REVSET LABS · EXPERT GUIDE·Marketing & Campaigns

Build Automated Webinar Campaigns Using Event Start Date

1,071 words·5 min read·Updated 28 April 2026·beginner·

Arsalan ZaffarLinkedIn

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Quick Answer

To build webinar campaigns using the event start date, go to Automation → Workflows and create a new workflow. Use the Event Start Date custom field as a trigger or condition to automate timely communications. This process takes about 15-20 minutes to set up.

Key Takeaways

✓Leverage the Event Start Date custom field for precise, time-based webinar communications.
✓Build GoHighLevel workflows to automate reminders, follow-ups, and post-webinar content.
✓Ensure your custom fields are correctly configured as 'Date Picker' before building workflows.
✓Test your entire webinar campaign workflow thoroughly with a test contact before going live.
✓Personalize communications by pulling event details directly from the custom field using custom values.

Why Automate Webinar Campaigns with Event Start Date?

Webinars are powerful tools for engaging your audience and generating leads. Manually managing registrations, sending reminders, and following up after an event takes a lot of time. GoHighLevel's Event Start Date custom field lets you automate these tasks efficiently. This ensures your audience receives timely messages without constant manual effort. This guide shows you how to build a robust webinar campaign by using the Event Start Date field to trigger all your communications. This creates a smooth experience for your attendees and saves you valuable time.

How Do I Set Up the Event Start Date Custom Field?

Before you build your automated webinar workflow, you must create a custom field to store the webinar's specific start date. This field will be the foundation for all your time-based automations. It ensures your messages go out exactly when they need to.

Navigate to Custom Fields — From the GoHighLevel dashboard, click Settings in the left menu. Then, click Custom Fields to open the custom fields manager.

Add a New Custom Field — Click the Add Field button. Select 'Date Picker' as the field type from the dropdown menu. This ensures you can easily select a specific date.

Configure the Field Details — Name the field 'Event Start Date' or a similar clear identifier. Add a placeholder text like 'Select Webinar Date'. Ensure the field is marked as a 'Contact Field' and click Save.

🔥 Pro Tip

Always use a clear, descriptive name like 'Event Start Date' for your custom field. This makes it easy to find and use accurately within your workflows, especially as your field list grows.

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How Do I Build the Webinar Campaign Workflow?

The workflow is where you connect your custom 'Event Start Date' field to your communication strategy. You will set up triggers and actions based on this date. This ensures your registrants receive messages at precise times before and after the event.

Access Workflows — From the left menu, click Automation. Then, click Workflows to view your existing workflows or create a new one.

Create a New Workflow — Click Create new workflow. Select 'Start from scratch' and click Create new workflow again to open the workflow builder.

Set the Workflow Trigger — Click Add new Workflow Trigger. Choose a trigger that adds contacts to this workflow, such as 'Form Submitted' for webinar registration forms or 'Tag Added' when a contact is tagged as a registrant.

Add an 'Event Start Date' Condition (Recommended) — Click the + icon to add an action. Select 'If/Else' or 'Condition'. Set the condition to check if the 'Event Start Date' custom field 'is not empty'. This ensures only contacts with a scheduled event date proceed.

Add a Wait Step Before Event — Click the + icon. Select 'Wait'. Choose 'Event/Appointment Time' and select your 'Event Start Date' custom field. Set the wait time for 'X days/hours before' the event, for example, '1 day before'.

Send Pre-Webinar Reminder — After the wait step, click +. Select 'Send SMS' or 'Send Email'. Craft your reminder message, making sure to include a clear link to the webinar.

Add More Pre-Event Reminders (Optional) — Repeat steps 5-6 to send additional reminders. You could send another reminder 1 hour before the event, for instance, to maximize attendance.

Add a Wait Step After Event — Click +. Select 'Wait'. Choose 'Event/Appointment Time' and select your 'Event Start Date' custom field. Set the wait time for 'X days/hours after' the event, for example, '1 hour after'.

Send Post-Webinar Follow-up — After this wait step, click +. Select 'Send SMS' or 'Send Email'. Send a thank you message, a link to the recording, or a call to action related to your product or service.

Save and Publish Your Workflow — Click Save in the top right corner. Then, toggle the workflow from 'Draft' to Publish to make it active and start processing contacts.

⚠️ Always test your workflow thoroughly before publishing it. Use a test contact to ensure all steps, timings, and messages are correct. Incorrect timing can lead to missed events or confused attendees.

🔥 Pro Tip

Use custom values like `{{contact.custom_fields.event_start_date}}` within your emails and SMS messages. This dynamically pulls the specific event date into the communication, making it highly personalized for each registrant.

How Do I Test My Webinar Campaign?

Testing is a critical step to ensure your automated webinar campaign runs perfectly. You need to confirm that contacts enter the workflow, receive messages at the right time, and that all links function correctly. This prevents issues during a live event.

Create a Test Contact — Go to Contacts and click Add Contact. Fill in the details using your own email address and phone number so you can receive the test messages.

Manually Add Event Start Date — Edit the newly created test contact. Manually input a future 'Event Start Date' that is close enough for you to observe the workflow steps, such as tomorrow's date.

Manually Add Contact to Workflow (if needed) — If your trigger is a form submission, complete the relevant form with your test contact details. If your trigger is a tag, add the appropriate tag to your test contact's profile.

Monitor Workflow History — Go to Automation → Workflows. Select your webinar workflow and click on the Workflow History tab. You will see your test contact moving through the various steps.

Check Your Inbox and Phone — Verify that you receive all emails and SMS messages from the workflow at the correct times. Check for accurate content, proper formatting, and working links within each message.

Adjust and Re-test — If you find any errors or inconsistencies, go back to the workflow, make the necessary adjustments, and then re-test with a new contact or by re-adding the existing test contact.

Troubleshooting Common Issues

⚠️ Contacts are not entering the workflow.

Check your workflow trigger. Ensure the trigger condition is fully met (e.g., form submitted, tag added) and that the workflow is published and active.

⚠️ Messages are not sending or are sending at the wrong time.

Review your 'Wait' steps carefully. Ensure the 'Event/Appointment Time' is correctly linked to your 'Event Start Date' custom field and that the timing (e.g., X days before/after) is accurate.

⚠️ Custom field 'Event Start Date' is not available in the workflow.

Go to Settings → Custom Fields. Confirm that the 'Event Start Date' field exists, is set as a 'Date Picker' type, and is designated as a 'Contact Field'.

⚠️ Links in emails/SMS are broken or incorrect.

Edit your email/SMS templates directly within the workflow. Carefully re-paste or re-type the correct webinar link. Test the links directly from the template editor before saving.

⚠️ Contacts are entering the workflow but then stopping or getting stuck.

Check any 'If/Else' conditions or 'Go To' steps within your workflow. Ensure all possible paths lead to a logical next step or an 'End' step to prevent contacts from getting stuck.

Common Mistakes to Avoid

→Not publishing the workflow after building it or making critical changes.
→Forgetting to create the 'Event Start Date' custom field before attempting to build the workflow.
→Incorrectly setting the 'Wait' step to 'X days after' instead of 'X days before' the event, causing late messages.
→Using a generic text input custom field instead of a 'Date Picker' for the Event Start Date, leading to data entry errors.
→Failing to thoroughly test the entire workflow with a real contact before launching a live campaign.

Frequently Asked Questions

QCan I use the 'Event Start Date' field for multiple webinars?

Yes, you can use the 'Event Start Date' field across multiple campaigns. However, each contact will only have one value stored in this field at any given time. If a contact registers for a second webinar, their 'Event Start Date' field will update to the latest event's date. For unique campaigns per webinar, consider using separate custom fields or separate workflows triggered by specific event forms.

QWhat if a contact registers for a webinar at the last minute?

The workflow will still process the contact even if they register at the last minute. If a 'Wait' step is set for, for example, '1 day before' the event, and the contact registers only a few hours before, the workflow will intelligently skip that particular past 'Wait' step and proceed directly to the next available action that is still in the future or immediately applicable.

QHow do I update the 'Event Start Date' for a contact if the webinar date changes?

You can manually edit the contact's custom field directly in their contact profile to update the 'Event Start Date'. Alternatively, for bulk updates, you can use a separate workflow triggered by an admin action or a form submission. This allows you to automatically update the 'Event Start Date' field for a group of contacts simultaneously.

QCan I personalize the webinar link in the emails using this field?

The 'Event Start Date' custom field provides the date information, not the webinar link itself. You will need to manually insert the specific webinar link into your email and SMS templates within the workflow. However, you can use other custom fields to store unique webinar links for each contact if your setup requires highly personalized links.

QWhat is the best practice for setting up reminders before an event?

A common and effective best practice is to send multiple reminders. Consider sending them at 24 hours, 1 hour, and 15 minutes before the event. You can also send a 'day of' reminder in the morning. Tailor the frequency and timing based on your audience's preferences and the type of event, but always aim to inform without over-messaging.

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Some links are affiliate links — if you sign up we may earn a commission, at no extra cost to you. We only recommend GoHighLevel because we build on it every day.

Arsalan Zaffar

Revset Labs · Revenue Systems · 78+ GHL Builds

Arsalan writes GHL guides from real build experience — 78+ systems, $9.2M in client pipeline. Wharton, CXL & Google certified.

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Tags:GoHighLevelWebinar AutomationCustom FieldsWorkflowsEvent MarketingMarketing Automation