Skip to main content
Creating a webinar in the HoopAI platform builds a complete funnel — registration page, webinar room, and replay page — along with pre-built automation recipes. This page walks through the full setup process from creating the funnel to publishing the registration page.

​
Creating a new webinar funnel

1

Navigate to Sites > Webinars

Click Sites in the left sidebar, then select Webinars. Click New Webinar Funnel.
2

Choose live or on-demand

Select the webinar type:
  • Live — for a scheduled, real-time session
  • On-Demand — for a pre-recorded video that plays automatically on registration
3

Name the funnel

Enter a name for the webinar funnel. This is an internal label — it will not be shown to registrants unless you use it as the webinar title on the registration page.
4

Confirm creation

Click Create. The platform builds the standard webinar pages (registration page, webinar room, replay/thank-you page) as funnel steps and opens the funnel builder.

​
Building the registration page

The registration page is the entry point for your webinar. It must capture attendee contact information and create excitement for the event.
1

Open the registration page in the builder

In the webinar funnel, click on the registration page step to open the drag-and-drop editor.
2

Add a form element

Drag a Form element onto the page. Configure the form to collect at minimum:
  • First name — personalizes reminder emails
  • Email address — required for sending confirmation and reminder emails
Add a phone number field if you plan to send SMS reminders. Additional fields (company, job title, specific question) are optional and may reduce conversion if overused — keep the form short.
3

Customize the page content

Add content that answers the key questions every prospective attendee has:
  • What is this webinar about? — a clear, benefit-focused headline
  • Who is presenting? — presenter name and a brief credibility statement
  • When is it? — date, time, and time zone displayed prominently
  • What will I learn or gain? — 3–5 bullet points listing specific outcomes
  • How long is it? — set expectations for the time commitment
A countdown timer element, if available in the builder, creates urgency for live webinars with a fixed date.
4

Set the form submit action

Configure what happens after a visitor submits the form. Typically, the form redirect takes registrants to the webinar room page (for on-demand) or to a confirmation page (for live webinars).
5

Preview and save

Use the preview function to review the page on desktop and mobile. Save the page.

​
Configuring the webinar schedule

For live webinars, the session date and time must be configured so that reminders are sent at the right moments.
1

Open the webinar funnel Actions menu

From the Webinars list, click the three-dot icon on the funnel and select Edit, or open the funnel and navigate to its settings.
2

Set the session date and time

Enter the scheduled date and start time for the webinar. Select the time zone. For recurring webinars (weekly, monthly), set the recurrence schedule.
3

Set the session duration

Enter the expected session length. This is used to calculate when post-event emails should fire.

​
Setting up the on-demand video

For on-demand webinars, the pre-recorded video is configured in the webinar room page.
1

Open the webinar room page in the builder

Click on the webinar room step in the funnel.
2

Configure the video source

In the webinar room settings, add the video. Accepted sources:
  • YouTube — paste the video URL (use an unlisted video to prevent public discovery)
  • Vimeo — paste the Vimeo video URL
  • Hosted video — upload or link to a video file in your Media Library
3

Set the video start behavior

Configure whether the video starts playing immediately when the registrant arrives, plays after a brief countdown, or starts at a specific point in the recording.
4

Add chat or interaction elements

Optionally add a chat panel, poll, or call-to-action elements that appear at specific timestamps during the video (if supported in your plan).

​
Activating automation recipes

Webinar Recipes are pre-built automation templates for the standard webinar email sequence. Activate them from the funnel settings.
1

Open the funnel's Actions menu

Click Edit on the webinar funnel from the Webinars list.
2

Navigate to Recipes

Find the Recipes section in the funnel settings. You will see the available Webinar Recipes: registration confirmation, 24-hour reminder, 1-hour reminder, and post-event replay.
3

Activate each recipe

Toggle each recipe on. Review and customize the email content for each one — especially the subject lines, sender name, and any personal details about the webinar.
4

Test the sequence

Register using a test email address to trigger the confirmation email and verify the sequence is working correctly.

​
Publishing and sharing the webinar

1

Connect a domain

Connect a domain or subdomain to the webinar funnel in the funnel’s Settings tab. The registration page will be accessible at this URL.
2

Publish the funnel

Set the funnel to Published status to make the registration page live.
3

Share the registration URL

Copy the registration page URL and share it through email, social media, paid ads, or your website. You can also embed the registration form directly on your website using the form embed code.

​
Viewing registered guests

From the webinar funnel’s Edit menu, click Registered Guests to see a list of all contacts who have registered. The list shows each registrant’s name, email, registration date, and attendance status for past sessions.
For live webinars, send a final reminder 15–30 minutes before the session starts. This “last call” email reliably lifts attendance rates and can be added to the Webinar Recipe automation sequence as an additional step.
Last modified on March 5, 2026