Webinar Automation
Every registrant, right time, right link.
Webinar Automation
Marketing & Growth
- RuleDone:
A webinar is created and its details are locked.
- AIDone:
AI drafts the confirmation, reminders and follow-ups from your approved copy.
- PersonWaiting for approval:Waiting for you
The owner approves the full set, shown in two sample time zones.
- RuleNot started:
Registrants get a confirmation with a calendar invite, then reminders.
- RuleNot started:
After the event, attendance decides which follow-up each person gets.
- RuleNot started:
People who opted in to marketing are handed to nurture.
For example: A training company runs a Zoom webinar for India and US audiences: a Mumbai registrant sees 7:30 PM IST and a New York registrant sees 9:00 AM EST.
Waiting for you. Nothing has changed yet.
Standard. Low-risk, reversible changes. Every action is logged.
What is Webinar Automation?
In shortWebinar Automation is an AI automation for Marketing & Growth teams that works with Gmail, HubSpot, Microsoft Teams, Outlook and Zoom. From one locked event record, sends confirmations, calendar invites, reminders and the right follow-up for attendees and no-shows, with no wrong time or link. It is built for marketing manager, training or education provider and agency running 2–10 webinars a month.
Last reviewed
Key facts
- Department
- Marketing & Growth
- Starts when
- A webinar is created in Zoom or Teams (or "New webinar" in Charviam); then each registration, the event end and the recording
- Works with
- Gmail, HubSpot, Microsoft Teams, Outlook, Zoom
- Run modes offered
- Shadow, Draft, Assisted and Auto
- Human control
- Standard
- Status
- Available now
The problem today
Teams copy-paste event details into 5–7 emails per webinar, make time-zone mistakes for India and US audiences, forget the 1-hour reminder and send "sorry we missed you" to people who attended. Today: 4–6 hours per webinar.
What it does
When a webinar is created, it locks the date, time and links into one fact block. AI drafts the messages from your approved copy, but code fills in every date, time and link. The owner approves the full set once; then each registrant gets a confirmation with a calendar file, reminders 24 hours and 1 hour before, and a follow-up that matches whether they attended, partly attended or missed it. If the event changes, all sends pause until the owner approves the update.
How does Webinar Automation work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
A webinar is created and its details are locked.
- Step 2AI
AI drafts the confirmation, reminders and follow-ups from your approved copy.
- Step 3Person
The owner approves the full set, shown in two sample time zones.
- Step 4Rule
Registrants get a confirmation with a calendar invite, then reminders.
- Step 5Rule
After the event, attendance decides which follow-up each person gets.
- Step 6Rule
People who opted in to marketing are handed to nurture.
What you get
Key features- Times shown in each registrant's zone (e.g. "Thu 12 Nov 2026, 7:30 PM IST / 9:00 AM EST"), with daylight saving handled.
- .ics file plus Google / Outlook add-to-calendar links; approved changes and cancellations update the calendar entry.
- Checks the live event before every wave; any change pauses sends and shows the difference.
- Attended = 10+ minutes by default; partial attendees and walk-ins handled.
- Optional Q&A summary into up to 5 FAQs from approved copy; other questions listed for a personal reply.
- Optional Charviam registration form; optional HubSpot note for consented contacts.
- At most 6 emails per registrant per event (default).
How much does it do on its own?
Run modesPick a mode to see what Webinar Automation would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Webinar Automation in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
A webinar is created and its details are locked.
Watches for it
- AI
AI drafts the confirmation, reminders and follow-ups from your approved copy.
Runs on real data, read only
- Person
The owner approves the full set, shown in two sample time zones.
Shown to you as a suggestion
- Rule
Registrants get a confirmation with a calendar invite, then reminders.
Shown to you as a suggestion
- Rule
After the event, attendance decides which follow-up each person gets.
Shown to you as a suggestion
- Rule
People who opted in to marketing are handed to nurture.
Shown to you as a suggestion
Shadow vs Auto for Webinar Automation
Auto is the most it can do on its own. Here is each step side by side.
| Step | Shadow | Auto |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted. |
| Step 1A webinar is created and its details are locked. | Watches for it | Runs on its own within your limits |
| Step 2AI drafts the confirmation, reminders and follow-ups from your approved copy. | Runs on real data, read only | Runs on its own within your limits |
| Step 3The owner approves the full set, shown in two sample time zones. | Shown to you as a suggestion | Within your limits; anything outside them goes to a person |
| Step 4Registrants get a confirmation with a calendar invite, then reminders. | Shown to you as a suggestion | Runs on its own within your limits |
| Step 5After the event, attendance decides which follow-up each person gets. | Shown to you as a suggestion | Runs on its own within your limits |
| Step 6People who opted in to marketing are handed to nurture. | Shown to you as a suggestion | Runs on its own within your limits |
| True in every mode | AI never writes a date, time, time zone, URL or passcode. | |
What it will never do on its own
Safety & human control- AI never writes a date, time, time zone, URL or passcode.
- Never sends if the live event differs from what was approved; cancellations use a fixed template after approval.
- Marketing nurture only with separate consent (never pre-ticked); everyone else gets logistics and one follow-up.
- Links only from the event record and allowed domains; attendee lists and Q&A names are never exposed.
- Every email has a footer and unsubscribe link, and the confirmation carries the recording notice.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Registration → attendance rate vs your baseline (target: ≥ +10 points)
A goal it is built to reach
- Tracked
Replay clicks
Measured on your own data
- Tracked
Marketing-consent opt-in rate
Measured on your own data
- Tracked
Follow-up reply rate
Measured on your own data
- Estimate
Hours saved per webinar (4 by default)
Worked out from your own volumes
- Tracked
Emails sent / failed / bounced
Measured on your own data
- Tracked
Pause events
Measured on your own data
- Target
Wrong-detail sends (target: 0)
A goal it is built to reach
- Target
Time-zone rendering (target: 100%)
A goal it is built to reach
- Target
Copy claims from approved text (target: 100%)
A goal it is built to reach
- Target
Attendance segment accuracy (target: 100%)
A goal it is built to reach
A training company runs a Zoom webinar for India and US audiences: a Mumbai registrant sees 7:30 PM IST and a New York registrant sees 9:00 AM EST. When the host moves the start by 30 minutes, sends pause. The owner approves the change, and everyone gets an update email with a new calendar invite.
Who is Webinar Automation for?
- Marketing manager
- Training or education provider
- Agency running 2–10 webinars a month
Industries: Agencies, Education & training, SaaS & tech, Professional services
Also useful for: Sales & CRM
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Gmail
- HubSpot(optional)
- Microsoft Teams
- Outlook
- Zoom
Better together
Automations that hand work to Webinar Automation, or pick up where it stops.
What do you need to set it up?
Setup- Connect Zoom or Microsoft Teams and the sender mailbox (Gmail or Outlook); HubSpot optional.
- Add approved copy (description, speaker bios, value points) and an email footer with postal address.
- Choose reminders (24 h, 1 h, optional 15 min), minimum attended minutes and registration source.
- Set marketing consent text, recording notice, allowed link domains and the email cap.
- Name approvers and, for nurture, the Follow-Up Automation (04) deployment.
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Landing page design.
- Running the live event, polls or chat.
- Sales sequences beyond the first follow-up (that is 04), and paid ticketing.
Questions about Webinar Automation
FAQSee Webinar Automation on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.