How to Create a Live Webinar Sequence on Flodesk

Running a webinar is one of the most powerful ways to connect with your audience, showcase your expertise, and guide potential clients toward working with you. But behind every successful webinar is a seamless system that captures sign-ups, keeps registrants engaged, and ensures no one slips through the cracks.

In this post, I’ll walk you through how to set up a complete webinar sequence in Flodesk. You’ll learn how to:

• Create an opt-in form that captures sign-ups in a simple, branded way.

• Set up a dedicated segment to keep all webinar registrants in one place—making it easy to track where your leads are coming from and ensuring your automated workflow runs smoothly.

• Build an automated workflow  that sends a confirmation or welcome email upon sign-up, pauses general marketing emails until after your live event, and then moves attendees into your main lead segment once the webinar is complete—ensuring a smooth transition from registration to continued nurture.

By the end, you’ll have everything you need to confidently manage your webinar sign-ups and communication, while focusing on what matters most: showing up live and delivering value.

Creating an Opt-In Form

Step 1: Click into "Forms"

Step 2: Hover over your Opt-In Form Template and click the three dots, selecting "Duplicate" from the list

Step 3: Once you've made a duplicate, you can click into the title of the Opt-In Form to update it

Step 4: Hover over your Opt-In Form Template and click the three dots, selecting "Change Segments" from the list

Step 5: You'll see some settings pop up. Under the section "Choose Segments" you can use the dropdown arrow to select an existing segment, or you can simply start typing in the field to create a new segment.

**be sure to delete any old or sample segments that were connected to the template you duplicated

Step 6: In that same settings pop up window, you can click into "Link" and click the pencil icon to modify the link to your Opt-In Form

**this step is optional

Step 7: In that same settings pop up window, you can click into "Link Preview" and click into each of the corresponding areas to input:

a) a Social Share Image - this is what will pop up when the link to your opt-in form is shared via Instagram DMs, Whatsapp messages, Facebook Messenger messages, etc.

b) a Link Title - this is the bold title that will be shared

c) a Link Description - this is the preview text that will show up under the title of your link

**this step is optional but recommended

Step 8: Once those settings have been configured, you can edit the form itself to read the necessary information for your upcoming Webinar. From the Forms tab, hover over your new opt-in form to Edit

Step 9: From within the editor, simply click into the image, title, subtitle, input fields, and button to make any wording or style updates.

** you also have the option to click into the "Thank You" page to customize what will appear on screen once your user submits the opt-in form

*** any changes you make here are auto-saved so you can simply click the Flodesk logo to head back to the Forms tab.

Step 10: After you're totally finished with your Opt-In Form creation, you can click the 3 dots and "Get form link" to retreive the link that you'll use to drive traffic to this form / getting subscribers to sign up for the Webinar.

Creating an Automated Workflow

Step 1: Once you're totally finished with your opt-in form, you can now pop over to the Workflows tab

Step 2: Click the 3 dots on an existing Workflow Template, and click "Duplicate", or simply click "New Workflow" to start from scratch.

Step 3: Once you've made a duplicate, you can click into the title of the Workflow to update it. Then you can click "Edit" to start customizing the automated emails that your users will receive.

Step 4: From the Workflow Editor, click into the "Trigger" box, and set your Workflow to trigger once a subscriber is added to a segment. Use the dropdown arrow to select the segment you created and connected to your Opt-In Form.

**be sure to delete any old or sample segments that were connected to the template you duplicated

Step 5: Click into the first email, and ensure that your email settings are configured. You should be double-checking / updating the following:

a) Sender Email

b) Subject Line

c) Preview Text

Step 6: Once those settings have been configured, you can edit the welcome email itself to read the necessary information for your upcoming Webinar. Simply hover over your email to Edit

Step 7: From within the editor, simply click into the image blocks, text blocks, and buttons to make any wording, style, or link updates.

*you have the option to input a countdown timer, to build excitement for the big day! Click the "+" then select "Countdown"

From here you can choose from a variety of visual layout templates within the Layouts tab, as well as Link or Block options should you wish to modify those further. Most importantly you'll need to click into "Timer" to set the date of your Live Webinar.

** you also have the option to click into the mobile view to double-check how your email will appear to mobile users

*** any changes you make here are auto-saved so you can simply click 'Back' or 'Finish' to return to the Workflow overview.

Step 8: Once your Welcome Email is complete, all you have left to do is set a trigger to move your subscribers into your main lead sequence so that you can continue to market to them (IF they aren't converted during your webinar)

To do so, you can input an Action, and select "Time Delay"

When selecting the type of time delay, select "A Specific day of the year", select the day or a few days after your webinar will take place, and ensure that you have un-checked the "Apply to any year" function.

Select the time that you'd like the action to trigger, and once you're finished, you can Publish the workflow.

When creating a Sequence for a Live Webinar, this is all that should exist within your Workflow. Any other emails, nurture emails, reminders, followup emails with the recording, etc should be sent via the "Emails" tab either by creating a new email, or duplicating an existing email template.

Creating Nurture Emails

When scheduling each email, update your sender details as needed, input your subject and preview text, and then when it comes to selecting the segment that you'd like the email to send to, select the segment that you created specifically for this Live Webinar. This will ensure that anybody who is in that segment at the time that the email gets published, they will receive it.