Introduction:

This article explains the process of integrating Webex with Mindmatrix, configuring Webex settings, pulling webinar details and invitees into Mindmatrix, and creating email and web form templates for sending webinar invitations to contacts. The integration allows you to manage webinars, track invitees, and send registration invitations using automated templates.

To integrate Webex at the company level, you must reach out at support@mindmatrix.net

Creating Webinars in Webex Application:

To create a webinar using the Webex application:

1. Log in to your Webex account via https://companyname.webex.com

2. Navigate to Webinars and click on Schedule a Webinar.

3. Enter the Topic Name, choose the Time Zone, set the Date, and click Save.

4. After creating the webinar, select Edit in the Attendees section.

5. Click Add Attendees and enter the details of the invitees, then save.
   

Pulling Webinars and Invitees to MM:

After syncing with Webex, the following data will be pulled into MM:

• Upcoming Webinars: Webinars that have not yet occurred.

• Historical Webinars: Webinars that have already taken place.

• Invitees as Contacts: Webex invitees will appear as contacts in MM.

Creating Email and Web Form Templates

A. Creating an Email Template for Webinar Invitations

1. Navigate to Asset Management > Templates under Set Up.

2. Select the Email Template option and click Create.

3. In the Info Tab, enter the necessary data and click Next.

4. In the Settings Tab, upload an image if needed and check the Link to Webinar checkbox.

5. In the Editor Tab, choose between HTML Code or Insert option, and add webinar fields.

6. Once the Add Button is included, double-click on it and select Register Webinar from the drop-down menu.

7. Save the email template.
   Note: The Link to Webinar checkbox is mandatory to check in the Settings Tab.

B. Creating a Web Form Template

1. Navigate to Asset Management > Templates under Set Up.

2. Select the Form option and click Create.

3. In the Info Tab, enter the required details and click Next.

4. In the Form Editor, add fields like First Name, Last Name, Company, Mobile, and Email.

5. Click Save to store the form template.
   Adding Form to the Web Page:

• Under the Web Tab, click Create and enter the details in the Info Tab.

• In the Settings Tab, select the Link to Webinar checkbox and proceed.

• In the Editor, add the previously created form by clicking Add Objects > Form Container.

• Double-click the form, select Connect with Webinar in the form container, and save the configuration.

6. Note: The Connect with Webinar checkbox is mandatory in the Form Container Object Section.

Sending Emails to Contacts for Webinars:

After setting up webinars and creating email templates, you can send invitations as follows:

1. Navigate to the /#manage/webinar-records page in MM.

2. Select the specific webinar for which you want to send invitations.

3. From the More drop-down menu, click Send Email.

4. Choose the Webinar Email Template or Web Form Template and send the invitations to contacts.

Invitees will receive the email and can register for the webinar by clicking the Register button, which will complete their registration.

Webex Integration: User-Based Automation Across Multiple Modules

If Webex integration is configured in your account, you can now create and manage user-based automations using Webex activity data across multiple modules, enabling sophisticated user segmentation and engagement strategies.

Supported Modules:

This enhancement is available across the following areas:

• User Smart List: Filter and segment users based on Webex activity

• Company User List: Organize company users by Webex participation

• User Drip: Create automated campaigns triggered by Webex conditions

• User Scoring: Apply scoring rules based on Webex engagement

Available Webex Conditions:

The following values can be used to filter or trigger actions for users:

• Registered: Users who registered for Webex sessions

• Registration Date: Filter by specific registration timeframes

• Attended: Users who attended Webex sessions

• Completed: Users who completed full Webex sessions

• Interacted: Users who actively engaged during sessions

Module-Specific Applications (How It Works):

1. User Smart List / Company User List: Use Webex conditions to filter and segment users based on their Webex activity patterns. This enables precise targeting of users who have demonstrated specific levels of engagement with your Webex content.

2. User Drip Campaigns: Create automated campaigns using Webex conditions as triggers. For example, if users meet a specific Webex condition (e.g., "Attended"), they can automatically be moved to a new recipient list or trigger a follow-up email campaign, enabling timely and relevant communication based on actual participation.

3. User Scoring: Apply scoring rules based on selected Webex conditions to automatically assign points to users who completed or interacted with sessions. This provides quantifiable metrics for user engagement and participation levels.

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• Targeted Segmentation: Create precise user segments based on actual Webex participation

• Automated Follow-up: Trigger personalized campaigns based on specific engagement behaviors

• Data-Driven Scoring: Quantify user engagement through automated scoring rules

• Enhanced Analytics: Track and analyze user participation across Webex events

• Improved Engagement: Respond to user behavior with timely, relevant communications

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• Post-Event Engagement: Automatically follow up with attendees versus non-attendees

• Progressive Nurturing: Create different campaign paths based on session completion

• Lead Qualification: Score users higher based on active participation and interaction

• Behavioral Segmentation: Group users by engagement patterns for targeted messaging

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This Webex integration enhancement enables comprehensive user-based automation by leveraging Webex activity data across multiple modules. Organizations can now create sophisticated segmentation strategies, automated campaign triggers, and data-driven scoring systems based on actual user participation in Webex events. This integration transforms Webex engagement data into actionable insights and automated workflows, improving user engagement and enabling more personalized, behavior-driven marketing strategies