Case Study: Optimizing Webinar Engagement and Lead Management with GoHighLevel (GHL)

Client Overview: A marketing team needed to automate and optimize their webinar registration, reminder sequences, and lead management process. Their key challenge was ensuring that registrants engaged with the webinar while also tracking post-webinar actions efficiently.

Challenges:

Low Webinar Attendance

Low webinar attendance despite multiple invitation attempts.

Segmentation

Difficulty in segmenting leads based on registration and attendance.

Tracking booked calls

Inefficiencies in tracking booked calls and follow-ups.

Nurturing Leads

Manual effort in nurturing leads post-webinar.

Automated Webinar Invitation Sequences

Multi-Hook Invitation Workflow:

    • Excluded previously booked calls, students, and hot leads.

    • Sent up to three invitation emails under different hooks to maximize registration chances.

    • Conditional triggers determined if a contact registered on each invite.

    • Registrants were removed from further invitation sequences and added to the reminder workflow.

Reminder Sequences for Registrants

  • Automated Email & SMS Reminders:

    • Confirmation email and SMS upon successful registration.

    • Sequential reminders (using multiple hooks) leading up to the webinar.

    • Personalized messages for higher engagement.

  • Post-Registration Triggers:

    • Contacts who registered were sent a “Congrats on Registering” SMS.

    • Segmentation to track booked calls pre-webinar.

Post-Webinar Lead Nurturing and Call Booking

  • Lead Management and Sales Pipeline Automation:

    • Post-webinar, contacts were categorized based on attendance.

    • Attendees received personalized follow-ups, while non-attendees were sent replay links and additional CTAs.

    • Automated triggers tracked whether contacts booked a call.

    • Leads moved to appropriate sales pipeline columns (Won, Lost, No-Show) using automation.

    • Pre-defined automations handled lost sales, no-show follow-ups, and successful conversion tracking.

Results

35% increase in webinar attendance

Through structured invitations and reminders.

Higher engagement rates

with SMS confirmation and personalized messaging.

Improved conversion rates

with automated post-webinar segmentation and follow-ups.

More efficient lead tracking

via GHL's automation for booked calls and pipeline movement.