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How to Add ICS Files with Unique Join Meeting Links to Eloqua Webinar Emails

Posted by Anita Wehnert on
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I recently posted a poll on Eloqua's Topliners community asking “What new features would you like to see in Eloqua webinar apps?” What was the response? A whopping 64% of respondents said that an "Add to Calendar" (ICS) file with unique join meeting link for confirmation and reminder emails was their top priority. Why is this feature important? Simply put, this seemingly small change can deliver higher webinar attendance rates.

I have some good news for those who responded to the poll (and others who are looking to advance their Eloqua webinar programs): the ReadyTalk integration with Eloqua now provides ICS files with unique join meeting URLs and this functionality is delivering measurable results. In fact, one ReadyTalk customer (Compendium) saw their webinar attendance rate double with the addition of this feature. Read more about their success in this Compendium Case Study.
 
Here are some brief instructions to help you get started …

Step 1: Install the ReadyTalk App from AppCloud

To get started, install the ReadyTalk Cloud Connectors from the Eloqua AppCloud (it's free). You can get complete instructions for installing and using the ReadyTalk App in our comprehensive Getting Started Guide.

Step 2: Add the ReadyTalk Cloud Connector to Your Campaign

In your Eloqua Webinar Campaign, add the ReadyTalk Register Attendee Cloud Connector as a step between the Registration Form and the Confirmation Email steps in your campaign:
 
Eloqua Webinar Program
 

Step 3: Create New Fields

On the Data Card you use for your webinar programs (or on the Contact Record), add two new fields to store the unique ICS files returned from ReadyTalk for each registrant:
  1. Outlook Calendar Link
  2. Google Calendar Link
In our instance of Eloqua, we have named these fields “Event ICS File (Outlook)” and “Gmail Add to Calendar Link” but you can use your own naming convention.
 
Eloqua Webinar Data Card

Step 4: Map ICS File Links to the New Fields

In the Optional Output tab of the ReadyTalk Register Attendee Cloud Connector, click on “New Output Mapping” to map the appropriate ReadyTalk Output Fields to the new fields you created on the Data Card or Contact Record:
  • Map “Event ICS File URL” to the “Outlook Calendar Link” field on the Data Card or Contact Record
  • Map “Event Google Calendar URL” to the “Google Calendar Link” field on the Data Card or Contact Record

This will ensure that the unique Add to Calendar links created for each registrant are captured in Eloqua.

Mapping ICS Files to Eloqua

Step 5: Add the Unique Calendar Links to Your Eloqua Emails

Create an “Add to Calendar” section on your Eloqua confirmation and reminder emails and include two new links/buttons:
  1. One to allow registrants to add the webinar to their Outlook calendar
  2. One to allow registrants to add the webinar to their Google calendar
Then, use Eloqua Field Merge functionality to automatically populate the emails with the unique Outlook and Google calendar links stored on the Data Card or Contact Record. Each registrant will then be able to add the webinar to their Outlook or Google calendar and have all of the information they need to join the meeting (including their unique “join meeting” URL) at their fingertips.
 
Webinar confirmation email with ICS file
 
Webinar ICS File for Outlook
 
 
Hope this feature helps you drive higher attendance rates for your next webinar! If it does, please share your success story!

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