Webinar and Event Registrations Through Voice and WhatsApp

Getting people to register is half the job

Whether it is a free NEET strategy webinar, a parents' seminar on studying abroad, or a health camp at your hospital, the hard part is the same. You need the right people to sign up, and then you need them to actually turn up.

Email invites often go unread. A single WhatsApp blast to everyone gets expensive and can hurt your quality rating if many people ignore it. Smart Growth AI splits the job across channels so each one does what it is good at.

How a registration campaign runs

Step 1: A short voice invite to the full list

Record a 30-second clip: who is speaking, what the event is, the date, and why it is worth attending. The IVR call goes to your whole list and tracks how long each person listened. Ask listeners to press 1 to register or speak to someone.

Step 2: Everyone who answered gets an SMS

An automatic SMS thanks them for listening and shares a number to call back. People who were busy during the call still have a way to reach you.

Step 3: Interested listeners get the invite with a form

• Listened 25 seconds or more: an Official WhatsApp template with the event details, a speaker video and a Register button that opens a WhatsApp form.
• Listened 10 to 25 seconds: an RCS carousel with highlights from past sessions and a registration link.
• Pressed 1: connected straight to your team, who can register them on the call.
• Under 10 seconds: no paid follow-up, so you are not spending on people who were not interested.

Step 4: Registrations go where you work

Each form submission posts to a Google Sheet you choose, or to your CRM via webhook/API through the custom form API. You see names, cities and what each person wants to learn before the day.

Step 5: Reminders and the join link

Automatic WhatsApp reminders go the day before and shortly before start time, each with the join link or venue location. Registrants who are not reachable on WhatsApp can get an SMS reminder instead.

Step 6: After the event

Attendees can get a thank-you message with next steps, such as a counselling slot or a brochure. People who registered but did not join can receive the recording, which keeps the conversation going instead of letting the lead go cold.

For education, healthcare and finance teams

Coaching institutes use this flow for free demo classes and rank-booster sessions. Overseas education consultants run country-specific seminars. Hospitals and clinics invite people to health talks or screening camps. Insurance and loan teams run explainer webinars for new products. The steps stay the same, only the clip and template change.

Connect it to the Smart Growth AI Campaign

The invite stage above is the Smart Growth AI Campaign applied to an event. The AI campaign report afterwards shows cost per registration, which voice clip kept people listening longer, and which template brought more sign-ups. Use that to plan your next session.

People who listened 25 seconds or more, pressed a key or replied can also be retargeted with Meta ads such as Instagram Reels or WhatsApp Status ads in the days before the event.

Start with your next event

Share your event date and audience list, and we will help you write the clip, set up the form and schedule reminders. Book a demo to walk through it with our team.