ReadyTalk

Meet with Confidence

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

Posted by Anita Wehnert on
Share this Post:

 

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!

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

blog comments powered by Disqus

Recent Posts

7 Ways to Do Security

7 Ways to Do Security If security is a priority for your organization, you will want to ensure that your audio and web conferencing services and recordings are not being accessed...

It's All About Velocity (part III)

This is the final post in a three-part series on funnel velocity. As we talked about in my first post, velocity is a key measurement for marketing efficiency. In my second post, I...

It's All About Velocity (part II)

As you read in yesterday's post on funnel velocity, you first need to identify all of the breakpoints in your lead process before you can start tweaking them. Let’s take a look at...

It's All About Velocity (part I)

This is the first post in a 3-part series about funnel velocity. These days’ marketers are really good about measuring a lot of things. Most marketers could tell you their CPA...

Not more content, better content

Not more content, better content A recap of Ann Handley’s Everybody Writes webinar presented on 11/13   ReadyTalk, Marketo, and several other sponsors were fortunate enough to host...

15 ways to know it’s time to break up (with your conferencing provider)

The road to a fulfilling, enduring conferencing partnership is almost always littered with a few attempts that turned out to be bad technology experiences, poor customer support...

Volunteers in Action: ReadyTalk helps out with Clothes to Kids

ReadyTalk recently had a chance to make our third visit to an awesome organization called Clothes to Kids! We brought along 10 volunteers to help kids and parents shop for clothes...

Debunking Webinar Myth #8: People never attend webinars

Debunking Webinar Myth #8: People never attend webinars Again, when it comes to webinars, it’s important that you manage your expectations. While you might have a lot of...

Debunking Webinar Myth #7: Webinar promotion is expensive

Debunking Webinar Myth #7: Webinar promotion is expensive. This is one of those myths that perplexed us the most. We live in a world dominated by the Internet. Marketers can...