Follow up by email and WhatsApp
The confirmation, reminders and replay link your registrants get, how WhatsApp consent works, and how to send each group the right follow-up after a webinar.
On this page
Most of the work of a webinar happens around it: making sure people turn up, and following up while they still remember you. This guide covers the messages that go out on their own, and the follow-ups you send yourself after the session.
Before the session: confirmation and reminders
When you schedule a webinar, its Messages & follow-ups step lists every message it sends. You can change them later from the webinar's Setup tab, under Messages & follow-ups; changes there apply to that webinar only.
- Confirmation goes when someone registers. The email has their personal join link (with a reminder not to forward it) and a calendar file.
- Reminder goes before the start, at the times you choose. It has the join link and the calendar file again.
Both are on, by email, from the start. Each message has an Email and a WhatsApp tab, with Send on Email and Send on WhatsApp switches and a preview of how it will look. Tick Use this for all my webinars to make your wording the default.
Reminder times
Under Reminder times the default is one day and one hour before the start. You can have up to three. Each one is an amount and minutes, hours or days before it starts, from one minute to 30 days. Press + Add a reminder for another.
The same times are used for email and WhatsApp. Someone who registers after a reminder's time does not get that one; everyone still gets their confirmation.
WhatsApp: consent comes first
WhatsApp messages go from your own WhatsApp Business number, which you connect in your account settings. They use templates approved by Meta and are billed to your Meta account.
Nobody gets WhatsApp messages without agreeing to them. When WhatsApp is set up, the registration form has a checkbox: "Send me updates on WhatsApp: a confirmation, a reminder before it starts with a one-tap Join, and the replay if I miss it. Reply STOP at any time." It only counts if they also give a phone number.
A WhatsApp confirmation, reminder or replay goes to someone only when all of these are true: your number is connected, that message's WhatsApp channel is on with an approved template picked, and they opted in with a phone number.
Anyone can reply STOP (or UNSUBSCRIBE, STOP ALL, OPT OUT) at any time. They are marked as opted out straight away, and nothing more goes to them on WhatsApp.
After the session: the replay
When the recording is ready, open the webinar's Recording tab and choose to share it. In Share Recording, switch on Enable public viewing and press Save Settings. Before you save, a note tells you what will happen: everyone who registered gets an email with a link to watch it back, and those who opted in on WhatsApp get a WhatsApp message too. That includes people who did not turn up.
It happens once per person. Making the recording private and public again sends nothing new. Recordings and retention covers sharing and passcodes.
The Follow up tab: a message for each group
If WhatsApp is set up, an ended webinar has a Follow up tab (meetings do not). Under Who to message, everyone who registered lands in one group by how they took part:
| Group | Engagement score | Suggested |
|---|---|---|
| Highly engaged | 75 and up | Send the offer while interest is hot |
| Engaged | 50 to 74 | Thank them and share the replay and your offer |
| Passive | 25 to 49 | Share the replay with the moment worth rewatching |
| At risk | Under 25 | They left early: send the replay from where they dropped |
| No-shows | Never joined | "We missed you" with the replay link |
The engagement score is out of 100, from how long each person watched and how much they took part: polls, quizzes, chat, questions, reactions, raised hands and the survey.
Each card shows how many people are in the group and how many of them you can reach on WhatsApp. Press Review & send to open the message:
- Who gets it shows the count, including anyone who opted out.
- Message lets you pick one of your approved templates.
- When: Now, Tomorrow 9 AM or Pick a time.
- Step through the preview to see each person's message, and use Send a test to my phone if you want to see it for real.
- Press Send to followed by the number of people.
Switch on After every webinar on a card to send that group the same follow-up automatically after each session, an hour, two hours or a day after it ends.
Replies land in your WhatsApp chats, and What was sent, and replies at the bottom of the tab shows how each message did.
AI follow-ups, by email or WhatsApp
If AI is switched on for your account, the AI insights tab has a Follow-up writer. It sits under Hot leads, the people who stayed, asked and chatted the most, and drafts a message for each of four groups: Hot leads, Attended, Left early and Didn't join, in English or Hinglish. Each draft has an Email subject, an Email and a WhatsApp version, and you can use {{first_name}} and {{replay_link}} in them. Edit them and press Save draft.
You can always copy a draft or download the group as a CSV and send it from your own tools. If sending follow-ups is also switched on for your account, you can send from here:
- Pick the people in the group, or Select all, and press Send to selected.
- Review and send follow-ups lists every message. Edit any of them, switch a person between Email and WhatsApp, or remove them. Nothing goes until you press Send.
- Press Send followed by the number of messages.
Emails are sent from your name, and replies come to you. An unsubscribe line is added at the end, and someone who unsubscribes gets no more follow-up emails from you. WhatsApp follow-ups go only to people who opted in. People who have already had a message are skipped unless you tick Send again to people who already had it.
Only the webinar's own host can send from here, not co-hosts.
Next
- See who keeps coming back in Your audience.
- Read the session's AI recap before you write your follow-up.