Setup a Webinar without an existing Event Template (GoToWebinar Integration enabled)

Arlo's integration with GoToWebinar allows you to run webinars and manage registrations and payments. 

The following process describes how to create new webinar where there is no existing event template in Arlo. 

• Read how to schedule a webinar from an existing template.
• Read more about GoToWebinar integration.

Step 1 - Check Settings

Your GoToWebinar integration settings should be set to Create a new template if we are unable to match a webinar with an existing template.

Note: If there is a matching webinar in Arlo, the GoToWebinar event will be assigned to that template. If you want to keep your webinar events as separate templates, we recommend ensuring they have a different naming structure from your other events in Arlo, e.g. state that it is a webinar in the title when creating the event in GoToWebinar.

Step 2 - Create Event(s) in GoToWebinar 

• Sign in to GoToWebinar.  
• Press Schedule a webinar. 
• Enter the required information:

• Press Schedule.
• On the Manage Webinar page, in the Emails section, turn off the relevant emails (Arlo will send instruction emails and reminders as appropriate):
• Next to the email you wish to turn off, press Edit.
• Remove the checkbox from the top of the page, e.g. Send Confirmation Email to Registrants.
• Press Save.
• Repeat for all emails until all communication is turned off:
  

Step 3 - Check and Edit Settings and Approve the Webinar 

As a new Arlo event template will have been created this process, you will now need to edit the settings of the webinar, e.g. price, registration method, communication settings, etc.

Arlo will synchronise with GoToWebinar approximately every 30 minutes. Follow the process below to manually synchronise if you need to.

• In Arlo, from the main menu select Settings.
• Select GoToWebinar.
• Select the Organizers tab from the vertical menu.
• Select the organisers you would like to synchronise by ticking the checkbox in each row.
• Press Actions.
• Select Synchronise webinars now.
   

Set Price

Note: Webinars created from an existing template will inherit the template's settings. Read more.

• Open the webinar you would like to set a price on.
• Press Edit.
• Select the General tab from the vertical menu.
• From the Event template settings, click Edit. Hint: You could add a discount to the webinar.
• Remove the tick from the checkbox Free.
• Enter a price per registrant.
• Press Save.

Set Registration Method

Note: Webinars without an existing template will use order process as the default registration method. 

• Open the webinar you would like to set the registration method for.
• Select Registrations from the vertical menu.
• From the Registration method dropdown, select Order Process if the event has a price, or Quick Registration if the event is free.
  
• Make any other edits as necessary for this event
• Press Save.

Set Presenter

• Open the webinar you would like to set a price on.
• Press Edit.
• Select the General tab from the vertical menu.
• From the Schedule details section, choose a presenter.
• Press Save.

Step 4 - Approve Webinar

Note: You only need to approve the webinar if your GoToWebinar integration settings have been set to create webinars as draft events.

Approve an individual Webinar:

• Open the webinar you would like to approve.
• Press Approve.
  
  
• If you do not want the presenter and the venue contact to receive a confirmation email, remove the tick from the checkboxes
• Press Approve event.

Approve Webinars in bulk:

• Select Settings from the main menu
• Select GoToWebinar.
• Select Webinars from the vertical menu.
• Select the Draft tab.
• Select the webinars you would like to approve by ticking the checkbox in each row.
• Press Actions and select Approve.