How to Create a Webinar Registration Form with Time Slot Selection and Confirmation Emails

Overview

This guide shows you how to set up a form that allows users to select their preferred webinar time slot during registration and automatically receive a confirmation email with their chosen time. This method is ideal for single registration forms offering multiple time options with instant confirmation.

Step 1: Create a Custom Field for Webinar Time Slots

First, create a custom field to store the webinar time selection:

1. Navigate to Settings → Custom Fields
2. Click + Add Field
3. Select either Dropdown or Radio Select as the field type
4. Name the field (e.g., "Choose Your Webinar Time")
5. Set the Object to Contact
6. Add your available time slot options (e.g., Tuesday 7PM, Thursday 2PM, Saturday 11AM)
7. Ensure Allow Custom Values remains unchecked to restrict selections to your predefined options
8. Save the field

Step 2: Add the Field to Your Registration Form

Next, incorporate the time slot field into your form:

1. Go to Sites → Forms and create or edit your registration form
2. From the Custom Fields tab, drag your "Choose Your Webinar Time" field onto the form
3. Include other necessary fields such as First Name, Last Name, and Email
4. Save the form

Users can now select their preferred webinar slot when completing the registration.

Step 3: Set Up the Confirmation Email

To send automated confirmation emails when forms are submitted:

1. Go to Automation → Workflows → Create Workflow
2. Add a Form Submitted trigger and select your webinar registration form
3. Add a Send Email action
4. Compose your email with a subject line like "Webinar Registration Confirmed"
5. In the body, include personalization tags such as {{ contact.first_name }} and {{ custom_values.choose_your_webinar_time }} to reference the selected time slot
6. Include your webinar meeting link in the email content
7. Save and publish the workflow

Registrants will now receive immediate confirmation emails with their chosen time slot.

Step 4: Set Up Optional Reminders

For additional reminders before the webinar:

• In the same workflow, add Wait Until actions to schedule reminders relative to the webinar time
• Configure reminder emails or SMS messages for intervals such as 24 hours before, 1 hour before, or 10 minutes before the event
• For multiple session times, use If/Else conditions in the workflow to branch reminders based on the selected time slot value

Frequently Asked Questions

Should I allow custom values in the time slot field?

No. Keeping Allow Custom Values unchecked ensures registrants can only select from your predefined webinar times.

Can I send confirmation emails without using a workflow?

No. Form settings only control on-page behavior after submission. Sending confirmation emails requires automation through workflows.

Can I customize reminders based on the selected time slot?

Yes. You can use If/Else conditions in your workflow to branch reminder logic based on the value of the time slot field.