The following information describes the planning and execution of a Sourcegraph webinar.

Webinar information

All webinars will require the following details for planning:

  • Title
  • Date/Time
  • Short Description
  • Speaker Name
  • Speaker Bio
  • Speaker Headshot
  • Webinar Link from Zoom
  • Audience

Sourcegraph uses these web applications for running a webinar:

  • Zoom:
    • Manage registration landing page and attendance
    • Run and record the webinar
  • Hubspot
    • Send out email invitations and reminders
    • Manage invitation lists and store registration/attendance activities

Webinar planning tasks

time to webinar activity
1 - 2 months out Identify webinar information
1 month out Send out invitations
2 weeks out Send out invitation #2
1 day - 1 week out Send out email reminders
1-2 weeks out Perform a rehearsal
1 day out Test webinar link
30 minutes Final soundcheck
Post webinar Send out thank you emails with link to recorded webinar

Zoom setup

Create the webinar, configuring the following:

  • Set the schedule, host and details
  • Registration landing page form
  • Thanks for registering email which includes the webinar link

Announcement on customer’s Sourcegraph instance

Ask the customer:

Could you add the following configuration to your Sourcegraph instance’s global user settings found at https://sourcegraph.example.com/site-admin/global-settings? This will let all the users visiting Sourcegraph know that they can join the webinar via a dismissible notice:


 "notices": [
     "dismissible": true,
     "location": "top",
     "message": "Join us and the Sourcegraph team for the live Zoom webinar on [Tuesday, Feb 25, 2020 @ 3pm Central](<WEBINAR LINK>) to learn about Universal Code Search and improving your workflow!"

IMPORTANT: Before sending the above email, make sure you update the webinar date and URL!

Hubspot setup

The following Hubspot emails will be created to promote the webinar:

  • Invitation which includes the link to the Zoom registration landing page
  • Reminder email T-3 day which includes the Zoom webinar link
  • Reminder email T-1 day which includes the Zoom webinar link
  • Reminder email T-1 hour which includes the Zoom webinar link

Since this is a lead-generation activity, we need to track it in our HubSpot event log. Add the HubSpot registration list to the Webinar Registration list and the attendees list to the Webinar Attendee list. Contact BizOps in the #marketing or #analytics channels. NOTE: This has not been implemented yet in HubSpot and Zapier yet.

Post webinar, Sourcegraph will send followup emails:

  • Attendee thank you email with link to rewatch
  • Registered, but non-attendee email with link to watch

Hubspot webinar nomenclature

Hubspot folder structure
folder format:
WBR YYQ# Title Mon DD
WBR 20Q1 GitLab Commit 2020 Feb 05

Hubspot marketing email titles
email format:
EM-type WBR YYQ# Title Mon DD
EM-invite WBR 20Q1 GitLab Commit 2020 Feb 05
EM-remind-1day WBR 20Q1 GitLab Commit 2020 Feb 05
EM-remind-1hour WBR 20Q1 GitLab Commit 2020 Feb 05
EM-thanks WBR 20Q1 GitLab Commit 2020 Feb 05