Creating and Using MS Teams Webinars

The first release of the Teams / Vuture integration allowed users to set up a single webinar in Teams, invite contacts via Vuture emails, and record their RSVP responses and webinar attendance back into their CRM. The Teams integration will work for all CRMs with which Vuture integrates, and with standalone. However it is not possible to write back Activities to Contactease CRM or to the standalone Contacts module.

Note: Before attempting to create or use MS Teams with Vuture, your firm will need to authorise the application. The process for this is covered in a more technical document here. https://support.vutu.re/s/article/Set-Up-Teams-Webinars---for-Client-Admin-Users

Multiwebinar Series and Payment Snippets

Vuture is now releasing the multiwebinar option with Teams which will allow clients to add more than one webinar to a form and invite their contacts to a series of webinars if required.

Allowing clients to charge their contacts to attend Teams webinars, using the new Payments snippet on forms, will be in a later release, and Payments will be then covered in a separate document.

Creating a Webinar in Teams

As a Microsoft Teams user, you can create a webinar via the Microsoft teams login using the following steps

Go to the calendar page and select Webinar from the dropdown menu

Enter the name of the webinar, the time of the webinar and click Save

Click Publish site so that everyone at your firm can view the webinar

Copy the event url and note down the webinar ID

You will need this ID later when you enter it onto the Vuture form.

Adding a single Teams webinar to a Vuture form

Create your Vuture form in the usual way as part of your email campaign.

In the form, in the Add Fields tab, select Webinars, Single Webinar

Select Teams as the webinar provider. (Depending on your firm’s setup, you may additionally see other webinar providers in the drop down.)

Note: To see the above options your Role must have Admin>Roles>Forms>Microsoft Teams Integration Webinar Id Field enabled, and the platform needs Admin>System>Forms>Display Microsoft Teams Integration Webinar Id text field to be enabled.

Add the Teams ID and click Validate.

Click Continue.

Single Teams Webinar for Standalone Clients Only

You will then see the following:

Click Validate to see the success message: “This webinar ID is valid”, and the name of the webinar - just to reassure you that you have selected the correct one.

Click to Close.

You will be returned to the form. There is no visible sign that the webinar registration link has been created. The system has added a hidden field to the form which will register your contacts to the webinar.

Note: If you attempt to add a new webinar registration link to this form you will get a warning message:

You will need to remove the previous webinar if you have copied an old form and want to re-use the form for a new webinar.

If the webinar is the one you have just added and you are happy to keep it, just click the x to close the warning message.

The action of submitting the form will now register the contact to the correct webinar.

You can now add any other fields as you normally would, test the form and proceed with the event as previously.

Single Webinar for CRM Clients

Select the Single Webinar option on the Vuture form in the Add a Field tab. Depending on your CRM you will see an opportunity to complete the information such as the list or campaign name, the Attended field name and the Attended value. The wording will vary depending on the CRM.

Click on Continue to close the screen when you have completed all the required fields.

InterAction

ContactEase

DealCloud

Select the marketing list, the entity, the additional field and the additional field value for Attended.

Intapp

Select the Campaign, the entity and additional field for Attended.

Dynamics

Select the webinar campaign, the entity, the additional field for Attended and the value for Attended.

Select the Webinar Source as Teams

Enter the webinar ID

Click Validate

Complete the other fields - selecting a list or campaign, the Attended field or entity as appropriate for your CRM, and its Attended value.

Click on Continue to close this screen.

Tracking Attendance

It is only possible for Vuture to track (and write back activities for) attendees who register via a Vuture Form. Any users that register for the webinar directly through the webinar provider using a generic audience link, will not have an attendance activity written back to the CRM. Their attendance will be recorded however, in the webinar provider's reports.

You will be returned to the form. There is no visible sign that the single webinar registration link has been created. However, if you attempt to add a new webinar registration link to this form you will get a warning message:

You will need to remove the previous webinar if you have copied an old form and want to re-use the form for a new webinar.

If the webinar is the one you have just added and you are happy to keep it, just click the x to close the warning message.

The action of a contact submitting the form will register that contact to the correct webinar.

Save the form. It will close. If you then reopen the form you will see the message “There is a webinar attached to this form” even though there is no visible sign of the webinar.

Adding multiple Teams webinars to a Vuture form

Ensure that your CSM has enabled Admin>Roles>Forms>Multi Webinar Feature Access for your Role.

Create your Vuture form in the usual way as part of your email campaign.

In the form, in the Add Fields tab, select the Multi Webinars option. You will now be able to add webinars in exactly the same way as above, but when you have added one you will then be given the option to add another. There is no limit on the number of webinars you can add to a form.

There is a detailed Knowledge Base article covering multi webinars on forms here.

Monitoring Registrations: The Webinar Support Tool

The Webinar Support Tool is part of the Tooling section of the Vuture platform. It is accessed via Help>Tooling from the Home Page. It allows users to validate a webinar ID, and very quickly see who has registered so far. To use it, simply select the webinar provider and enter a valid ID, then click Search. All contacts registered so far will be displayed.

There is more information about this tool here: https://support.vutu.re/s/article/Tooling-Webinar-Support-Tool