicatin, r yu can chse t sign in t Cnference Center frm www.readytalk.cm. The fllwing infrmatin is required t ensure that infrmatin syncs crrectly with the ReadyTalk fr ExactTarget applicatin and the assciated registratin page/invitatins/emails: Meeting Title enter the webinar title Hst (s): This field defaults t the chairpersn s name that is assciated with the access cde. Update if needed. Frm Email: This field defaults t the chairpersn s email that is assciated with the access cde. Update if needed. Nte: The frm email address can be updated n a per email basis fr any emails initiated ut f ExactTarget. Date/Time/Time Zne/Duratin Registratin Type: Always set t Pre-Register befre the Meeting and Autmatically Cnfirm all Registrants. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 15
ReadyTalk fr ExactTarget User Guide Leave Ntify me f new registratins via email unchecked as yu will be using an ExactTarget frm t register leads Meeting Type: Web & Audi, Audi Only, r Web Only Audi Type On-Demand: Chse this ptin if yur meeting has less than 150 participants and des nt require peratr assistance Operatr-Assisted: Chse this ptin if yur meeting has mre than 150 participants and/r yu require peratr assistance r Bradcast Audi A tw-step prcess is required t request peratr-assisted services: Cmplete the request frm After receiving a cnfirmatin email frm the ReadyTalk events team with yur webinar details (ie. Audi jin details like the Bradcast Audi cde), enter the infrmatin int Cnference Center Nte: Manual updates t cnfirmatin and reminder emails will be needed Meeting Descriptin: The meeting descriptin will ppulate the registratin pages, invitatins, and emails assciated with the webinar. If this infrmatin is nt cmpleted in Cnference Center, it will be blank in the varius registratin pages and emails. Nte: T ensure cnsistency n the ExactTarget registratin pages, invitatins, and emails, the fnt type fr the meeting descriptin will autmatically be cnverted t Arial. The ther frmatting prperties will be maintained (ie. Fnt clr and size, bulleted/numbered lists, hyperlinks, etc) Standard Registratin Questins (Within Registratin Frm Optin): T ensure all registratin infrmatin that is cllected n an ExactTarget registratin frm is als captured in Cnference Center, yu must select the same standard registratin questins in bth Cnference Center and ExactTarget, including the same designatin fr ptinal vs required questins. Presenter Infrmatin: Enter the presenter name and bi infrmatin fr each presenter n yur webinar. After imprting the webinar int the ReadyTalk app in ExactTarget, yu will be prmpted t chse a presenter image frm yur ExactTarget Cntent Prtfli t assciate with each presenter. The fllwing infrmatin is ptinal fr yur webinar setup in Cnference Center: ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 16
ReadyTalk fr ExactTarget User Guide Security Passcde fr Web Meeting: This is an additinal layer f security that will be included in cnfirmatin and reminder emails t registrants. Attendees will need t enter this passcde t gain access t yur webinar Nte: If a security passcde is enabled fr yur webinar, yu must enter the same passcde when imprting the meeting int ExactTarget. Custm Branding: This includes a header image, alignment ptins and the header web link Nte: These branding elements will be included n the pst-event survey page and pstmeeting archive page, which are nt included as part f yur webinar templates in ExactTarget. Presenter Phts: These branding elements will be included n the pst-meeting archive page, which is nt included as part f yur webinar templates in ExactTarget. IMPORT THE WEBINAR Nw that yur webinar is setup, it s time t imprt the webinar int the ReadyTalk fr ExactTarget applicatin t build ut the invitatin, registratin page, and emails. G t the Webinars Tab. The Webinars Dashbard gives yu a snapsht f the current webinar activity that has been synced between ReadyTalk and ExactTarget, including: Webinar Title Webinar Date & Time Webinar Status (Scheduled, Cancelled, r Clsed) Cunt f Invited Webinar Members Cunt f Cnfirmed Webinar Members Cunt f Attended Webinar Members ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 17
ReadyTalk fr ExactTarget User Guide The Archived Webinars tab shws a list f any ReadyTalk webinars that were imprted int ExactTarget, and then archived thrugh the applicatin. Nte: The archived webinar sectin can be used t rganize webinars that have already ccurred. Learn hw t archive a webinar. Click n Imprt Webinar Step 1: Select Webinar The Chairpersn Lgin Credentials will autmatically ppulate with the infrmatin frm yur Default Settings. In additin, the scheduled webinars assciated with the displayed ReadyTalk credentials will appear in the Webinar Drp-dwn list under Select a Webinar t Imprt. Nte: Infrmatin is nt saved during the webinar imprt prcess until the final step. If yu wuld like t imprt a webinar that resides n a different set f ReadyTalk credentials, just update the fields with the applicable tll free number, access cde and passcde. Click the Refresh buttn t display the scheduled webinars n the updated chairpersn credentials. Frm the drp-dwn Webinar menu, select the webinar that yu wish t imprt. Nte: If yu chse t setup a security passcde fr yur web meeting in Cnference Center, make sure t setup the exact same security passcde within the ReadyTalk fr ExactTarget applicatin. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 18
ReadyTalk fr ExactTarget User Guide Select the presenter image(s) assciated with each presenter name & bi frm yur ExactTarget prtfli Reminder: Presenter name(s) and bi(s) must be setup in Cnference Center prir t imprting the webinar. The Webinar Details shw a snapsht f the details assciated with yur webinar, such as Title, Hst Name, Date/Time/Time/Zne, Duratin, and Status f yur Webinar Hit Next. Step 2: Chse Registratin Page Optins Yu have three ptins t chse frm: Use a Custm Landing Page This is the Custm Landing page that was created during the initial setup f the applicatin. Create a New Custm Landing Page Click n the blue Generate Landing Page buttn. Cpy and paste the HTML cde int a new landing page within ExactTarget. Get cmplete instructins n creating a custm landing page in ExactTarget. After publishing the custm landing page in ExactTarget, cpy and paste the landing page URL in the Landing Page URL bx in the ReadyTalk applicatin. Once the page is published in ExactTarget, yu can utilize ExactTarget s editing tls t further custmize the landing page within ExactTarget. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 19
ReadyTalk fr ExactTarget User Guide Use the Default Registratin Page This is the default registratin page that was created during the initial setup f the applicatin. This page cannt be edited r updated frm within the ReadyTalk fr ExactTarget applicatin. T edit n a per webinar basis, exit ut f the Imprt Webinar wrkflw by clicking n Hme, then n Default Registratin Page. Once yu have chsen the registratin page type, hit Next. Step 3: Email Setup Yu have tw ptins t chse frm fr yur email setup n a per webinar basis. Remember, each email cntains similar infrmatin abut the webinar: Webinar Title Webinar Date, Time, and Time Zne Branding elements Header Image Alternate Header Image Header/Fter Backgrund Text/Line Clrs Presenter Infrmatin (Name, Bi, and Image) Bdy/Fter Text Use an ExactTarget Email Template ExactTarget templates reside in yur ExactTarget accunt and can be fully custmized with ExactTarget s editing tls. Nte: The ExactTarget template must be cnfigured and edited within ExactTarget. The templates cannt be custmized within the ReadyTalk applicatin. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 20
ReadyTalk fr ExactTarget User Guide Chse the template yu wuld like t use frm the ExactTarget Email Template drp-dwn menu Nte: The drp-dwn menu will display all email templates that are currently setup n yur ExactTarget accunt and/r business unit Chse the Template Cntent Lcatin Specific webinar infrmatin frm ReadyTalk (ie. Webinar title, date/time/time zne, and descriptin) will ppulate in the chsen cntent area Using the ReadyTalk-prvided Default Email Template If desired, update the varius custmizable ptins fr the Default Email Template ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 21
ReadyTalk fr ExactTarget User Guide Once yu have chsen the registratin page type, hit Next. Step 4: Select the emails t be created fr yur webinar ReadyTalk recmmends creating five standard emails t assciate with yur webinar: Invitatin Registratin Cnfirmatin Email Multiple Reminder Emails t Cnfirmed Registrants Fllw-up Email t attendees Fllw-up Email t nn-attendees The Webinar Emails page enables yu t select which emails shuld be generated fr this particular webinar as well as the timing fr reminder emails t cnfirmed registrants. T disable an email, uncheck the assciated bx next t the email type Nte: If yu uncheck the email type Reminder, the scheduled times fr default reminder email(s) will als be unchecked and disabled. If desired, update the Email Subject heading fr each Email Type. After updating yur webinar emails, hit Next. Step 5: Finalize & Review yur Webinar Imprt Verify that the webinar details, registratin ptins, and email types/templates are crrect. Need t make changes? Click n Prev t return t the previus step, r click n any step t navigate within the wrkflw. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 22
ReadyTalk fr ExactTarget User Guide After verifying that all f the infrmatin is crrect, hit Submit. The webinar registratin page and assciated emails will be created within ExactTarget with the infrmatin frm Cnference Center, as well as any custmizatin that was implemented during the webinar setup prcess. This prcess will take several secnds. Cnfirmatin Page The cnfirmatin page displays the varius details assciated with yur webinar, as well as a helpful checklist n the next steps yu shuld cnsider fr planning yur upcming event. In additin, yu can easily link ut t each f the emails created fr the webinar t send invitatins, edit cntent f emails, r update the delivery time fr reminder emails. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 23
ReadyTalk fr ExactTarget User Guide Webinar Details The fllwing fields are ppulated based n what yu entered fr the specific webinar in Cnference Center: Hst Name Start Date, Time, Time Zne, and Duratin Audi Jin infrmatin (ie. Dial-In numbers and Chairpersn Access Cde) Link t webinar details in Cnference Center Link t Registratin Page This will link t the default registratin page r the custm landing page, depending n the ptin that was chsen during the setup prcess Webinar Statistics (Bar Graph) Invitatins Delivered: Cunt f webinar invitatins delivered frm ExactTarget Registered: Cunt f webinar registrants Attended: Cunt f webinar attendees Nte: The ReadyTalk fr ExactTarget applicatin autmatically syncs nce an hur. Yu can als initiate a manual sync at any time by clicking the Sync Webinar buttn. Webinar Checklist The Webinar Checklist is a cmprehensive list f recmmended next steps t ensure yu have a successful webinar. Pre-Webinar Checklist Request Operatr-Assisted Services Yu need peratr-assisted services if: Yu expect mre than 150 attendees fr yur webinar Require Bradcast Audi s yur participants can listen t the webinar thrugh their cmputer speakers Yu want persnalized peratr services, like custm greetings r Q&A Supprt ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 24
ReadyTalk fr ExactTarget User Guide Learn mre abut the services ffered with ReadyTalk Operatr-Assisted Services All peratr-service require a five-hur turnarund. Requests received after 12pm Muntain Time (Mnday-Friday) will be prcessed n the next business day. After requesting peratr-assisted services, yu will receive an email that includes audi jin details such as tll and tll-free dial-in numbers fr any requested phne numbers. Yu will need t manually update the cnfirmatin and reminder emails t include the crrect audi jin details. Operatr-assisted services must be requested prir t sending ut invitatins and prmting yur webinar. Build invitatin list Send 1 st Invitatin email Recmmendatin: Use the ExactTarget Guided Send Prgram Prmte webinar thrugh varius channels Send 2 nd & 3 rd Invitatin Emails As participants register fr yur webinar, registratin status is autmatically updated in ExactTarget thrugh data extensins, which enables ur applicatin t segment lists fr additinal invitatins t thse wh have nt registered. Send 1 st, 2 nd & 3 rd Reminder Emails If yu selected t have reminder emails be sent ut ne week, ne day, r ne hur prir t the webinar start time, thse emails will autmatically trigger t cnfirmed registrants withut further actin frm yu. Want t update the text in the reminder emails? Or change the timing? Check ut hw t d that here. Hst a dry run with yur speakers Cnduct a brief dry run a few days befre yur webinar with yur mderatr and speaker t cver day-f lgistics. Finalize and uplad cntent t ReadyTalk ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 25
ReadyTalk fr ExactTarget User Guide If yu plan t share PwerPint Slides r a vide clip, uplad thse assets t ReadyTalk prir t yur event. Hst Live Webinar in ReadyTalk Yu ve dne all the prep, nw it s time fr the big prductin. Cngrats! Pst-Webinar Checklist Imprt Attendance Data int ExactTarget After yur webinar is ver, attendance data is autmatically imprted int ExactTarget s yu can trigger fllw-up emails t attendees and nn-attendees. Nte: The ReadyTalk fr ExactTarget applicatin autmatically syncs nce an hur. Yu can als initiate a manual sync at any time by clicking the Sync Webinar buttn. Imprt Recrding Link int ExactTarget T include a playback recrding link in yur fllw-up emails t attendees and nnattendees, click n the Link Recrding buttn Send Fllw-up Emails After yur webinar is ver, attendance status is autmatically updated in ExactTarget thrugh data filters, which enables ur applicatin t separate attendees and nnattendees fr fllw-up email segmentatin. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 26
ReadyTalk fr ExactTarget User Guide VIEWING SCHEDULED WEBINAR EMAILS ON THE IMH CALENDAR After yu have imprted a webinar, and the assciated emails have been created and scheduled, they will display n yur ExactTarget calendar alng with the ther campaign emails scheduled acrss yur cmpany r department. The fllwing infrmatin is available fr each webinar: All scheduled emails will be visible n the date they are scheduled t be sent Invitatin (if scheduled fr a future date) Reminder emails All previusly sent emails fr the webinar will be visible n the date they were sent Invitatin (if scheduled t send immediately) Fllw-up emails t attendees and nn-attendees REPORTING FOR KEY WEBINAR METRICS Summary and detail reprting is available fr yur webinar. The fllwing reprting is available within ExactTarget: The Webinars Dashbards displays summary level data fr each webinar # f invitatins sent # f cnfirmed registrants # f attendees Select registratin and attendance data is available within related data extensins fr the specific webinar In the ExactTarget Email interface, click n the Subscriber drp-dwn menu, then Data Extensins Open the ReadyTalk DataExtensins flder ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 27
ReadyTalk fr ExactTarget User Guide Lcate the assciated Webinar Title and check the crrespnding bx Click n the View Data buttn t view the fllwing infrmatin: Email, First & Last Name Attendance Status & Duratin Unique Jin Meeting URL The fllwing reprting is available within Cnference Center: T view all reprts assciated with yur webinar, like detailed registratin and attendance infrmatin, plling questins/answers, chat lgs, and pst-event survey data, click n the Webinar Details URL. LINK A RECORDING FOR FOLLOW-UP EMAILS After the webinar is ver, yu can link the applicable recrding t the webinar t be autmatically included in fllw-up emails t attendees and nn-attendees. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 28
ReadyTalk fr ExactTarget User Guide Click n the Link Recrding buttn. Chse the apprpriate date range t lcate the title f the recrding assciated with yur webinar Nte: If yu need t edit yur recrding, access the Manage Recrdings sectin f Cnference Center Select the applicable recrding t link with yur webinar. Hit Link. The Recrding URL will appear in the webinar details and will be autmatically included in the fllw-up emails t attendees and nn-attendees. ARCHIVING A WEBINAR The Webinars Dashbard will shw all webinars, regardless f status (scheduled, clsed, canceled). If yu wuld like t archive a webinar, click n the applicable webinar frm the Webinars Dashbard. On the webinar details page, click n the Archive Webinar buttn. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 29
ReadyTalk fr ExactTarget User Guide Yu will then be asked t cnfirm that yu wuld like t archive the webinar. The webinar will then be mved t the Archived Webinars Dashbard. EXACTTARGET EMAILS As stated earlier, ReadyTalk recmmends five standard emails that shuld be created and sent fr yur webinar. Every email template cntains similar infrmatin, with sme minr adjustments depending n the type f email. EMAIL TYPES & WHAT S INCLUDED Email Invitatins Frward-t-a-Friend functinality Scial Sharing Links Register Nw buttn: Directs the invitees t the default registratin page r custm landing page that was chsen during the imprt webinar prcess Cnfirmatin & Reminder Emails Unique Jin Webinar Link, which enables ReadyTalk t accurately track attendance, inmeeting, and pst-event survey data Audi Jin Details such as the dial-in number(s), access cde, r instructins t listen ver their cmputer speakers ReadyTalk Technical Supprt Infrmatin Add t Calendar Optins fr Outlk, Ggle, and Ltus Ntes A calendar item is generated fr the registrant s they can easily add yur webinar t their calendar ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 30
ReadyTalk fr ExactTarget User Guide The ICS (Calendar) file includes: Meeting Descriptin Unique Jin Webinar Link Audi Jin Details ReadyTalk Technical Supprt Infrmatin Fllw-up t attendees and nn-attendees Link t recrding playback URL Placehlder fr file attachments, such as the PwerPint Slides that were shared during the webinar EDITING AND SENDING WEBINAR EMAILS FROM EXACTTARGET After yu finish imprting yur webinar, the five standard default email templates are created in yur ExactTarget accunt. The emails can be accessed in the fllwing ways Click n the link assciated with each email Frm the IMH App Switcher, click n Email under Channel Apps, then Emails under the Cntent Tab. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 31
ReadyTalk fr ExactTarget User Guide The ReadyTalk fr ExactTarget applicatin has autmatically created an email flder called ReadyTalk Emails. Each imprted webinar and its assciated emails are categrized by the webinar title. Fr example, if the title f the webinar is Streamlining the Sales Cycle with Webinars, there will be a flder created with the same webinar title and will cntain the emails created fr that webinar. HOW TO SEND INVITATIONS 1 st Invitatin Open the assciated email (ie. Streamlining the Sales Cycle with Webinars Invitatin). After creating yur subscriber list(s), use the Guided Send ptin t send yur 1 st webinar invitatin. Fllw-up Invitatins (ie. 2 nd and 3 rd Invitatins) T send fllw-up invitatins t thse wh have nt yet registered, pen the assciated email (ie. Streamlining the Sales Cycle with Webinars Invitatin) and fllw the Guided Send ptin, using the data extensins feature. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 32
ReadyTalk fr ExactTarget User Guide Step 1: Chse the recipients fr the invitatin Step 2: Chse excludes and suppressins Expand the Data Extensins flder, then lcate and expand the ReadyTalk DataExtensins flder ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 33
ReadyTalk fr ExactTarget User Guide Check the assciated webinar title (ie. Streamlined the Sales Prcess with Webinars Registrants). This step will exclude any subscriber that has already registered fr the upcming webinar. Click Next and cmplete the Guided Send prcess. CONFIRMATION AND REMINDER EMAILS Registratin Cnfirmatin Emails After a webinar registratin frm is cmpleted, the registrant s infrmatin will be passed autmatically t ReadyTalk t register them fr the assciated webinar. A cnfirmatin email will be triggered t autmatically send frm ExactTarget. Webinar cnfirmatin emails have been autmatically set t high pririty via the ReadyTalk fr ExactTarget applicatin Reminder Emails If yu chse t create and schedule reminder emails, the emails will be autmatically sent 1 week, 1 day, and 1 hur prir t the webinar start time t cnfirmed registrants. Cancel a scheduled send fr reminder emails If yu wuld like t schedule an additinal reminder email, pen the assciated email and cmplete the Guided Send prcess. Updates t Cnfirmatin & Reminder Emails fr Operatr-Assisted Webinars If yu are using peratr-assisted services, such as Bradcast Audi, fr yur webinar, yu will need t manually edit the cnfirmatin and reminder emails that were created in ExactTarget fr the specific webinar. First, ensure that yu have successfully requested peratr-assisted services befre setting up the webinar in the ReadyTalk fr ExactTarget applicatin. After requesting peratr-assisted services, yu shuld receive a cnfirmatin email frm ReadyTalk with all f the details f yur webinar. The cnfirmatin email frm the ReadyTalk Events team will cntain all f the details needed fr yur webinar. The fllwing screensht prvides instructins n what infrmatin needs t be entered int Cnference Center fr the specific webinar: ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 34
ReadyTalk fr ExactTarget User Guide After yur webinar has been successfully setup in Cnference Center, cmplete the imprt webinar prcess in the ReadyTalk fr ExactTarget applicatin. After the emails are created in ExactTarget, yu will need t manually edit the Audi Jin Details in the cnfirmatin and reminder emails. In ExactTarget, pen the cnfirmatin email assciated with the webinar. Click in the edit area and lcate the highlighted html If yu are using Bradcast Audi n yur webinar: Insert the fllwing text after the Web Lgin link t instruct users n hw t jin the webinar and listen ver their cmputer speakers: ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 35
ReadyTalk fr ExactTarget User Guide Yu will be cnnected t Bradcast Audi after jining the meeting. If yu want t include dial-in number(s) as alternatives t Bradcast Audi s registrants can cnnect via telephne: The dial-in numbers will autmatically ppulate in the cnfirmatin and reminder emails. Hwever, delete the access cde html that is used fr n-demand calls as it is nt applicable fr yur p-assist webinar. If yu want t exclude any dial-in number(s), delete the audi jin and access cde html FOLLOW-UP EMAILS TO ATTENDEES AND NON-ATTENDEES After the webinar is ver, immediate fllw-up is imperative. With the ReadyTalk fr ExactTarget applicatin, attendance status data is autmatically updated frm ReadyTalk t ExactTarget s yu can send yur fllw-up emails frm ExactTarget. If yu linked a recrding t the webinar within the applicatin, it will be autmatically included in the fllw-up emails t attendees and nn-attendees Learn mre n hw t attach files, such as PwerPint slides, r ther materials requested frm yur webinar. Fllw-up Email t Attendees Open the applicable email template and fllw the Guided Send wrkflw t apply data filters s the crrect email is sent t thse that attended. Step 1: Click n data filter Step 2: Expand the data filters flder ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 36
ReadyTalk fr ExactTarget User Guide Check the assciated webinar title and applicable status (ie. Streamlining the Sales Cycle with Webinars Wh Attended) Click Next and cmplete the Guided Send prcess. Fllw-up Email t Nn-Attendees Open the applicable email template and fllw the Guided Send wrkflw t apply data filters s the crrect email is sent t thse that attended. Step 1: Click n data filter Step 2: Expand the data filters flder Check the assciated webinar title and applicable status (ie. Streamlining the Sales Cycle with Webinars Wh Did NOT Attend) Click Next and cmplete the Guided Send prcess. EDITING EMAIL CONTENT AND TIMING T make a mdificatin t any cntent within an email, click n ne f the applicable links fr additinal infrmatin. HTML-Based Emails Text-Only Emails T edit the send time f a scheduled email (ie. A reminder email), click n the belw link fr additinal infrmatin. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 37
ReadyTalk fr ExactTarget User Guide Cancel a scheduled send fr reminder emails If yu wuld like t schedule an additinal reminder email, pen the assciated email and cmplete the Guided Send prcess. UPDATING AND CANCELLING A READYTALK WEBINAR Updating a ReadyTalk Webinar If yu need t make updates t a ReadyTalk webinar, such as a change in the webinar start time, yu will need t make the change frm Cnference Center. Frm Cnference Center, navigate t the applicable webinar and click n Edit Meeting Update the applicable webinar infrmatin, such as the start time. Click Save and Next If yu have any cnfirmed registrants, yu will receive the fllwing message: Recmmended Optin: Click Yes t have ReadyTalk initiate the update email t cnfirmed attendees. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 38
ReadyTalk fr ExactTarget User Guide Yu will then be presented with the ptin t include a custm message with the update email, as well as a preview f the email. After creating the ptinal custm message and/r attaching any files, click n Send Emails t initiate the update email frm ReadyTalk t all cnfirmed attendees. If yu wuld like t send the update email t cnfirmed attendees frm ExactTarget, click N and create an email within ExactTarget. As discussed previusly, ReadyTalk manually syncs with ExactTarget ever hur r a manual sync can als be initiated. The manual sync is recmmended t ensure the updated webinar infrmatin is displayed n invitatins, registratin pages, cnfirmatin and reminder emails. Cancelling a ReadyTalk Webinar T cancel a ReadyTalk webinar, yu will need t make the change frm Cnference Center. Frm Cnference Center, navigate t the applicable webinar and click n Cancel Meeting. If yu have any cnfirmed registrants, yu will be presented with the fllwing message: Are yu sure yu want t cancel yur scheduled meeting? Yu will have the ptin t send cancellatin emails in the next step. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 39
ReadyTalk fr ExactTarget User Guide Yu will then be presented with the ptin t include a custm message with the update email, as well as a preview f the email. After creating the ptinal custm message, yu have tw ptins: Recmmended Optin: Click Send Emails t initiate the cancellatin email frm ReadyTalk t all cnfirmed attendees. If yu wuld like t send the cancellatin email t cnfirmed attendees frm ExactTarget, click D Nt Send Emails and create an email within ExactTarget. As discussed previusly, ReadyTalk manually syncs with ExactTarget ever hur r a manual sync can als be initiated. The manual sync is recmmended. The ReadyTalk fr ExactTarget applicatin will autmatically remve all emails related t the webinar frm within ExactTarget. The webinar will still be listed in the Webinars Dashbard within the app with a status f Cancelled. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 40
ReadyTalk fr ExactTarget User Guide FREQUENTLY ASKED QUESTIONS 1) What cnfiguratins shuld be enabled n my ExactTarget user accunt fr the ReadyTalk fr ExactTarget applicatin? a. API Access This enables access t the SOAP web services. The majrity f ExactTarget user accunts have this access turned n by default. b. DataExtensins This hlds ReadyTalk webinar and registrant details. c. Interactin Sends This allws the applicatin t create the Triggered Sends which pwer the Registratin Cnfirmatin emails d. AmpScript Business Rule - This allws the applicatin t create dynamic email messages. The majrity f ExactTarget user accunts have this access turned n by default. e. Landing Pages & Micrsites - This is an ptinal feature depending n yur accunt type, but is required if yu want t create custm landing pages fr webinar registratins. 2) Hw is the ReadyTalk fr ExactTarget applicatin installed int my ExactTarget accunt? a. Enterprise Level Accunt: The applicatin is setup at the business unit level. b. Cre Level Accunt: The applicatin is setup at the accunt level. 3) Which internet brwsers is the ReadyTalk fr ExactTarget applicatin cmpatible with? a. The ReadyTalk fr ExactTarget applicatin prvides the same brwser capability that ExactTarget supprts. ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 41
ReadyTalk fr ExactTarget User Guide b. http://help.exacttarget.cm/en/dcumentatin/interactive_marketing_hub/graded_brws er_supprt/ 4) If a registratin ccurs n a ReadyTalk registratin page, des this infrmatin sync with ExactTarget? a. Yes, their registratin and attendance data will be captured in the data extensin, as well as in the data filter t send ut fllw-up emails (data filter queries data extensin) 5) If smene registers fr a webinar that is nt an existing subscriber, is a new subscriber created in ExactTarget? a. Yes, they are created as a new subscriber when the registratin cnfirmatin email is sent. The email address is nly captured. b. Nte: A subscriber will nt be created if there are required prfile attributes. These wuld need t be adjusted in rder fr the new subscriber t be created ReadyTalk www.readytalk.cm 303.209.1600 800.843.9166 help@readytalk.cm Page 42