If you’ve ever run a webinar, you know getting people to actually sign up (and not just ghost you afterward) can be a pain. Forms are boring. People bounce. And even when they do register, you’re left wondering: is this person just curious, or could they actually turn into a customer?
This guide is for marketers, sales teams, or anyone tired of sifting through a pile of unqualified webinar signups. We’ll dig into how you can use Landbot—a no-code chatbot builder—to make your registration process not just smoother, but smarter. No fluff, just what works.
Why bother with a chatbot for webinar registrations?
Here’s the real answer: people ignore generic forms, but they’ll chat. A well-done chatbot can:
- Nudge users to finish registration
- Ask qualifying questions (without feeling like an interrogation)
- Sync data straight into your CRM or email tool
- Filter out the tire-kickers
But—let’s be honest—not every chatbot is a magic bullet. Some setups are clunky, slow, or just as annoying as the forms they replace. The trick is keeping things simple and focused.
Step 1: Map out what you actually need
Before you get lost in chatbot templates and GIFs, sketch out your bare minimum:
- What info do you need to collect? (Name, email, company, maybe one key qualifying question)
- How will you spot a good lead? What makes someone a fit for your webinar or sales team?
- Where does the data need to go? (Google Sheets, HubSpot, Mailchimp, etc.)
Pro tip: Don’t blow this up into a 10-question survey. The more you ask, the fewer people finish. Stick to the essentials.
Step 2: Set up your Landbot account and pick a template
If you haven’t already, sign up for Landbot. There’s a learning curve, but it’s way easier than coding your own bot.
- Landbot has a handful of webinar and registration templates—start with one. Don’t build from scratch unless you like reinventing wheels.
- Preview the flow. Does it feel like something you’d actually complete, or does it drag on?
What works: Templates save you a ton of time. You can always tweak the questions later.
What to ignore: All the bells and whistles (memes, five-minute welcome messages, etc.)—you want people to register, not bail.
Step 3: Build your registration flow
Now, get your hands dirty:
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Edit the intro message. Make it friendly and direct. No need for “We’re excited to leverage synergies”—just:
“Hey! Want to save your spot for our [Webinar Title]? I’ll grab a few quick details.”
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Collect essentials. At minimum:
- Name
- (Optional) Company or job title
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Add a qualifying question.
- Keep it light. For example:
“What’s your biggest challenge with [topic] right now?”
- Or a multiple choice:
“Which best describes you?” (Options: Just curious, actively evaluating solutions, etc.)
- Keep it light. For example:
-
Confirmation message.
- Thank them, confirm their spot, and (if you’re sending reminders) let them know what’s next.
What works:
- Using quick replies or buttons for multiple-choice questions—way faster than typing.
- Keeping the tone casual.
- Letting people skip non-essential questions.
What doesn’t:
- Making every field mandatory.
- Trying to “sell” the webinar inside the bot flow. If they’re here, they’re already interested.
Step 4: Connect to your tools
Don’t let those signups disappear into the void. Landbot can push data to other tools:
- Google Sheets: Dead simple for a small list.
- CRMs (HubSpot, Salesforce, etc.): If you need to score leads or send to sales.
- Email marketing (Mailchimp, MailerLite, etc.): For reminders and follow-ups.
- Zapier: For pretty much anything else.
Set this up in the “Integrations” tab. Test it—don’t just assume it works.
Pro tip:
Tag each registrant based on their qualifying answer. Makes segmentation a breeze later.
Step 5: Embed or share your bot
You’ve got two main options:
- Embed on your landing page: Copy-paste the code Landbot gives you. It can appear as a chat widget or take over the page.
- Share a link: Landbot hosts the bot for you; just share the URL.
What works:
- Embedding the bot so it’s the only way to register—no competing form.
- Keeping the page clean—no distractions, no “contact us” pop-ups.
What doesn’t:
- Hiding the bot below the fold.
- Giving people two registration options (form and bot)—they’ll pick the easier one (and it’s not always the one you want).
Step 6: Test like a real user
Before you launch, run through the bot yourself. Then get a friend (or a skeptical coworker) to try it.
- How long did it take?
- Did anything feel awkward or confusing?
- Did the data land where it should?
Fix anything that’s clunky. If you’re bored halfway through, your attendees will be too.
Step 7: Use the data
Now the fun part—you’ve got a list of warm, qualified registrants.
- Segment your follow-ups based on the answers you collected. Someone “just curious” shouldn’t get the same pitch as someone looking for a solution now.
- Send reminders. Use your email tool or CRM. No-shows are still a thing—give people a nudge.
- After the webinar:
- Ask for feedback (use Landbot again, if you want—short and sweet).
- Track who actually attended.
- Pass the best leads to sales, if that’s your goal.
What works:
- Personalizing your follow-up based on what people told you.
- Ditching anyone who clearly isn’t a fit—don’t waste their time or yours.
What to watch out for
- Overcomplicating the flow. The more steps, the more drop-offs.
- Mobile experience. Most people register on their phones. Double-check it looks good and works fast.
- Privacy and compliance. Don’t ask for info you don’t need. Make sure you’re up front about how you’ll use their data.
Keep it simple, tweak as you go
Don’t aim for perfect. Launch a basic chatbot, see how people actually use it, and tweak one thing at a time. The best registration flows are the ones people actually finish. Start small, iterate, and spend your energy where it matters—your actual webinar.
If you hit bumps, remember: most “best practices” are just guesses until you try them with your own audience. Keep it practical, and don’t overthink it.