Post-webinar follow-up email drafts (Wistia + Gmail)

PromptCreate

Every day at 7am, run a Wistia post-webinar follow-up agent that drafts personalized emails in my Gmail. Trigger is a cron, daily at 7am in my local timezone. Never send anything. Drafts only.

Step 1: Call Wistia 'List Webinars' and find every webinar whose scheduled end time was within the last 24 hours. If none, exit and tell me there was nothing to follow up on.

Step 2: For each webinar that just finished, call Wistia 'Get Webinar Analytics' to pull the aggregated stats (title, scheduled date, recording link, any standout engagement moments) and 'Get Webinar Registration Analytics' to pull the per-registrant data: first name, last name, email, company if present, whether they attended live, how long they stayed if they attended, and how much of the recording they have watched so far.

Step 3: For every registrant, draft an email in Gmail using 'Create a Draft'. Pick one of two templates per person:

(a) Attendees (showed up live): a short thank-you that opens with their first name, references how long they stayed (e.g. 'thanks for sticking around for the full 45 minutes' or 'glad you could join us for the live walkthrough'), points to a specific timestamp or topic from the webinar they might want to revisit based on the analytics, and ends with a clear next-step call to action.

(b) No-shows (registered but never joined): a 'sorry we missed you' note that opens with their first name, includes the recording link, lists 2 to 3 specific moments or timestamps worth jumping to, and ends with the same call to action as the attendee email.

Personalization rules: always use first name in the greeting. Mention the company in a natural way if it is present in the registration data (e.g. 'Hope this is useful for the team at Acme'). If first name or company is missing, fall back to a natural greeting and skip the company reference rather than printing 'Hi there' followed by a blank. Reference the webinar title once in the opening.

Default call to action: 'book a 20-minute walkthrough with our team' with a placeholder booking link. Let me override this with my own CTA copy and link when I set up the workflow.

Subject lines: attendees get something like 'Thanks for joining {webinar title}'. No-shows get 'Sorry we missed you at {webinar title}, here is the recording'.

Set the 'To' on each draft to the registrant's email. Leave 'From' as my connected Gmail. Never send. Drafts only.

Step 4: At the end of the run, summarize: how many drafts were created, broken down by webinar and by attendee vs no-show, plus the Gmail search query I can paste into Gmail to find them all at once (e.g. 'in:drafts subject:thanks-for-joining OR subject:sorry-we-missed-you').

What does this prompt do?

Each morning, pulls yesterday's finished Wistia webinars and gathers who registered, who attended, how long they stayed, and how much of the replay they have watched.
Drafts a personalized thank-you to each attendee that calls out a moment from the webinar worth revisiting and lands on a clear next step.
Drafts a 'sorry we missed you' note to no-shows with the recording link, the best moments to skip to, and the same call to action.
Parks every message as a Gmail draft so you can scan, tweak, and send in one click. Nothing goes out without your review.

What do I need to use this?

A Wistia account that hosts your webinars and has access to attendance and engagement analytics.
A Gmail account connected with permission to create drafts on your behalf.
Optional: the call to action you want every email to land on, like booking a demo or replying to chat.

How can I customize it?

Move the run time later in the day if your webinars usually wrap on European or APAC hours.
Adjust the tone and copy of the attendee and no-show templates to match your brand voice.
Narrow the workflow to specific webinar series, hosts, or titles if you only want follow-ups for some events.
Swap in your own default call to action so every draft points to the next step you actually care about.

FAQs

Does this send the emails automatically?

No. Every message is parked as a Gmail draft so you can review, edit, and personalize further before sending. You stay in control of every send.

What's the difference between the attendee and no-show emails?

Attendees get a thank-you that references how long they stayed and a specific moment from the webinar worth revisiting. No-shows get a 'sorry we missed you' note with the recording link and the two or three best timestamps to jump to. Both end with the same call to action.

Can it handle days when more than one webinar finished?

Yes. Each morning it checks every webinar whose scheduled end time was in the last 24 hours and drafts emails for all registrants across all of them.

What happens if a registrant has no first name or company on file?

The draft falls back gracefully. It uses a natural greeting and skips the company reference rather than printing awkward placeholders like 'Hi there' followed by a blank.

Can I change the call to action at the bottom of each email?

Yes. Tell the workflow your preferred next step, like 'book a 20-minute walkthrough' or 'reply to start a trial,' and it will use that line in every draft.

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