ReadyTalk for Marketo User Guide

Transcription

1 ReadyTalk for Marketo User Guide Revised 11/24/2015

2 Contents Configuring ReadyTalk & Marketo... 3 Setting Up Your Event in ReadyTalk... 5 Setting Up Your Event in Marketo... 7 Creating a New Program... 7 Edit your Event Settings... 8 Creating a Form... 9 Form Editor Form Editor (Original) Creating a Landing Page Creating s Creating an Invitation/Registration Creating a Confirmation Adding a Calendar File Creating Smart Campaigns Invitation Campaign Confirmation Campaign Syncing Additional Webinar Data Marketo Setup Element Connect Setup Setup Sync for Individual Webinars Editing your ReadyTalk or Marketo Credentials in Element Connect Deleting your ReadyTalk or Marketo Credentials in Element Connect Appendix A: Reminder s Appendix B: Post-Meeting s Appendix C: Sample Meeting with Manual Registration Appendix D: Find Join Meeting Links for Registrants Frequently Asked Questions (FAQ) Note - The content outlined above is listed in a specific order of operations. Although this order does not have to be followed, the order does allow for you to work on a section completely before moving onto the next section. If you deviate from this order, it may require you to edit certain sections multiple times so that each of the forms, s, and landing pages are all tied together. Page 2

3 Configuring ReadyTalk & Marketo Note You must be a Marketo Administrator to properly configure the ReadyTalk/Marketo integration. If you are not a Marketo Administrator for your organization, please contact your Administrator for assistance in configuring this integration. 1. Sign into your Marketo account and select the Admin button at the top of the page. 2. Select LaunchPoint on the left side of the screen below the Integration category. 3. Click the New drop down button near the top of the screen and then select the New Service option from the drop down list. 4. From the New Service window, fill in the Display Name field with your name or a group name and then select ReadyTalk from the Service drop down menu. 5. Enter your Conferencing Telephone Number in the Access Number field and then fill in the Access Code and Pass Code field with your ReadyTalk Credentials. 6. Click the Create button at the bottom of the form. Page 3

4 7. If your credentials are successfully validated, you will see the word Active below the Status column of the Installed Services page. Note If your ReadyTalk Credentials change, including updates to your chairperson passcode, you must update your credentials in Marketo. This will NOT update automatically. To update your ReadyTalk credentials in Marketo, follow the steps below: a. Select the credentials to edit from the list of available credentials. b. Select the Edit Service button. c. Update your ReadyTalk Credentials on the Edit Service form. d. Click Save. 8. Once you have successfully setup your ReadyTalk/Marketo credentials, you can then proceed to create your event within ReadyTalk. Page 4

5 Setting Up Your Event in ReadyTalk 1. Go to and log into the Chairperson Start a Conference box using your ReadyTalk credentials. 2. Click on the Schedule a Meeting button. 3. Fill out the Meeting Details form with the Title, Host, Host , Date, and Time of the event. 4. In the Registration Type section of the Meeting Details form, select the Pre-register before the Meeting option. Note If you select the Register at Time of Meeting option, Marketo will not capture a Registered status for your leads and will only pull in a lead status of Attended after the webinar concludes. Note Leave the Notify Me of New Registrants via box unchecked as a Marketo registration form will be used to capture lead registration information. 5. Select the Meeting Type and the Audio Type for your meeting and then click the Save and Next button at the bottom of the screen. Note - The Description field does not need to be filled out unless you will be sending Confirmation s out of ReadyTalk rather than creating your own unique Confirmation s in Marketo. Page 5

6 Note Operator Assisted Events must be scheduled with our Events Team before they are scheduled in your Conference Center. Click the Request Event Services link located on the left side of your Conference Center home screen to schedule an event with our Events Team. 6. Unless you will be sending out confirmation s directly from ReadyTalk, you can proceed to create your event in Marketo and then tie your ReadyTalk and Marketo events together; no other steps are needed in ReadyTalk. Page 6

7 Setting Up Your Event in Marketo Creating a New Program Although there are multiple types of programs in Marketo, the program type used with the ReadyTalk and Marketo integration is the Event type. Creating an event program in Marketo allows you to tie your ReadyTalk event with your Marketo event. Follow the steps below to create your event program. 1. From the Marketing Activities section, click New and then select New Campaign Folder. 2. Name your Campaign Folder and then click the Create button. 3. Click on the campaign folder you just created from the Marketing Activities section, click New, and then select New Program. 4. Fill out the New Program form ensuring that you select Event from the Program Type drop down box and Webinar from the Channel drop down menu. 5. Once your Program has been created, you can then tie in your ReadyTalk conference to your Marketo program by editing your Event Settings (See Below). Page 7

8 Edit your Event Settings The Event Settings section in Marketo allows you to tie together your ReadyTalk event with your Marketo event. Follow the steps below to tie your two events together. 1. From the Marketing Activities section, click on the Event you would like to associate with a ReadyTalk Conference. 2. Click on the Event Actions drop down box located near the top of the screen and select the Event Settings option. 3. Choose ReadyTalk from the Event Partner drop down box. 4. Select the Login name associated with the ReadyTalk credentials you entered when you setup the ReadyTalk/Marketo Integration. 5. Click on the Event drop down box and select the ReadyTalk Scheduled Meeting you want to associate with this event (This list is populated from the list of scheduled meetings in your ReadyTalk Conference Center). 6. If you would like ReadyTalk to send Registration Confirmation s rather than creating your own unique Registration Confirmation s, check the box next to Send ReadyTalk Confirmation Click Save. Note If you update your event in ReadyTalk, you must update your event in Marketo by selecting your event from the Marketing Activities section, clicking on the Event Actions drop down menu, and then selecting the Refresh from Webinar Provider option. If the event details are successfully updated in Marketo, a confirmation message will appear on your screen. Page 8

9 Creating a Form Forms in Marketo are necessary to obtain the appropriate registration information from your leads. Forms can be simple or complex, depending on the type and amount of information you are requesting from your leads. Outlined below is an example of the simplest type of form you can create with the ReadyTalk/Marketo Integration. Note - Marketo has two form editor options: Form Editor 2.0 and Form Editor (Original). See the appropriate sections below for details on each. Form Editor From the Marketing Activities section, select your program, click on the New drop down menu, and then select New Local Asset. 2. Select the Form option from the list of available Local Assets. 3. Select the Folder drop down menu and select a Campaign Folder. Name the Form, select Form Editor 2.0 from the Editor drop down menu and then click Create. 4. If your editor window does not pop-up due to pop-up blocking, click the Edit Form button near the top of the screen. Page 9

10 5. The Field Details section of the form should automatically include the First Name, Last Name, and Address fields. These fields must be kept on your form for the ReadyTalk for Marketo Integration to work properly. Note These fields must be labeled as Required fields. To make a field required, click on the field so that it is highlighted. Check the box next to the Is Required option located below the Behavior section. A red asterisk will appear next to the field if it has successfully been labeled as required. 6. Add any additional form fields you would like by clicking on the + symbol and then searching for the appropriate field in the Select Marketo Field drop down menu. 7. Adjust the Theme of your form from the Form Settings section, if desired, and then click the Next button at the top of the page. 8. Adjust any of the General Settings and then choose what should happen after someone submits the form using the Thank You Page section of the Settings page. Once finished, click Next. Note If you desire that your registrants be brought to a follow-up landing page in Marketo after they fill out the form, setup a landing page in Marketo before creating this form. See the Creating a Landing Page section of this guide for details. 9. Once you have added the appropriate form fields, click the Finish button and then click the Approve and Close button. 10. After creating a registration form, the next step is to create a landing page so your leads can access the form online. Page 10

11 Form Editor (Original) Forms in Marketo are necessary to obtain the appropriate registration information from your leads. Forms can be simple or complex, depending on the type and amount of information you are requesting from your leads. Outlined below is an example of the simplest type of form you can create with the ReadyTalk/Marketo Integration. 1. From the Marketing Activities section, select your program, click on the New drop down menu, and then select New Local Asset. 2. Select the Form option from the list of available Local Assets. 3. Select the Folder drop down menu and select a Campaign Folder. Name the Form, select Form Editor (Original) from the Editor drop down menu and then click Create. 4. If your editor window does not pop-up due to pop-up blocking, click the Edit Form button near the top of the screen. 5. Click the Template Form Fields button at the bottom right corner of the screen to add custom fields to your registration form. Page 11

12 6. Click and drag the following three fields onto the form template on the left side of the page: First Name, Last Name, and Address. Changes are automatically saved. Note Although additional fields can be added to your form, the three fields mentioned above must be included in your form for the integration to work properly. Note These fields must be labeled as Required fields. To make a field required, click on the field so that it is highlighted. Check the box next to the Is Required option located below the Field Specific section. A red asterisk will appear next to the field if it has successfully been labeled as required. 7. After creating a registration form, the next step is to create a landing page so your leads can access the form online. Page 12

13 Creating a Landing Page Landing pages are necessary so that your leads can access your registration form online. Multiple landing pages can be created, but for the examples below, only two are created, a Registration Page and a Registration Confirmation Page. Follow the steps below to get started. 1. From the Marketing Activities section, select your program, click on the New drop down menu, and then select New Local Asset. 2. Select the Landing Page option from the list of available Local Assets. 3. Select the Folder drop down menu and select the Campaign Folder in which this landing page should be placed. Name the Landing Page, select a Template, and then click the Create button. Note We suggest beginning with a Registration Confirmation Landing Page so you can eventually tie this page into the form on your Registration Landing Page. If you create your Registration Landing Page first, you will then have to create your Registration Confirmation Landing Page and then go back into your Registration Landing Page again and link your form with your Registration Confirmation Page (See example below for additional details). 4. If your editor window does not pop-up due to pop-up blocking, click the Edit Form button near the top of the screen. Page 13

14 5. Choose an Element from the Insert Elements section on the right side of the screen and drag it to your Landing Page Template. An editor window will appear once the element has been dragged to the Landing Page Template. Each element has its own unique editor window. Provided below is an example of the editor window for a Rich Text element. In the Rich Text Editor window, you can add text, tokens, and hyperlinks. Note - Once edits have been saved, you can click and drag the element anywhere on the landing page template and adjust the dimensions. 6. Once your Registration Confirmation Landing Page is adjusted to your liking, go back to the Marketing Activities section, select your program, click on the Registration Confirmation Landing Page option, select the Landing Page Actions button, and then select the Approve option. 7. Once the Registration Confirmation Landing Page has been completed and activated, create the Registration Landing Page by going back to the Marketing Activities section, selecting your program, clicking on the New drop down menu, and selecting New Local Asset. 8. Select the Landing Page option from the Local Asset list. Page 14

15 9. Follow the steps mentioned previously for adding elements to your landing page. Note - When you add your Form element, be sure to choose your Registration Confirmation Landing Page from the Follow-up Page drop down menu to ensure your leads are redirected to that page after registering. Note If you will be adding Image elements to your landing pages, please note that your images/logos must be imported into Marketo before they can be used on a landing page. To import a logo, go to the Design Studio section, select Images and Files, and then click on the Upload Image or File button. 10. Below is an example of a completed Registration Landing Page. This page includes two Rich Text elements, an Image element, three Rectangle elements, and a Form element. 11. Once your Registration Landing Page has been completed, make sure you Approve the page by following the steps mentioned previously. Page 15

16 Creating s With the ReadyTalk/Marketo integration, you have the ability to send out meeting invitation s, registration confirmation s, reminder s, and post-meeting s based on your leads actions. In this next section, an explanation of how to create invitation s and confirmation s will be discussed (How to create reminder s and post-meeting s will not be discussed in this section as it is a similar process as creating invitation and confirmation s). See the Creating a Smart Campaign section and the Appendix sections of this document for how to trigger all types. Creating an Invitation/Registration 1. From the Marketing Activities section, select your program, click on the New drop down menu, and then select New Local Asset. 2. Select the option from the list of available Local Assets. 3. Select the Folder drop down menu and select the Campaign Folder in which this should be placed. Name the , select a Template, and then click the Create button. 4. If your editor window does not pop-up due to pop-up blocking, click the Edit Form button near the top of the screen. 5. You can edit any portion of the by double-clicking on a portion of the template or by right-clicking on one of the options in the Content section and selecting the Edit option. 6. Once your has been edited with the look and feel you desire, you will need to Hyperlink your Registration Landing Page to your . To do this, select a specified word(s) or select an Page 16

17 image that you would like your participants to click on to reach your landing page and then select the image of the chain from your editor window. Note - In the example below, I selected the word Here in the sentence please click here to register. 7. Enter your landing page URL into the Link URL field and then click Insert. Now, when leads receive your and click on the word or image you hyperlinked, they will be brought to your Registration Landing Page. Note You can access your landing page URL by navigating to the Marketing Activities section, selecting your program, and then clicking on your landing page. A URL is provided at the bottom of that page. 8. Once your is adjusted to your liking, go back to the Marketing Activities section, select your program, click on the you just created, select the Actions button, and then select the Approve option. 9. Once you have approved your invitation , begin creating your confirmation . Page 17

18 Creating a Confirmation 1. From the Marketing Activities section, select your program, click on the New drop down menu, and then select New Local Asset. 2. Select from the list of available Local Assets. 3. Click on the Folder drop down menu and select the Campaign Folder in which this should be placed. Name the Landing Page, select a Template, and then click the Create button Note - We suggest checking the Operational box, for your Registration Confirmation only, to ensure that registrants receive a confirmation even if they had unsubscribed from receiving s from you in the past. 4. If your editor window does not pop-up due to pop-up blocking, click the Edit Draft button near the top of the screen. 5. As you edit your confirmation , you will need to add a token to the body of the so that your participants receive their unique web login link. (Not sure how to edit an ? See the Creating an Invitation/Registration section of this document for a brief overview). 6. You can add the proper token by selecting the Token icon from your editor window and choosing the {{member.webinar url}} token from the Token drop down menu. Note You can also add a calendar file to your using the same method mentioned above; however, this token must be created manually as it requires you to add the meeting information to your unique token. Follow the steps in the Adding a Calendar File section of this user guide to create your unique calendar token. Page 18

19 7. Once your is adjusted to your liking, go back to the Marketing Activities section, select your program, click on the you just created, select the Actions button, and then select the Approve option. 8. Once you have approved your confirmation , begin creating your smart campaign. Adding a Calendar File 1. From the Marketing Activities section, select your program, click on the My Tokens button, and then drag the Calendar File option into the tokens field in the center of your screen. 2. Name your token to differentiate it from the other unique tokens you create and then click on the Click to Edit link. 3. Fill in the Edit Calendar File form and be sure to add the proper date and time so that the file will save to each leads calendar correctly. Also remember to add the {{member.webinar url}} token to the description field so that your leads can access the meeting from the calendar invitation. 4. After saving the Edit Calendar File form, click the Save button below the token you just created and then go back to your and add in the unique token you just created. Note Unique tokens that you create begin with the word my. In the example above, the token would appear as {{my.add To Calendar}}. Page 19

20 Creating Smart Campaigns Smart Campaigns allow you to set up actions for your program. In the instructions below, the two simplest Smart Campaigns are discussed. These campaigns cover setting up a filter to send out your invitations and setting up a trigger action so that a lead is automatically ed a confirmation after registration. For more complex campaigns, see the Appendix sections. Invitation Campaign 1. From the Marketing Activities section, select your program, click on the New drop down menu, and then select New Smart Campaign. 2. Name your Smart Campaign and then click Create. 3. Select the Smart List button near the top of the screen and then click and drag the Member of List option from the list of available Filters into the center of the screen. Within the Member of List filter field, select in from the first drop down box and the name of the lead list you created from the second drop down box. 4. Once the Smart List has been setup, select the Flow button at the top of the screen and then click and drag the Send option into the center of the screen. Select the you would like to be sent from the drop down list. Note - The name of your will be preceded by the name of your program. In the example below, the form is displayed as ACME Corporation Meeting.Invitation Lastly, drag the Change Program Status option into the center of the screen. Select the name of your program from the Program drop down list and then select the Webinar > Invited option from the New Status drop down list. Page 20

21 Note This will update your invitees with a status of invited, which is beneficial for not only reporting purposes, but is also useful if you would like to send out Reminder s to those who have been invited but have yet to register for your meeting. 6. See the Confirmation Campaign section for instructions on how to send your Invitation to your lead list. Page 21

22 Confirmation Campaign 1. From the Marketing Activities section, select your program, click on the New drop down menu, and then select New Smart Campaign. 2. Name your Smart Campaign and then click Create. 3. Select the Smart List button near the top of the screen and then click and drag the Fills Out Form option from the list of available Triggers into the center of the screen. Within the Fills Out Form trigger field, select is from the first drop down box and the name of the form you created from the second drop down box. Note - The name of your form will be preceded by the name of your program. In the example below, the form is displayed as ACME Corporation Test Meeting.Registration Form. 4. Once the Smart List has been setup, select the Flow button at the top of the screen and then click and drag the Change Program Status option into the center of the screen. Select the name of your program from the Program drop down list and then choose the Webinar > Registered option from the New Status drop down list. Note - This flow action will send your leads registration information to ReadyTalk. ReadyTalk will then send the leads unique web login link back to Marketo. Using a second flow action, you can then send that unique link to your lead. Page 22

23 5. The second flow action that needs to be setup is the Send action. Select the Send option from the right side of the screen and drag it below the Change Status in Progression action. Select your registration confirmation from the drop down list. Note This flow action will send a confirmation to your leads after registration. This will include the unique web login link obtained from the Change Program Status action. 6. Once your Smart List and Flow Actions have been configured, click on the Schedule button at the top of the screen and then select the Activate button to initiate your Smart Campaign. Note - If your campaign is not activated, your leads will not receive a confirmation Once your Smart Campaign has been activated, register for the meeting to ensure that the registration and confirmation process are working correctly. Note We highly suggest setting up a test program in your Marketo account so you can test the progression of your program from beginning to end, especially if you have additional flow actions in your campaign, such as reminder s and follow-up s. For testing purposes, you may want to adjust the number of times a lead can run through your flow actions. This will allow you to register multiple times using the same lead credentials and still receive multiple confirmation s. You can adjust this setting from the Schedule tab located in the Smart Campaign section by clicking on the Edit Settings button and choosing the Every Time option. Page 23

24 Once you have finished testing, adjust the number of times a lead can run through your flow action back to Only Once using the steps mentioned above. 8. Once you are ready to send out your invitations, click on your Invitation Campaign from the Marketing Activities section and then select the Schedule button at the top of the screen. 9. Select the Run Once button, select either Run Now or Run Later, and then click Run to send out your invitation s. Page 24

25 Syncing Additional Webinar Data The ReadyTalk for Marketo integration enables you to sync multiple webinar data points for targeted follow-up and detailed lead scoring. Attendance status is automatically available through the initial setup of the Marketo integration that you completed in the previous sections. The following webinar data is also available to sync into Marketo through our Element Connect Product on a per attendee basis: First Entry and Last Exit Time Attendance Duration Chat Data Total # of Chats Sent from Attendee Total # of Chats that were Flagged as Questions Text of Flagged Questions and an indication of whether or not it was marked as Answered Polling Questions and Responses Post-Event Survey Questions and Responses To sync this data, you will need to complete the Marketo Setup and the Element Connect Setup below. Note: The above data points will be stored on the custom object tab on the Marketo lead. Marketo Setup Note: This portion is a one-time setup. You must be a Marketo Admin with access to the Database Management feature to complete this section. In addition, field names are case sensitive. 1. From your Marketo account, select the Admin button at the top of the page. 2. Select Marketo Custom Objects on the left side of the screen below the Database Management category and then click on the New Custom Object button near the top of the screen. 3. Enter the following information: Important Note: The information entered into each field below is case sensitive and must be entered exactly as you see it listed in order for the integration to work properly. Display Name: ReadyTalk Meeting Info API Name: (This field will automatically populate after filling in the Display Name. Do NOT change this field name) Plural Name: (This field will automatically populate after filling in the Display Name. Do NOT change this field name) Page 25

26 Show in Lead Detail: (Update this from Hide to Show) Click Save. 4. Click on the Fields tab at the top of the screen and then select the New Field button. 5. Enter the information below into each field: Important Note: The information entered into each field below is case sensitive and must be entered exactly as you see it listed in order for the integration to work properly. Display Name: Meeting ID API Name: (This field will automatically populate after filling in the Display Name. Do NOT change this field name) Data Type: string Dedupe Field: Yes Click Save 6. Select the New Field button again and input the following information exactly as you see it listed below: Display Name: lead API Name: (This field will automatically populate after filling in the Display Name. Do NOT change this field name) Data Type: link Link Object: Lead Page 26

27 Link Field: Address Dedupe Field: Yes Click Save 7. Select the New Field again and input the following information exactly as you see it below: Display Name: Meeting Title API Name: (This field will automatically populate after filling in the Display Name. Do NOT change this field name) Data Type: String Dedupe Field: No Click Save Page 27

28 8. The three Fields listed above (Meeting ID, Lead, and Meeting Title) were required fields. The Fields in the chart below are optional. Setup the following optional fields based on the webinar data you d like to sync. Display Name Data Type Additional Notes Duration First Entry Last Exit Chat Question 1 (Repeat for any additional chat questions Example: Chat Question 2, Chat Question 3, etc.) Total Chat Count Total Flagged Question Count Poll Question 1 (Repeat for any additional poll questions Example: Poll Question 2, Poll Question 3, etc.) Poll Answer 1 (Repeat for any additional poll answers Example: Poll Answer 2, Poll Answer 3, etc.) Survey Question 1 (Repeat for any additional survey questions Example: Survey Question 2, Survey Question 3, etc.) Survey Answer 1 (Repeat for any additional survey answers Example: Survey Answer 2, Survey Answer 3, etc.) float string string string float float string string string string A separate field will need to be created for each chat question. If a question was flagged as Answered during the live meeting the text of the question will be followed by the word (Answered) in parentheses. A separate field will need to be created for each poll question. A separate field will need to be created for each poll answer. A separate field will need to be created for each survey question. A separate field will need to be created for each survey answer. 9. Select the Marketo Custom Objects tab near the top of the screen, select Custom Object Actions option, and then select Publish Object to finish the Marketo setup. Page 28

29 Element Connect Setup Note: This portion is a one-time setup. 1. Navigate to Click on Sign up here. 2. Complete the form with the required information and click on Create my account. 3. Once logged in, click on the ReadyTalk Icon in the center of the screen, enter your ReadyTalk credentials, and then click Create. Note: In the top field, enter your conferencing telephone number, followed by a colon, followed by your 7-digit access code. In the bottom field, enter your chairperson passcode. 4. Select the Marketo Icon near the bottom of the screen and enter the following Marketo information: To locate the Client ID and Client Secret, please view the following instructions: To locate the REST Service URL (AKA Endpoint URL) and the Identity Service URL 1. Navigate to the Admin section of your Marketo account and select the Web Services option located on the left side of the screen below the Integration category. 2. The Endpoint URL and Identity URL should be located within the REST API box near the bottom of the screen. Copy these URL s, paste them into the appropriate field in your Element Connect account, and then click Create. Note: These URL s are unique for your account. Do NOT use the URL s in the screenshot below. 5. The first-time setup is now complete. To sync additional data on a per webinar basis, please complete the next section for each new webinar. Page 29

30 Setup Sync for Individual Webinars To enable the sync for additional data on individual webinars, you must visit Element Connect and go through the following steps. 1. Navigate to and login. 2. Click on the ReadyTalk Icon near the center of the screen and then click on the Marketo Icon near the bottom of the screen. 3. Click on the workflow icon under Select to Begin section. 4. Select the ReadyTalk Meeting that you would like to sync and then click Create. 5. Your meeting will appear under the Meetings Scheduled/Synchronized list. 6. Click Done. Note: After your webinar is in a closed status, the integration will begin to sync post-event data within 1-2 hours to the Custom Objects tab on the individual Lead. Editing your ReadyTalk or Marketo Credentials in Element Connect 1. Navigate to and login. To edit your ReadyTalk credentials, hover over the ReadyTalk Icon and click on the Edit button. To edit your Marketo credentials, hover over the Marketo account and click the Edit tool below the service. Deleting your ReadyTalk or Marketo Credentials in Element Connect Note: Deleting these credentials will stop the sync for additional webinar data going forward. 1. Navigate to and login. Click on the Marketo icon to open the selected Workflow Template. Hover over the ReadyTalk to Marketo Workflow and click the Trash Can tool to delete the workflow. Next, hover over the Marketo account and click the Trash Can tool to delete the account. Finally, hover over the ReadyTalk service and click the Trash Can tool to delete the service. Page 30

31 Appendix A: Reminder s This appendix covers sending out Reminder s to leads who have registered and to leads who have not yet registered. Note - This appendix will only cover the proper campaign configurations and assumes you have already scheduled your event in ReadyTalk and have created your program in Marketo. 1. Create a unique reminder for Registrants and a unique reminder for Nonregistrants within your program (Not sure how to create s? See the Creating s section of this document). 2. Once the s have been created, setup unique campaigns for these two reminder s (Not sure how to create campaigns? See the Creating Smart Campaigns section of this document). For your Reminder to Registrants, setup your Smart List using the Member of Program filter. Set the Member of Program field to a True state. Select is from the Program drop down menu and select the meeting you are setting this reminder up for. Click on the Add Constraint option and select Program Status from the list. Select is from the first drop down menu next to Program Status. Select the Webinar > Registered option from the second drop down menu. Next, you will need to setup your Flow action for your Reminder to Registrants. From the Flow tab, drag the Send option to the center of the screen Select the reminder you created for your registrants. Page 31

32 For your Reminder to Non-registrants, your Smart List and Flow actions will be almost identical to Reminder to Registrants section. The major difference is the Program Status Constraint. It should be set to Webinar > Invited. Lastly, you will want to ensure that you select the proper reminder in the Flow action step as this will need to be set for Non-registrants. You can schedule the reminder s to go out immediately or at a later time by clicking on the Schedule tab and selecting the Run Once option. Note If you setup two reminder campaigns, one for registrants and one for nonregistrants, the campaigns will both need to be run. Running one will not automatically run the other. Page 32

33 Appendix B: Post-Meeting s This appendix covers sending out Post-Meeting s to Attendees and No-shows. Note - This appendix will only cover the proper campaign configurations and assumes you have already scheduled your event in ReadyTalk, have created your program in Marketo, and have already created your invitation and confirmation Create unique s for your meeting Attendees and your meeting No-shows (Not sure how to create s? See the Creating s section of this document). 2. Once the s have been created, setup a unique campaign for your post-meeting s (Not sure how to create campaigns? See the Creating Smart Campaigns section of this document). Note - Since this will be a trigger campaign, only one campaign is needed for both the post meeting to attendees and no-shows. For your Post-meeting to Attendees, setup your Smart List using the Program Status is Changed trigger. From the Program field, select is from the first drop down menu and select the name of your program from the second drop down menu. Next, you will need to setup your Flow action for your Post-Meeting to Attendees. Begin by dragging the Send s option onto the center of the screen. Click the Add Choice option near the top of the Send field and then select Program Status from the list of available options. In the second drop down menu, select is and then select Webinar > Attended from the third drop down menu. Select the Post-Meeting for Attendees you created from the drop down menu. Click the Add Choice option again and then select Program Status from the list of available options. In the second drop down menu, select is and then select Webinar > No Show from the third drop down menu. Select the Post-Meeting for No-shows you created from the drop down menu. Leave the Default Choice field blank. Page 33

34 Navigate over to the Schedule tab and click the Activate button. Your postmeeting s will now automatically be sent shortly after your meeting. Note Participant s statuses should automatically be pulled into Marketo from ReadyTalk after your meeting concludes, but this may take some time before the data is retrieved. If you would rather not wait, you can manually update each participant s status after the meeting by clicking on the name of your program from the Marketing Activities section, clicking on Event Actions, and then selecting the Refresh from Webinar Provider option from the drop down menu. Page 34

35 Appendix C: Sample Meeting with Manual Registration This appendix covers setting up a meeting that requires you to manually confirm registrants before they receive a confirmation . This type of meeting is useful if you need to limit the number of individuals who attend your meeting or if you want to restrict who can join your meeting. Note - This appendix will only cover the proper campaign configurations and assumes you have already scheduled your event in ReadyTalk and have created your program in Marketo. Note Do NOT change the Registration Type in your ReadyTalk Conference Center. You will need to keep your Registration Type as Pre-register before the Meeting and make sure that the Automatically Confirm all Registrants option is selected from the drop down box in your ReadyTalk Conference Center as you schedule your meeting. This is essential for the process to work correctly as the manual registration process will all be controlled using Marketo s Pending Approval feature. 1. Begin by creating an Invitation Campaign (Not sure how to create campaigns? See the Creating Smart Campaigns section of this document). 2. Once your Invitation Campaign has been created and configured, create a Registration Campaign. From the Smart List section of your campaign, select the Fills Out Form trigger and drag it onto the center of your screen. From the Form Name section, select is from the first drop down menu and then select your registration form from the second drop down menu. From the Flow section of your campaign, drag the Change Program Status option onto the center of your screen. Select the name of your program from the Program field drop down menu and then select the Webinar > Pending Approval option from the second drop down menu. From the Schedule section of your campaign, select the Activate button. This campaign will now adjust the status of your registrants to Pending Approval as they register. 3. Once your Registration campaign has been created and configured, create a Confirmation campaign. From the Smart List section of your campaign, drag the Program Status is Changed option onto the center of your screen. Page 35

36 From the Program section, select is from the first drop down menu and the name of your meeting from the second drop down menu. From the Flow section of your campaign, select the Send s option and drag it onto the center of your screen. Select the Add Choice option. From the If section, select Program Status from the first drop down menu, select is from the second drop down menu, and then select Webinar > Register from the third drop down menu. From the section, select your confirmation . Select the Add Choice option again. From the If section, select Program Status from the first drop down menu, select is from the second drop down menu, and then select Webinar > Rejected from the third drop down menu. From the section, select your declined . From the Schedule section of your campaign, select the Activate button. This campaign will now send out confirmation s or declined s as you manually update registrant s statuses from Pending Approval to Registered or Rejected. 4. To manually adjust your registrant s status, click on your program from the Marketing Activities section and then navigate to the Members section near the top of the screen. Select the name(s) of the individual whose status you would like to change and then click on the Change Status drop down menu near the top of the screen. Select the Registered or Rejected option (Please note that it can take several minutes for the changes to take effect. As these changes begin to take place, you will first see a Queued status message followed by a Completed status message). Page 36

37 Once you receive the Completed status message, the confirmation or the declined will be sent to that individual and the status of that individual will change to Registered or Rejected. Page 37

38 Appendix D: Find Join Meeting Links for Registrants This appendix covers pulling a report of Members in Marketo which includes each registrant s current status and their unique Join Meeting Link. This can be used if an individual is unable to access their confirmation , so they may still login using the information tied to their own registration. 1. From the Marketing Activities section, select your program, click on Members, then View Default, then select Edit Default. 2. In the Edit Default window, search for Webinar URL under Hidden Columns. Then select Add to move it to Visible Columns. Click Save. 3. When the page reloads you will have each registrant s Webinar URL visible in your report (You will need to expand the field to see the full link). Note You will not be able to copy/paste the link directly. But, you can export a report by clicking the export button at the bottom of the page. Once you have downloaded that report you can copy the link to send to your participant. Page 38

39 Frequently Asked Questions (FAQ) 1. Why do I not see the Admin button referenced in the Configuring ReadyTalk & Marketo section of this document? Only Marketo Administrators will see the Admin button. Please contact your Marketo Administrator for assistance in configuring the ReadyTalk/Marketo integration. If you are a Marketo Administrator and are still not seeing the Admin button, please contact Marketo s help desk for further assistance at Why do I receive the ReadyTalk API call error 401 error when I click the Create button on the New Event Partner window while entering my ReadyTalk credentials in Marketo? This error can be caused by entering incorrect credentials. Please verify that the ReadyTalk credentials you are entering are correct and fill out the form again. This may also be caused by extraneous characters such as dashes in the Access Number field. To resolve this issue, remove any dashes. 3. I recently changed my chairperson passcode and now I see an error that says Failed: ReadyTalk API call error 401 on the Event Partner s page in Marketo. Why am I getting this error? When you change your chairperson passcode for ReadyTalk, your passcode is not automatically changed in Marketo. As a result, if you do not manually update the passcode in Marketo, you will see the error below. To update your ReadyTalk credentials navigate to the Launch Point section in Marketo, select your credentials from the list, select the Edit Service button, and then update your credentials as necessary. Page 39

40 4. When I click on the Refresh from Webinar Provider option, I receive the following error. Why am I seeing this error? When you change your chairperson passcode for ReadyTalk, your passcode is not automatically changed in Marketo. As a result, if you do not manually update the passcode in Marketo, you will see the error below. To update your ReadyTalk credentials navigate to the Launch Point section in Marketo, select your credentials from the list, select the Edit Service button, and then update your credentials as necessary. 5. Why do I not see any landing pages to choose from when I try to add a Follow-up Page to my form on my Registration Landing Page? Before landing pages can be used, they must be Approved. To approve a landing page, right click on the landing page from the Marketing Activities section and select the Approve option. 6. Why do I not see any s to choose from when I am setting up my campaigns? Before s can be used, they must be Approved. To approve an , right click on the from the Marketing Activities section and select the Approve option. 7. Can I add a form directly on my without using a landing page? No, Marketo does not support that feature currently. 8. Why am I not receiving a confirmation when I register for the meeting? Make sure your trigger campaigns are Active. If your trigger campaigns are not active, then no progression will occur as individuals register. Within the Marketing Activities section, make sure the images of the light bulbs next to your trigger campaigns are all yellow. Make sure the Smart List and Flow sections of your program are configured properly. (See the Creating Smart Campaigns section of this guide or the Appendix sections for examples). If you have already registered for the meeting and your Smart Campaign Settings are set to Each lead can run through the flow only once, then you will not receive a confirmation the next time you register (See step 7 of the Confirmation Campaign section of this guide for instructions on editing your Smart Campaign Settings). Page 40