Use case
Take webinar registrations on WhatsApp and get more people to actually attend
Registration, confirmation, three reminders and a replay, all in one WhatsApp thread, with the templates to get approved and how to keep reminders in the right category.
By Broadchat teamPublished 6 min read
How the flow works
The person registers in the chat
They tap a Click-to-WhatsApp ad, a link on your landing page or a QR code on a poster. A chatbot asks name, email and one profile question, or opens a WhatsApp Flows form that collects them on one screen.
Confirmation with the joining link
The bot confirms the date, time and joining link straight away and saves the registration to the contact and to your sheet. An automation can create the Google Meet invite and add the person's email.
Reminders at 24 hours, 1 hour and live
Three short reminder templates go out at fixed points before the session. Each carries the joining link, so no one has to search their inbox.
Replay for everyone, follow-up by attendance
After the session, attendees get the replay and notes; no-shows get the replay with a short note. Anything that sells the paid course or product is a separate marketing message to people who opted in.
Customer: Hi, I want to register for the free CA Foundation strategy webinar.
Business: Hi, thanks for your interest in Arihant Academy's webinar on Sunday 20 Oct at 6 pm. Tap below to register in 20 seconds. [Register now]
Customer: (Form submitted: Ishita Jain, ishita.j@example.com, Class 12 student)
Business: You are registered, Ishita. CA Foundation strategy webinar, Sunday 20 Oct, 6 to 7 pm. Join here: meet.google.com/xvb-qkre-tpa We will remind you on Saturday and an hour before. [Add to calendar] [I have a question]
Customer: Will there be a recording? I have coaching till 6:30.
Business: Yes, everyone who registers gets the replay link on Monday morning, here on WhatsApp. You can join late too.
Business: Hi Ishita, the CA Foundation strategy webinar starts in 1 hour, at 6 pm. Join here: meet.google.com/xvb-qkre-tpa
Business: Hi Ishita, here is the replay of Sunday's webinar with the slide notes: arihantacademy.in/replay/ca-foundation. The link works until 27 Oct.
Why register on WhatsApp
WhatsApp webinar registration puts sign-up, the joining link and the reminders in one chat the attendee checks every day. Email reminders compete with promotions folders; a WhatsApp reminder an hour before arrives where the person already is, with the link one tap away.
This flow suits coaching institutes, insurers, B2B brands, developers and NGOs that run regular online sessions. For a one-off internal meeting, a calendar invite is enough. If you run ticketed events with venues and passes, the events and webinars industry page covers the wider picture; this page is just the registration-to-replay loop.
Registration: chat questions or a form
| Method | How | Best for |
|---|---|---|
| Ask Question steps | The bot asks name, email and one profile question, one at a time, with validation on email | Short forms, mobile-first audiences |
| WhatsApp Flows form | A form screen inside WhatsApp with all fields at once, built under WhatsApp Mini-Apps → Mini Apps | Three or more fields, B2B details |
| Landing page plus API | Your website form calls the Broadchat API to send the confirmation | Teams that already run a landing page |
Ask only what you will use. Every extra field loses registrants.
Templates and their categories
The confirmation and reminders are about a session the person signed up for, so they are Utility, as long as they contain no promotion. The post-webinar course offer is Marketing and should go only to people who opted in to offers. Each message template needs sample values for review; utility templates are charged per delivery, even inside an open customer service window.
| Template name | Category | Sample (with values) |
|---|---|---|
webinar_registered | Utility | Hi {{1}}, you are registered for {{2}} on {{3}}. Use the Join button to enter on the day. (Ishita, CA Foundation strategy, Sun 20 Oct 6 pm; URL button to meet.google.com/xvb-qkre-tpa) |
webinar_reminder_24h | Utility | Hi {{1}}, a reminder that {{2}} is tomorrow at {{3}}. Tap Join to enter. (Ishita, CA Foundation strategy, 6 pm IST) |
webinar_reminder_1h | Utility | Hi {{1}}, {{2}} starts in 1 hour. Tap Join to enter. (Ishita, CA Foundation strategy) |
webinar_live_now | Utility | Hi {{1}}, we are live now with {{2}}. Tap Join to enter. (Ishita, Sunday's strategy session) |
webinar_replay | Utility | Hi {{1}}, here is the replay of {{2}}: {{3}}. The link works until {{4}} only. (Ishita, Sunday's webinar, arihantacademy.in/replay/ca-foundation, 27 Oct) |
webinar_course_offer | Marketing | Hi {{1}}, thanks for joining {{2}}. Enrolments for {{3}} close on {{4}}. Reply YES for details. (Ishita, Sunday's webinar, the CA Foundation batch, 31 Oct) |
A template body cannot start or end with a variable, which is why the joining link sits in a URL button rather than at the end of the text. A dynamic URL button also lets one approved template carry a different meeting link for each session.
Build it in Broadchat
- Start the bot in Chatbots → Chatbots with a Click to WhatsApp Ads trigger for ad traffic and a Match Keyword trigger for your landing-page prefilled text.
- Collect details with Ask Question steps or a Mini App form, then tag the contact with the webinar code (for example web-ca-20oct).
- In Automations → Workflow, use the Google Meet/Calendar app to add the attendee and the Google Sheets app to log the registration.
- Send the confirmation from the bot right away.
- Schedule the 24-hour, 1-hour and live-now reminders as campaigns in CRM → Bulk Campaign to the webinar tag segment.
- After the session, tag attendees from your meeting report via CRM → Imports, send the replay to everyone, and use Retarget for a single follow-up to non-readers.
Failure modes and fixes
- Reminder rejected or moved to Marketing. It mentioned the paid course. Keep reminders strictly about the session.
- People cannot find the link. Put it in every reminder, ideally as a URL button.
- Too many reminders. Three is plenty. A fourth increases blocks without raising attendance much.
- Wrong time zone. State the time with "IST" if you have attendees abroad.
Illustrative ROI
Illustrative only. A coaching institute gets 800 registrations for a free webinar. If WhatsApp reminders lift attendance from 25% to 35%, that is 80 more attendees. If 5% of attendees enrol in a ₹24,000 course, those extra attendees mean 4 more enrolments, or ₹96,000. Subtract Meta's utility charges for about 3,200 reminders, the marketing follow-up, and the subscription; current Meta rates are on WhatsApp API pricing. Test with your own baseline before assuming any lift.
Registrations often come from the same ads as lead qualification. Agencies that run webinar funnels for clients can offer this flow under their own brand through the partner program.
Broadchat modules used
- Chatbot builder (Click to WhatsApp Ads trigger)
- Mini Apps (WhatsApp Flows forms)
- Automations Workflow with Google Meet and Sheets
- WhatsApp Templates
- Bulk Campaign with scheduling and Retarget
- Segments and tags
Industries: Education and coaching, Events and webinars, Insurance, B2B distributors, Real estate, NGOs
What to measure
- Registration completion: people who started the chat or form and finished registering.
- Show-up rate: attendees as a share of registrations, compared between reminder schedules.
- Reminder link taps per reminder, to see which one actually brings people in.
- Replay views from attendees and from no-shows, tracked through the replay link.
- Opt-in to future offers and conversions to the paid programme within 14 days.
Sources
- Template categorization — Meta for Developers, checked 12 October 2026
- WhatsApp Flows — Meta for Developers, checked 12 October 2026
- Pricing on the WhatsApp Business Platform — Meta for Developers, checked 12 October 2026
Broadchat team · Product and partner success team
The people who build and support Broadchat, the white-label WhatsApp Business API platform. We write from what we see while onboarding partners and their clients on the official WhatsApp Cloud API, and we check every article against Meta's current documentation.
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Frequently asked questions
Are webinar reminders utility or marketing templates?
Reminders and confirmations about a session the person registered for are generally Utility, provided they contain no promotion. An offer for a paid course or product is Marketing. Meta decides the category and can recategorise a template that mixes the two.
Can I collect registrations without a website?
Yes. A Click-to-WhatsApp ad or a QR code opens a chat, and a chatbot or a WhatsApp Flows form collects the details. The registration is saved on the contact and can be logged to Google Sheets through an automation.
How many reminders should I send?
Three works for most webinars: the day before, one hour before and when you go live. Each should include the joining link. More reminders tend to raise blocks without adding many attendees.
Can I send the replay to people who did not attend?
Yes. A replay link to registrants is a utility follow-up about the session they signed up for. Keep any course offer in a separate marketing message to those who agreed to receive offers.