Webcasts

GitLab-Hosted Webcasts Calendar

See calendar glossary here

Overview

There are 3 types of GitLab-hosted webcasts and workshops using the Zoom webcast license and Goldcast, with differing DRIs depending on the webcast goal and owner.

• Global Campaign Webcasts: goal is net new customer acquisition, managed by Global Campaign Managers in Goldcast, aligned to campaign themes to drive Marketing Qualified Leads (MQLs) in target accounts.

• Technical Demo Series: goal is to increase conversion from Marketing Qualified Leads (MQLs) to Sales Accepted Opportunities (SAO). Tech Demos are managed by Regional Campaign Managers in Goldcast and new Tech Demo bundle themes are created in collaboration with the Developer Relations team

• Virtual Workshops: goal is to increase conversion/velocity of MQLs to SAO, and/or SAO to Closed Won, using hands-on labs with demo environment, capped registration, managed by Field Marketing in Zoom

Global Campaign Webcasts

Global Campaign webcasts are managed, moderated, and executed by the Campaigns Team in Goldcast, focusing on campaign messaging and priorities as defined in the Marketing Activation House for each fiscal year.

Submitting a campaign webcast idea

Create a webcast idea issue in the campaigns project.

• Campaign managers will consider the alignment to active and planned campaigns
• If the suggeted topic is approved, the campaign manager will change the status label from status:plan to status:wip, and run with the webcast
• The webcast owner will then begin creation of the epic and related issues, requesting work of relevant teams

Creating a Global Campaigns Asana project

Marketing Campaigns Asana Project Template

• Asana project template, you can choose between ‘Global Webcasts’ and ‘Technical Demo Series’. Here are step-by-step guidelines:

• Create Project from Template

• Log in to your Asana account

• Click the “+” button in the top navigation bar or use the project dropdown in the left sidebar

• Select “New Project”

• Choose “Use a template”

• Search for and select “[Campaigns Template]” name the project as per template guidance

• Delete Unnecessary Sections The template includes sections for different webcast types. Delete the ones you don’t need:

• If running a Global Webcast: Delete the Technical Demo Series section

• If running a Technical Demo Series: Delete the Global Webcasts section

• To delete a section click the three dots (⋯) next to the section name

• Select “Delete section”

• Customize Your Project

• Update the project description with your webcast details

• Adjust task due dates based on your timeline

• Assign team members to tasks

• Update any placeholder content

Creating a Technical Demo Asana project

• Asana Project Template

Virtual Workshops

Virtual Workshops are managed and moderated by Field Marketing, working closely with Solution Architects and other GitLab team members.

For details regarding Virtual Workshops, please visit the Field Marketing Page.

Best Practices

Marketing Programs to review and update against "general virtual events best practices" page

1. Give yourself at least 30 business days of promotion.
2. Send invitation emails 2 weeks out, 1 week out, and if needed 2 hours before event. Sample emails can be found here.
3. Only send promotional emails Tuesday, Wednesday, or Thursday for optimal results.
4. Send reminder emails to registrants the day before, and one hour before the event.
5. Host webcasts on a Wednesday or Thursday, see note below about scheduling.
6. Post links to additional, related resources during the event.
7. Include “contact us” information and a clear CTA at the end of the presentation.
8. Video recording of webcast uploaded to YouTube within 24 hours as event occurred.
9. Send the recording to all registrants, whether they attended or not within 48 hours post webcast.
10. Review Zoom’s guide on in person chat which explains the various ways you can utilize the chat feature.

Review GitLab’s general virtual events best practices for additional suggestions on how to make your virtual event a success.

Speaker Approval

Marketing Programs sometimes depend on GitLab’s subject matter experts to deliver webcast presentations. However, we must ensure that when we ask a speaker to participate on a webcast that the work is approved. Please use the following guideline when asking a subject matter expert to participate on a webcast.

1. Have a high-level abstract of the content prepared before asking for a presenter.
2. Send the abstract to both the proposed speaker and their manager to review. A speaker is not considered booked unless they have approval from their manager.
3. Address and resolve any concerns regarding the abstract.
4. Once the manager approves and the speaker accepts, you can move forward with the webcast.

Tips for Speakers

Here are some basic tips to help ensure that you have a good experience preparing for and presenting on a webcast.

Before Committing

Ask us any questions you have about the time commitment etc. and what exactly our expectations are. Talk about it with your manager if you’re on the fence about your availability, bandwidth, or interest. Make sure you’re both on the same page. We want this to be a meaningful professional development exercise for you, not a favor to us that you’re lukewarm about — if you feel that way, none of will be able to do our best job. We’ll be honest with you, so please do the same for us.

Before the Dry Run

Select and set up your presentation space. Pick a spot with good wifi, and we recommend setting up an external mic for better audio quality, although this is optional. If you will be presenting from your home, alert your spouse/roommates of the time/date & ask them to be out of the house if necessary. Depending on your preferences and comfort level with public speaking, run through the script several times.

Before the Presentation

Try to get a good sleep the night before, and, if the presentation is in the morning, wake up early enough to run through your notes at least once. Review our Positioning FAQ, or keep the page handy in case you are asked in the Q&A about how GitLab compares to our competitors.

Technical Demo Series

• Technical demos are aligned with the GTM Motions and cover a range of topics relevant to leads in consideration & purchase stages.
• Demo series run on a bi-weekly cadence as live or pre-recorded sessions on Goldcast Platform. Participants have the flexibility to engage in either written or live Q&A sessions.

Key objectives:

• Pipeline Acceleration: Increase conversion from Marketing Qualified Leads (MQL) to Sales Accepted Opportunities (SAO).
• Prospect and Customer Education: Inform our prospects and existing customers about the value offered by GitLab’s features.

Technical demo landing pages

Technical Demo Series are managed by Marketing Campaign team, in collaboration with DevRel and Solution Architects who deliver the content.

Global Campaign Managers are responsible for creating technical demo bundles as a pivotal element within the overarching Go-To-Market (GTM) Campaign strategy. Regional Campaign Managers are responsible for activation in the region as integral part of the regional demand generation plans.

Regional Campaign Managers are responsible for updating the technical demo page through our Decap CMS:

• Global Technical Demo Page

To add your event to the page or make any changes to existing events, please see the instructions here.

Logistical Setup

Adding your webcasts into the calendar

Goldcast Webcast Calendar

Goldcast webcast calendar is used to log all planned and scheduled Goldcast webcasts and their related dry runs. The purpose of the Goldcast webcast calendar is to avoid scheduling overlapping webcasts and to provide visibility into all Goldcast webcasts across teams.

Adding to the calendar:

1. Add tentative webcasts to the calendar with [Hold]
   • ex. [Hold] TALK | 7 secrets of effective GitOps
   • For dry run (practice) webcasts, add DR (ex. [Hold DR] TALK | 7 secrets of effective gitops)
   • Include a link to the issue in the event description
2. When the date/time/speakers of the webcast has been confirmed, remove [Hold] from the event title
   • ex. TALK | 7 secrets of effective GitOps or RP | 7 secrets of effective GitOps
   • Add the time of the webcast on the calendar event (if it is still an all-day event)
   • Add the epic link, and remove the issue link, in the calendar description
   • Add all presenters (internal GitLab team members and external speakers)
   • Add Goldcast login information for presenters

Zoom Webcast Calendar

The Field Marketing team manages the zoom webcast license calendar, which will be used to log all planned and scheduled Field Marketing hosted webcasts/workshops and their related dry runs. The purpose of the webcast calendar is to ensure Field Marketers don’t schedule overlapping webcasts when using the shared webcast license and to provide executive visibility into all webcasts being hosted.

Anyone desiring to reserve the zoom license for a webcast must submit a Zoom license date request - please note that speakers must be secured and all details in the issue must be provided or the request will be rejected.

Planned webcasts:

1. As soon as an issue is created for a webcast request, add the planned webcast to the webcast calendar by creating an event on the day you plan to host the webcast. For webcasts that are still in planning, use the following naming convention [Hold WC Hosted] Webcast title (e.g: [Hold WC Hosted] Mastering CI) and create it as an all-day event (no time slot selected). Make sure to also include the link to the issue in the calendar description.

Confirmed Webcasts

1. Once the date/time of the webcast has been confirmed, go to your calendar event and remove Hold from the event title [WC Hosted] Webcast title (e.g: [WC Hosted] Mastering CI). Specify the time on the calendar event and swap the issue link in the calendar description with the Epic link. Note: In the spirit of efficiency, please be sure to add all presenters (GitLab team members and external speakers), the epic or issue (if you have one) and your Zoom invite info to the calendar invite so you’re not having to create multiple calendar invites.
2. Make sure to also add dry runs to the webcast calendar. When creating the webcast dry run event(s), please use the following naming convention [DR WC Hosted] Webcast title (e.g: [DR WC Hosted] Mastering CI) and specify the date/time on the calendar event.

Goldcast Webcasts

Quick Links

• Goldcast webcast set-up guidelines
• Dedicated Goldcast handbook page
• Goldcast Support Portal
• Goldcast Knowledge Center

Types of Goldcast Webcasts

1. Live Webinar - a real-time interactive webcast where speakers and attendees participate simultaneously. Best for product launches, live demos, and Q&A sessions. Use when:

   • You need real-time audience interaction
   • Conducting live product demonstrations
   • Hosting panel discussions or fireside chats
   • Running interactive Q&A sessions

2. Simulive Webinar - a pre-recorded presentation that plays at a scheduled time, appearing live to attendees. Speakers can join the chat to interact with the audience in real-time. Use when:

   • You want to pre-record content for quality control
   • Speakers are in different time zones
   • You need a backup in case of technical issues
   • You want to reuse content across multiple time zones

3. On-Demand Webinar - a pre-recorded webcast available for viewing at any time. Attendees can watch whenever convenient. Use when:

   • Creating evergreen educational content
   • Building a content library
   • Offering flexible viewing options
   • Extending the life of a live or simulive webcast

4. Webinar Series - multiple webcasts grouped together under a single registration, allowing attendees to sign up for all sessions at once. Use when:

   • Running a multi-part educational series
   • Hosting a virtual summit or conference
   • Creating a structured learning path

Goldcast Webcasts

Quick Links

• Goldcast Webcast Login Portal
• Goldcast Help Centre

LIVE webcast registration and tracking - Goldcast

Organizing Goldcast webcast epics and issues

• Confirm Date: The webcast idea issue (date request issue) must be complete and confirmed before creation of the epic, issues, and workback.
• Campaign Webcast Epic: campaign manager creates webcast epic (using code below)
• Related Issues: campaign manager creates the issues as designated in the GANTT sheet, and associates to the campaign webcast epic
• Technical Demo Series After the epic for a technical demo is created, add it to the appropriate parent epic. This allows us to see all of the related technical demos at a glance. Parent epics can be found here and are denoted with Top Level Epic (ex: [FY24 Tech Demo Series] Automated Software Delivery)

View the webcast workback timeline GANTT here

<!-- Naming convention: [Webcast Title] - [3-letter Month] [Date], [Year] -->

## [GANTT >>]() - owner to copy from this template: https://docs.google.com/spreadsheets/d/1A4c2OodEAsOlN4Ek-rBiLlwkdF0AvX5YBiY4mhkZd-M/edit#gid=666473040

## [Landing Page >>]() - `to be added when live`

#### :key: Key Details
* **Webcast DRI:**
* **Speaker(s) and Moderator:**
* **Official Webcast Name:**
* **Official Webcast Date:**
* **Sales Segment:** `Large, Mid-Market, or SMB`
* **Lifecycle Stage/Lead Status:** `Raw, Inquiry, MQL, Accepted, Qualifying, Qualified, Nurture`
* **Sales Region:** `AMER, EMEA, APAC`
* **Sales Territory (if specific):**
* **Goal:** `Please be specific on the KPI this is meant to impact. For example, drive MQLs against named account list, increase velocity of MQLs > SAOs, increase velocity of early stage opps to close.`
* [landing page copy]() - `doc to be added by Marketing Programs` ([clone the template here](https://docs.google.com/document/d/1xHnLKPCaXrpEe1ccRh_7-IqgNbAlzQsZVc-wr1W4ng8/edit#))
* [ ] [main salesforce campaign]()
* [ ] [main marketo program]()
* [ ] [Goldcast webcast preview link]()

## :books: Issue creation

<details>
<summary>Expand below for checkboxes of issues to be created, use the GANTT to calculate the due dates.</summary>

* [ ] [Program tracking](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-program-tracking) issue created
* [ ] [Webcast dry run schedule](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-webcast-dryrun-sched) issue created
* [ ] [Landing page and automation](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-landing-page) issue created
* [ ] [Invitation and reminder](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-email-invitation-reminder-follow-up) issues created
* [ ] Organic social issue created for social media manager
* [ ] [Follow-up email](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-email-invitation-reminder-follow-up) issue created
* [ ] [Add to nurture stream](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-email-nurture-add) issue created
* [ ] [Host dry run](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-webcast-dryrun-host) issue created
* [ ] [Prepare for webcast](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-webcast-prep) issue created
* [ ] [On-demand switch issue](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=campaigns-post-webcast) issue created
</details>

/label ~mktg-demandgen ~dg-campaigns ~"Webcast - GitLab Hosted" ~"Webcast" ~"mktg-status::wip"

Goldcast Webcast Setup

Event Creation in Goldcast (Preferred method)

Step 1: Initial Setup

1. Click the + icon in the top right of Goldcast
2. Select your event type from primary options (all options are available here > lined to the second above)
3. For Auto-Marketo Program Creation: Choose the appropriate template for the event type

Note: All localized templates automatically create Marketo programs

Step 2: Basic Information

Fill in the following fields (most auto-populate into Marketo program tokens):

• Title
• Date
• Start Time
• End Time
• Timezone
• Type: Live or Pre-recorded

Step 3: Template and Configuration

1. Select Template: Covers registration page, emails, stage design, and form format
2. Add Tags: Region, topic, team, etc. for better reporting
3. Workspace: Use GitLab Inc Team Workspace for standard events
4. Repeating Events: Available but not fully tested with Marketo integration

Step 4: Event-Specific Options (New Event Only)

Access additional customization in the Program menu:

• Agenda: Customize sessions for multi-session events + where you add your events assets (polls, surveys, docs, video, slides etc.)
• Rooms: Rooms are spaces attendees can have smaller group conversations and networking opportunities
• Booths: Booths are an opportunity for your attendees to directly engage with event sponsors, or consume content about your company, products, and more. Your event may include a maximum of two Booth tabs.

Note: Session names and times appear on external landing pages unless disabled.

Step 5: Test Event Toggle

• Toggle “Test event” should be ON if you have a test event, if it’s a live event, please ensure the toggle is OFF.
• Test Event Limitations:
  • Maximum 10 registrants
  • No recording capability
  • Cannot convert to on-demand viewing

More about it here.

Step 6: Marketo Program Management

If the Marketo program cloning feature worked correctly, Goldcast will have created a new Marketo program based on your Goldcast event within the Templates - Goldcast Webcasts folder or within whichever folder the program template lives in Marketo.

The name given to the new Marketo program will match the Goldcast event, plus a timestamp.

Rename the Marketo program to fit the regular naming convention (e.g., YYYYMMDD_EventName_Webcast_Goldcast_template) and move the program to the appropriate folder for the FY/quarter within Marketo.

Note: Renaming doesn’t affect sync or Goldcast event

Event Creation in Marketo

Step 1: Program Setup

1. Duplicate the template labeled for the event type
2. Move to appropriate quarter folder
3. Follow standard naming convention

Step 2: Get Program ID

1. Navigate to your program in Marketo
2. Find Program ID in URL: classic/ME00000A1
3. Copy the number between the letters (e.g., 24014)

Step 3: Goldcast Event Creation

1. Create event in Goldcast
2. Template Selection: Choose Gitlab Primary Template (w/o Marketo program creation)

Note: This option not available for localized templates

With a Marketo program created before the Goldcast event, there is no need to have Goldcast create a new Marketo program.

Step 4: Connect Programs

1. In Goldcast, navigate to your event
2. Go to: Integrations → Marketo → Settings
3. Enter Program ID in Connected Program ID field
4. Click Connect

Step 5: Confirmation

Once connected, Marketo program tokens will automatically populate, confirming successful integration.

Different scenarios

Important Notes

• Program ID Changes: Renaming Marketo programs doesn’t affect the Goldcast sync
• Token Population: Occurs automatically once programs are connected
• RTMP Feature: The RTMP type is a feature that allows embedding to or from external tools and there are currently no plans to use this feature. Please ping MktgOps if there is a request to try it
• Guide: Create your first single-session event
• Guide: Create a multi-session virtual event
• Guide: Creating a repeating event

Program Member Status Processing

When the Goldcast event and Marketo program are connected, Goldcast will automatically change the program status for all members without the need for a smart campaign. However, processing smart campaigns are still needed for other data appending requirements:

Smart campaigns for Marketo landing page based registration

• 01a Marketo Form Registration: This smart campaign must be active for Marketo LP registrations. Without this smart campaign, registrants will not be added to the Goldcast event and will not receive a registration confirmation email. Once the event is over, turn this smart campaign off
• 01c Marketo Form Fill Waitlist: If registration has maxed out for the event, deactivate the Registration smart campaign and turn this one on to add regsitrants to the waitlist
• 01e Waitlist to Registered: If you plan to change registrants who are currently listed as Waitlisted to Registered, turn this smart campaign on first. It refreshes the Interesting Moment and calls the Goldcast webhook

Additional smart campaigns

• 02 Goldcast Form Registration and Live: Goldcast automatically changes program statuses when events and Marketo programs are connected. This smart campaign watches for program status changes for Attended, No Show, Canceled, Rejected, Waitlisted and Registered. If the event’s registration is started on a Goldcast landing page, this smart campaign needs to be turned on immediately and before invite emails are sent out to invitees. This smart campaign needs to be active before the event, regardless of registration landing page location. The flow can safely be set to automatically expire 24 hours after the event ends
• 03 Goldcast Processing - On Demand - Goldcast/Pathfactory: This smart campaign is designed to process on-demand attendees based on either Goldcast post-event viewing, On-demand form fills or Pathfactory viewing. The flow needs to be turned on within 30 minutes of the webcast ending to work correctly for Goldcast on-demand attendees but is not required to be on prior to the event’s end and likely should not be activated until then. Have Pathfactory keywords in-mind or ready so those filters can be added to the trigger and the flow can be activated before the 35 minute mark post-event. For the flow to work on landing pages for on-demand form fills, the Marketo landing page form needs to be switched to FORM 2076: On-demand Webcast
• 04 Goldcast Processing - Follow Up Requested: If an attendee clicks the CTA button -which by default is labeled as Talk to an Expert- in either an Event or in a Booth, this flow marks those leads as the Follow Up Requested program status. In order for this flow to work, it must be active and needs to have the event ID place in the trigger filter. Otherwise the CTA button will not MQL the lead for follow up. CTA click numbers are also available to reference in the Goldcast event analytics dashboard. Note that the CTA button simply links to the “talk to sales” page during on demand events and on the registration landing page - and this flow does not need to be activated for on demand. It is up to the discretion of the team member to turn off this functionality within the Goldcast event by hiding all CTA buttons. The Marketo smart campaign can safely be set to automatically expire 24 hours after the event ends

Goldcast Webcast Invitations

1. Update emails Invitation 1 - 2 weeks prior, Invitation 2 - 1 week prior , and if needed Invitation 3 - Day before with relevant copies related to the webcast.
   • Note: We normally use the same copy for all 3 emails and simply tweak the templated subject lines to sound more like “Reminders”.
2. Approve copy and send samples to the requester, and the presenter (if different from requester).
3. Go to the List folder and edit the Target List smart list and input the names of past similar programs and applicable program statuses to the Member of program filter. This will make sure people that have attended programs with similar topics in the past are included in the invite.
   • Note: We may uplevel this logic to include webcast invitations within active nurture programs to limit the overhead for invitation emails.

How to add webcast to about.gitlab.com/events

In an effort to publicly share where people can find GitLab for virtual events and events in-person throughout the world, we have created about.gitlab.com/events. This page is to be updated by the person responsible for the event. This page is now managed through Decap CMS. To add your event to the page or make any changes to existing events, please see the instructions here.

Goldcast Webcast Testings / QA

Submit a test lead using your GitLab email on the LIVE landing page to make sure the registration is tracked appropriately in the Marketo program and you get a confirmation email from Goldcast.

Switching Goldcast Webcasts to On-Demand

Goldcast will automatically convert the video to on-demand in the Goldcast platform. The steps below allow us to further leverage the webcast in Pathfactory. If you are going to drive to Goldcast directly for On-demand viewing (such as for large corporate events), skip to the instructions below starting at Using Goldcast for On-Demand Viewing.

1. Vimeo: vimeo provides an ads free user expierence, therefore should be primary video platform used for on-demand recording uploads. To request an upload, open an issue with Digital Production Team.
   • Instructions on uploading Vimeo videos to Pathfactory can be found here
2. YouTube: upload the recording to our main GitLab channel:
   • Fill in the title with the webcast title matching the Marketo token ({{my.webcastTitle}})
   • Fill in the description with the short description matching the Marketo tokens ({{my.contentDescription}})
   • Make sure the video is set as Unlisted so only people with the URL to the video can find it
3. YouTube: Once the recording has been uploaded, copy the video link on the right
4. Pathfactory: Login to PathFactory and add the YouTube or Vimeo link to Pathfactory as new content by following the instructions outlined here.

Converting the webcast to an On-Demand gated asset - Goldcast

🤩 NEW! In Marketo:

1. Vimeo: Upload the recording to Vimeo

   • Fill in the title with the webcast title matching the Marketo token ({{my.webcastTitle}})
   • Fill in the description with the short description matching the Marketo tokens ({{my.contentDescription}})

2. Vimeo: Once the recording has been uploaded, copy the video embed link in Vimeo. Instructions on adjusting the privacy settings of your video to embed in specific domains like Pathfactory can be found here

3. Pathfactory: Login to PathFactory and add the copied Vimeo link to Pathfactory as new content by following the instructions outlined here.

4. Marketo: Navigate to the webcast program and update the following My Tokens

   • Update the formButtonCopy token to be Watch now
   • Update the formHeaderCopy token to be Watch the webcast today
   • Update the ondemandUrl token with the Pathfactory link
     • This URL should not contain https:// (it should begin with learn.gitlab.com/)
     • This URL should not contain any ? question marks (if it does, you did not update the custom URL slug) - WATCH THE EXPLAINER VIDEO
     • This URL should not contain the Pathfactory tracking parameter lb_email= (this is already incorporated into all assets of the Marketo program template)

5. Marketo: In the Marketo program, right click on the “Registration Page” and choose Edit Draft

   • On the right side rail, under “Elements” right click on the “Form Custom” element and choose Edit
   • The form should currently be set to the Webcast form (FORM 1592: webcast or relevant localized form) - you will change this to be FORM 2076: On-demand Webcast
   • Change the “Follow-up Type” to be Landing Page
   • Change the “Follow-up Page” to be the thank you page in your program (begin to type in the Marketo program name and select your thank you page)

6. Marketo: Send sample of the “On-demand Autoresponder” email to your inbox

   • Right click on the email and choose Send Sample
   • Expand advanced settings, under “Sample person for tokens” begin to type in your test lead email address. This will pull in the email address to review that the tracking is working properly in your email.
   • For “Send To:” choose your email address (or type next to the * asterisk)

7. Your Inbox: Review the sample email in your inbox

   • Check all email copy
   • Click all links and confirm they are not broken
   • Click the Watch now CTA and confirm that your email address is in the URL displayed (this happens quickly and disappears in the URL, so watch carefully!)
   • :thumbs-up: If all of the above apply, move on to activating the smart campaigns!

8. Marketo: Update the smart campaigns (activate and deactivate)

   • Under “Schedule” on the 01a Registration Flow (single timeslot) smart campiagn, click Deactivate once the webcast has completed.
   • On the 04 Goldcast Processing - On Demand - Goldcast smart campaign - Smart List, add your Goldcast eventid. Flow: it’s all set! For your first few, feel free to review the flows (but they are all using tokens, so it should be ready to go automatically). Go to schedule and click Activate.
   • On the 04 Goldcast Processing - On Demand - Pathfactory smart campaign - Smart List:
     • The second trigger for Fills out Form should be set to Form Name is “Form 2074: PF General”. In Referrer contains, enter the Pathfactory asset name slug. For example guide-to-devops.
     • The third trigger for Fills out Form should be set to Form Name is “Pathfactory Webhook”. In Referrer contains, enter the Pathfactory asset name slug. For example guide-to-devops.
     • Filter 1 - Filled Out Form should already be set properly. This will be Form Name is FORM 2076: On-demand Webcast. Web Page is (the name of your landing page).
     • Filter 2 - Filled Out Form should be set to Form Name is “Form 2074: PF General”. In Referrer contains, enter the Pathfactory asset name slug. For example guide-to-devops.
     • Filter 3 - Filled out Form should be set to Form Name is “Pathfactory Webhook”. In Referrer contains, enter the Pathfactory asset name slug. For example guide-to-devops. Date of Activity should already be set to in the past 1 hour.
     • Filter 4 - Pathfactory Engagement Time greater than 600 is set as the default. 600 is the Pathfactory view threshold for Webcasts.
     • Advanced filters will be set to 1 or 2 or (3 and 4)
   • Flow: it’s all set! For your first few, feel free to review the flows (but they are all using tokens, so it should be ready to go automatically)
   • Under “Schedule” on the 04 Goldcast Processing - On Demand - Pathfactory smart campaign, click Activate.

Using Goldcast for On-Demand Viewing - Switching to On-Demand

In most cases, the landing pages for these events are managed by DEX. These instructions assume you are using the same form and the LP is managed by DEX, not in Marketo.

1. Marketo: Navigate to the webcast program and update the following My Tokens

   • Update the ondemandUrl token with the Goldcast audience URL
     • This URL should not contain https://
     • This URL should not contain any ? question marks (if it does, you did not update the custom URL slug)

2. Marketo: Modify the on-demand autoresponder email

   • Confirm that the URL to view the on-demand webcast is https://{{my.ondemandUrl}}?{{my.utm}}
   • Make any changes to the content that you need.
   • Since you are driving to Goldcast, you can use language such as “If you are prompted for an email address, please enter: {{lead.Email Address:default=No email found, please re-register using a valid email address}}”. This will provide the user with a quick reference of the email address they used when registering.
   • Update the text version of the email. Then Approve and Close.
   • Right click on the email and choose Send Sample
   • Expand advanced settings, under “Sample person for tokens” begin to type in your test lead email address. This will pull in the email address to review that the tracking is working properly in your email.
   • For “Send To:” choose your email address (or type next to the * asterisk)

3. Your Inbox: Review the sample email in your inbox

   • Check all email copy
   • Click all links and confirm they are not broken
   • Click the Watch now CTA and view in a private browser to confirm the utms and links work.
   • :thumbs-up: If all of the above apply, move on to activating the smart campaigns!

4. Marketo: Update the smart campaigns (activate and deactivate)

   • Clone the 01a Registration Flow (single timeslot) campaign to a new smart campaign called 04a On-Demand Registration Processing
   • There will be no change to the Smart List if you are using the form DEX set up on the page originally. If the form is changing, you’ll need to update the smart campaign.
   • On the Smart List: Add a filter for Member of Program is false. Program is name of the program you are working on, Program status is Webcast > Attended. This means that the person needs to fill out the registration form and not all ready be a member of the program with the status of Attended.
   • On the Flow: Change Step 1 to Change Program Status - Program is name of the program you are working on New status: Webcast > Attended On-demand
   • On Schedule: Select Activate. Immediately do the next step.
   • Under “Schedule” on the 01a Registration Flow (single timeslot) smart campiagn, click Deactivate.
   • On the 04 Goldcast Processing - On Demand - Goldcast smart campaign - Smart List, add your Goldcast eventid. Flow: it’s all set! For your first few, feel free to review the flows (but they are all using tokens, so it should be ready to go automatically). Go to schedule and click Activate.

Rescheduling an Goldcast webcast

In the event you need to change the date of your webcast, please follow the steps outlined below.

1. Update the date/time of the webcast on the webcast calendar and resend invites to all presenters / panelists.
2. Update the webcast epic so the new date is reflected on the title.
3. Leave a comment on the epic stating the event has been rescheduled and tag all internal panelists and hosts.
4. Update issue due dates based on the new timeline and communicate changes to relevant team members.
5. Update the events page with the new date and time.
6. Update the date in Goldcast
   • The system will not automatically update registrants, but you can use the Goldcast email notifications to reach out. Step-by-step instructions available on the Goldcast support page - You may need to be logged in to view this documentation.

Canceling an Goldcast Webcast

The process is very similar to rescheduling.

1. Remove the webcast from the Goldcast calendar.
2. Add [Canceled] to the webcast epic title then close it out.
3. Leave a comment on the epic stating the event has been canceled and tag all internal panelists and hosts.
4. Add [Canceled] to the related issues and close them out.
5. If webcast is on the Events Page and Resources Page, remove in a new MR.
6. Go into Goldcast and add [Canceled] to the title since webinars cannot be deleted if they already have registrants.
   • The system will not automatically update registrants, but you can use the Goldcast email notifications to reach out. Pull up the Email Notifications for the event and set the send date and time.
   • Then click on the Preview/Edit option to edit the email text.
7. In the Marketo program, deactivate all active smart campaigns and append [Canceled] to the program name.
8. Go to Salesforce, append [Canceled] to the SFDC campaign name.

Live Webcasts - Goldcast

Go to Goldcast page for more information.

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