1. You are here:
2. Handbook
3. Marketing
4. Marketing Operations
5. ON24

On this page

• About ON24
  • Provisioning
    • User Roles
  • Resources
  • Things to know
  • Use of tags
• Creating an ON24 Webcast
  • Step-by-step guide
    • Event IDs
    • Webcast URLs
    • Console Builder
    • Connecting On24 Web Events to Marketo Programs
      • Webcasts
      • Workshops
    • Contact Us widget form data collection

About ON24

Page in progress - Recently purchased. Marketing Operations is in the process of integrating and implementing. Follow along in epic.

Provisioning

We have a limited number of seats. Before putting in an Access Request, please open an issue for Marketing Operations to review your request. Once your request is approved, then proceed to open an Access Request

User Roles

ON24 licenses are only required for people who are building webinar programs (presenters/speakers do not need a license). We have a limited number of licenses and adding more comes with a price.

Platform Login: Administrative Access (may also be referred to as a license or seat)

• The Platform Login has full access to Elite and all functionality, including the ability to create and edit webinars
• These logins are ONLY meant for those creating, setting up, and developing webinars / events
• The ability to edit / change logins is available

Presenter Roles: URL/Link Access

• Presenters may log in as Producer, Presenter, or a Q&A Moderator
• All three roles will access the event via a unique link for each event

The chart below outlines the user permissions for each role (Producer, Presenter, and Q&A moderator)

	Producer	Presenter	Q&A Moderator
Upload slide and videos	x
Add poll questions	x
Start/stop the webinar	x
Arrange presentation materials	x
Change webcam layouts	x
Mute and disconnect presenters	x
Advance slides	x	x
Push poll questions to the audience	x	x
Whiteboarding tools	x	x
Screenshare	x	x
Q&A	x	x	x
Team chat	x	x	x

Resources

Please note, you will not be able to access these trainings until you have an ON24 login. You can request access by opening a MOps issue.

• Getting Started with Webcast Elite Certification
• Preparing Your Webinar Content
• Presenter Certification & Training Program
• ON24 Analytics 101 and Analytics 102
• ON24 Knowledge Center
• ON24 Office Hours

Things to know

• Customize your webcast list view by using the 3 vertical lines as seen in the screenshot. Use this to see additional webcast information
• Reminder emails, follow up emails and registration emails are all being handled by Marketo at this time. We may consider a different workflow as we become more accustomed to the platform

Use of tags

We will add additional tags as we progress with the platform. Current tags in use:

• DO NOT USE: self- explanatory hopefully
• Template: Use this webcast when cloning a new webinar event

Creating an ON24 Webcast

Note: Live webinars, the start time, duration, and present type, cannot be changed 1-hour prior. For simu-live and sim-2-live webinars, changes cannot be made 2 hours prior. The drop-down menus will become inactive to ensure the webinar is properly set up and the technical infrastructure is prepared. For on-demand recordings, the start time represents when you want the presentation to be available for the audience to view. It can be changed as long as the scheduled start time has not already passed.

Step-by-step guide

1. Log in to ON24 by visiting https://wcc.on24.com/webcast/login
2. To create a brand new event, click on Create Webcast in the top corner of your library.

1. Enter a title for your webcast and choose your Present Type. Keep in mind the webcast title will be used as a token on the registration confirmation and reminder emails, which are handled via On24 automatically, so make sure the title used is reader friendly.

1. Choose the date and time your event is to go live. When choosing your time zone, we recommend using one with a city or country listed. The generic time zones do not update with time changes, such as Daylight Savings Time.
   • Note: If you change the time of a webinar, you will need to notify those already registered of the change. Webcast Elite will not automatically notify them of the change. You can access a list of registrants through the Reports URL.

1. Choose the duration of your event. The duration can be set in 15-minute increments for any webinar under two hours. Webinars longer than two hours may be set in 30-minute increments. The duration will display on the registration page and in the calendar reminders.

1. Choose the audience language for your event. Choosing a language here will update the language for all of the system's static messages, buttons, and default email confirmations. You can switch languages as needed. Changing the language here will not update any other webcast in your library, and will not automatically translate any custom text you previously added to the event.

1. Tag your event with up to 10 custom tags by clicking on the "+", to help you filter your webcast library. These tags are for internal purposes and will not be shared with the public. Previously used tags will appear in the drop-down.
   • Please remember to remove the TEMPLATE tag from your On24 event as other users need to be able to easier fine the console templates.

1. Registration confirmation, 24 Hour Reminder and 1 Hour Reminder emails are handled through On24 rather than Marketo, for setup simplicity. Make sure Registration Confirmation Email, Reminder email and Reminder 2 email are all toggled on. You can also click Preview/Edit to view the email and check for any formatting you'd like to change or to review active tokens. If you make changes, remember to Save and send yourself a preview email to make sure nothing is broken.

1. ON24 captures Benchmark data from all the webcasts run through Webcast Elite. Help them organize that data by choosing a Category and Application, if you'd like.

1. Once you've filled in all the required fields, click Create. The system will automatically generate an Event ID and Webcast URLs for your event.

Event IDs

Each webinar will be given a unique Event ID. This number will be listed in your webcast library, as well as at the top of the screen throughout the platform. Provide this number when reaching out to ON24 about the event.

Webcast URLs

Click the globe icon in your webcast library or on the chain icon anywhere in an event to access the URLs for the webcast.

• Audience URL - The audience URL is used to promote your webinar and access the audience view of the webcast. This URL can be distributed for posting on various websites or for inclusion in email notifications.
• Reports URL - Use the Reports URL to access the online reports associated with the webcast.
• Preview URL - The Preview URL is used for previewing the audience console and test functionality before the webcast goes public.
• Present URL - Use the Present URL to access the presenter tool (either Presentation Manager XD (PMXD) or Elite Studio). One of these (depending on which you are using) will be the tool the presenting team will use to produce the webinar, manage the presentation elements (slides, polls, etc.), and interact with the attendees of the webcast.

Console Builder

The Console Builder is at the heart of creating a custom webcast experience for your audience. The webcast console is what your audience will see when they attend your webcast. We currently have 2 console templates:

1. Standard event template, which includes a media player, slides, Q&A, resources, and speaker bio modules
2. XL Media Player, which is a media player with no slides. This template should be used if your presenter prefers to screenshare their slides, as opposed to uploading their deck into a separate module. This console also includes Q&A, resources, and speaker bio modules Note we are sticking to using specific templates for the time being while we build out integrations and test platform capabilities vs team use case.

Follow these steps to apply a console template:

1. Click Console Builder from the left hand menu
2. Open the Template Library, housed in the Select a Template drop-down
3. Double click on the name of the desired template

1. When applying a console template, all setting and tools from the saved template will override the existing console. A confirmation dialogue will pop-up to prevent you from accidentally wiping out your current console.

Connecting On24 Web Events to Marketo Programs

Webcasts

After completing the creation of an On24 web event, the next step is to connect the webinar to Marketo.

1. From the previous event set up, please be sure to have the Event ID, Audience URL and key handy. The key is a several character long alphanumeric snippet and can be found at the end of the Audience URL as seen here.
2. Navigate to the Marketo template folder Templates - On24. Located in this folder are program templates Designed with triggers to work with On24's Marketo cusom object. Make a copy of the needed program type template in the appropriate folder.
3. Next step will be to connect the Marketo program to the On24 webcast. In the Smart Campaigns folder of the newly cloned program, add the On24 Event ID to the following smart campaigns on the ON24 Attendee is Updated trigger filter:
   1. 04 On24 Processing - Attended
   2. 04 On24 Processing - Follow Up Requested
   3. 04 On24 Processing - On Demand
   4. 04 On24 Processing - No Show
      • This smart list filter uses Has On24 Attendee instead of On24 Attendee is Updated like the others
4. Next activate the following smart trigger campaigns:
   1. 01 Registration Flow (choose single or multi)
   2. 00 Interesting Moments
   3. 01a Registration flow (single timeslot) or 01b Registration Flow (Multi-timeslot)
   4. 04 On24 Processing - Attended
   5. 04 On24 Processing - Follow Up Requested
   6. 04 On24 Processing - On Demand
      • Only activate this smart campaign if it is appropriate for the webinar, such as in the event the webinar will be left available for on-demand viewing.
   7. 04 On24 Processing - No Show.
      • No Show will not be activated as a trigger, but as a batch campaign scheduled to run 6 hours after the event is scheduled to start. If event will go longer than 6 hours, make appropriate adjustments.
5. Unlike other tools, the On24 room and Marketo program do not need to be connected via the Event Partner field on the Marketo program. All data transfer is done via the Event ID and smart campaigns.
6. Before continuing on, check if it seems appropriate to set any of the local assets to expire. Appropriate items to set an expiration would be, for example, smart campaigns like the 04 On24 Processing - Attended campaign, which is no longer needed after the event ends.
7. Update the program tokens as needed within the program. All email assets and landing pages are token dependent. Important tokens to review:
   • my.webcastDate, my.webcastTitle and my.event location are standard to update.
   • my.eventid and my.key need to be filled out to have seamless registration work correctly between Marketo and On24. The key is a several character long alphanumeric snippet and can be found at the end of the Audience URL as seen here.
   • my.bullet1 - my.bullet4 appear on the registration landing page so be sure to update either the tokens or the templates to accommodate. The series of tokens for my.InviteEmailBody1, my.InviteEmailBody2, my.InviteEmailBody3 and my.bullet1-4 also appear on the invitation email templates, with the InviteEmailBody# corresponding to which email in the series that text will appear on.
   • If speakers are to be shown on the landing page, be sure to update the series of speakers tokens. If there is no need to display the speakers, deactivate the speaker lists on the registration landing page template.
   • my.introParagraph and in some places my.2ndparagraph are utilized to fill in landing pages.
   • Update others as needed, but be sure to preview each asset to understanding what needs to be updated and where.
8. Invitation email campaigns are supplied within the template.
9. Utilize Waitlist email and smart campaigns as needed.

Workshops

Much of the process to set up On24 and Marketo for Workshops is similar to the Webcast setup previously explained. A few differences to note:

1. There are multple Marketo templates to accommodate different workshop types. Please select the template best suited for your workshop. Primary differences between these templates is the wording found in the invitation emails:
   • CI/CD Workshop template: YYYYMMDD_EventName_CICD_Workshop_On24_template
   • DevOps Automation template: YYYYMMDD_EventName_DevOps_Workshop_On24_template
   • Jenkins Migration template: YYYYMMDD_EventName_Jenkins_Workshop_On24_template
   • Project Management template: YYYYMMDD_EventName_ProjectManagement_Workshop_On24_template
   • Security template: YYYYMMDD_EventName_Security_Workshop_On24_template
2. Workshops utilize a few more program tokens, namely my.agendaTime and my.agendaTopic. my.heroImage has also been updated for each program to suit its topic. Feel free to update the tokens, as needed. Do not worry about updating the my.speaker... series of tokens. They are not used in workshops.
   • Please note the invite emails are mostly prewritten for workshops and do not utilize tokens quite as heavily as the webcast template. Review and change them, as desired.
3. Workshops utilize the Week prior - Code for registrants (operational) email campaign to distribute information vital for the user's success during the upcoming workshop. These emails notify the user of workshop prerequisties: a) create a GitLab.com account b) create an Instrupt account. Schedule these emails to distribute one week prior to the event.

Contact Us widget form data collection

The contact us widget on the On24 console requires the use of email. In order to accommodate this and get contact us form fills to sales faster, we are utilizing the email address On24questions@gitlab.com. Once requests are received, Zapier is being utilized to append the email contents to the Last Event Notes field. The custom object trigger found on the Follow Up Requested smart campaign found in the On24 programs is being utilzied to change program status based on