How to Let Users Choose a Webinar Slot with a Form and Send a Confirmation Email

This guide explains how to set up a form in HighLevel where users can select a preferred webinar time slot and automatically receive a confirmation email with their choice.

This method is best if you want a single registration form, multiple time options, and an instant confirmation message.

TABLE OF CONTENTS

• Overview
• Step 1: Create a Custom Field for Webinar Slots
• Step 2: Add the Field to a Form
• Step 3: Set Up the Confirmation Email
• Step 4: Optional Reminder Emails or SMS
• FAQs

Overview

• Create a custom field to store the webinar time slot.

• Add the field to a registration form.

• Use a workflow to send a confirmation email when the form is submitted.

• Optionally, add reminders before the webinar.

Step 1: Create a Custom Field for Webinar Slots

1. Navigate to Settings → Custom Fields.

2. Click + Add Field.

3. Select Dropdown or Radio Select.

4. Name the field: Choose Your Webinar Time.

5. Set the Object to Contact.

6. Add your slot options, such as:

   • Tuesday 7PM

   • Thursday 2PM

   • Saturday 11AM

7. Leave Allow Custom Values unchecked. This ensures users can only choose one of your preset times.

8. Save the field.

Step 2: Add the Field to a Form

1. Go to Sites → Forms → Create (or Edit).

2. From the Custom Fields tab, drag the new Choose Your Webinar Time field onto your form.

3. Add other required fields (First Name, Last Name, Email, etc.).

4. Save the form.

At this point, users can select their webinar slot when registering.

Step 3: Set Up the Confirmation Email

Form settings only control on-page behavior after submission (thank-you message, redirect, pixels). To send an email, you need a workflow.

1. Go to Automation → Workflows → Create Workflow.

2. Add a Trigger: Form Submitted → Select your webinar form.

3. Add a Send Email action.

   • Subject: Webinar Registration Confirmed

   • Body:

     Hi {{contact.first_name}},  
     
     Thank you for registering. You selected: {{custom_values.choose_your_webinar_time}}  
     
     Here’s your webinar link: [Insert Zoom/Meeting Link]  
     
     See you there.  
     

4. Save and publish the workflow.

Now, every registrant will immediately get a personalized confirmation email with the correct slot.

Step 4: Optional Reminder Emails or SMS

If you want to send reminders before the webinar:

1. In the same workflow, add Wait Until actions relative to the webinar time.

2. Send reminders, for example:

   • 24 hours before

   • 1 hour before

   • 10 minutes before

If you run multiple sessions, you can add If/Else conditions in the workflow based on the chosen time slot.

FAQs

Q1. Should I allow custom values in the dropdown/radio field?
No. Keep it unchecked so registrants can only choose from your listed webinar times.

Q2. Can I do this without a workflow?
Only if you want a thank-you message on the page. Sending confirmation emails always requires automation.

Q3. Can I branch reminders by time slot?
Yes. Add an If/Else step in the workflow based on the field value “Choose Your Webinar Time.”