HireJhon152registrants (June 17, 2026 webinar)
74 (49%)joined the live webinar
28stayed for the whole session (hot)
The client
A US financial-education company that sells coaching on business funding and credit. Live webinars are their main way to turn ad leads into sales calls.
The challenge
Webinar registrants have to be reminded, tracked and followed up quickly, or most of them never show up and the sales team can't tell who is worth calling first.
What I built
- Registration triggers everything. When someone submits the webinar form, a GoHighLevel workflow waits one minute, then creates their card in the Registrant stage of the Live Webinar pipeline.
- Reminders nobody has to send. A confirmation email goes out right away and a text two minutes later. Then reminders run on a schedule: 8, 7, 5 and 3 days before, the day before, the morning of, one hour before, 10 minutes before, and a "we're live" text at start time, with voicemail drops along the way.
- Zapier connects WebinarJam. Reaching the Registrant stage triggers a Zap that registers the lead in WebinarJam and writes their webinar date and calendar link back into GoHighLevel.
- Attendance sorts the leads. After the webinar, WebinarJam's watch time comes back to GoHighLevel and every attendee is sorted: Cold (under 15 minutes), Warm (15–45 minutes) and Hot (the whole session).
- Hottest leads get called first. The team follows up from the pipeline with a power dialer I built inside GoHighLevel, starting with the Hot column.
- Optional offers on the thank-you page ($17 ebook, $49 grant list, $39 Business 101 bundle) help pay for the ad leads.
The results
| June 17, 2026 webinar | Count |
|---|---|
| Registrants | 152 |
| Joined (cold + warm + hot) | 74 (49%) |
| Hot: stayed the whole session | 28 |
| Warm: 15–45 minutes | 13 |
| Cold: under 15 minutes | 33 |
Counts are from the client's GoHighLevel pipeline. For reference, the same client's July 2026 webinar campaign on Meta brought in 102 leads at $3.33 each.
Why it matters
- More people in the room. Every registrant gets the same reminders without anyone sending them by hand.
- The team knows who to call. Watch time turns into Cold, Warm and Hot, so the hottest leads get the first calls.
- One connected journey. Ads, forms, CRM stages, the webinar platform and follow-up all talk to each other.
Want a system like this?
I build GoHighLevel systems that run your follow-up for you, and the Meta ads that fill them. Book a free call and tell me how your leads come in today. You can also read how the ads side works in my Meta ads case study.