Automated webinar or event invitation emails

Purpose

1.1. Automatically send timely, personalized invitations for webinars or industry events to prospective leads, clients, or partners to drive attendance and engagement.
1.2. Segment audiences based on interests, project stage, or location for highly relevant event invitations.
1.3. Track recipient engagement, manage RSVPs, and trigger follow-up actions or reminders.
1.4. Nurture new or existing contacts through valuable educational or networking opportunities focused on acoustical engineering solutions.

Trigger Conditions

2.1. New contact or lead added to CRM tagged with “acoustics” or relevant interest.
2.2. User downloads a whitepaper or technical document related to event topics.
2.3. Date-based triggers (e.g., X days before event).
2.4. Manual trigger (marketing team schedules campaign launch).
2.5. Trigger on new webinar or event creation in calendar platforms.

Platform Variants

3.1. Salesforce
• Feature/Setting: Use Process Builder or Flow to trigger email alert when a “Webinar Interest” field is set; configure with “Send Email” action and a relevant template.
3.2. HubSpot
• Feature/Setting: Use Workflows to trigger “Send Marketing Email” automation; configure trigger for “Form Submission” or property change.
3.3. Mailchimp
• Feature/Setting: Use Automations > Classic Automations > Email Series; set “List Added” or “Tag Added” as entry condition.
3.4. Microsoft Power Automate
• Feature/Setting: Set “When a new event is created” in Outlook Calendar, then “Send an email (V2)” action.
3.5. ActiveCampaign
• Feature/Setting: Use Automation builder; trigger “Subscribes to list” and send “Event Invite Email” message.
3.6. Zoho CRM
• Feature/Setting: Use Workflow Rule with event-based trigger, send email action template “Webinar Invitation”.
3.7. SendGrid
• Feature/Setting: Use “Transactional Templates” API POST /mail/send for event invitation campaign.
3.8. Mailjet
• Feature/Setting: Use “Send API v3.1” for batch event invite emails; set custom variables for personalization.
3.9. Google Workspace (Gmail & Calendar)
• Feature/Setting: Apps Script to automatically send emails on event creation in a calendar; use GmailApp.sendEmail() function.
3.10. Eventbrite
• Feature/Setting: Use “Event Created” webhook to trigger email send via Eventbrite email or external email API.
3.11. Constant Contact
• Feature/Setting: Use “Automation Path” - send event invitation when contact clicks on previous campaign.
3.12. Marketo
• Feature/Setting: Smart Campaign with “Event Registration” trigger; Send Email flow step assigned to webinar audience.
3.13. Pipedrive
• Feature/Setting: Workflow Automation — New deal or person, custom field “Interested in Acoustics”, send email template.
3.14. ClickSend
• Feature/Setting: Email API — send HTML invitations via endpoint /v3/email/send for all event leads.
3.15. Intercom
• Feature/Setting: Series Automation — Triggered by new user attribute e.g., “Interested in Webinars”.
3.16. Drip
• Feature/Setting: Workflows — When tag “Event Prospect” is applied, send invitation email.
3.17. Klaviyo
• Feature/Setting: Flow triggered by list opt-in or custom event “Acoustic Webinar Interest”.
3.18. Outreach.io
• Feature/Setting: Sequences — Add “Event Invitation” step when prospect matches engineering segment.
3.19. Emma
• Feature/Setting: Automated Email — Send after web form trigger or segmentation.
3.20. Slack
• Feature/Setting: Use Slack Workflow Builder to DM users with event invite when they join #engineering-events channel.
3.21. Trello
• Feature/Setting: Butler Automation — When card (lead) enters “Invite to Webinar” list, send custom email via integration.
3.22. Asana
• Feature/Setting: Rule — Task created with “Webinar” tag sends invite email through connected email integration.
3.23. Airtable
• Feature/Setting: Automations — “When record matches conditions” (e.g. tagged as lead, event date upcoming), send invitation email.

Benefits

4.1. Boosts attendance by targeting the right audience with timely, relevant event invitations.
4.2. Reduces manual effort in list building and outreach for marketing staff.
4.3. Enables detailed tracking for RSVPs, opens, and follow-ups, improving event program analytics.
4.4. Maintains consistent brand messaging and professionalism in all communications.
4.5. Frees staff for more strategic marketing tasks by eliminating repetitive processes.