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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Sending the appropriat...
Customer experience | Sales, Customer Insights,...
Suggested answer

Sending the appropriate "Join Teams meeting" link, when multiple meeting options are offered

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Posted on by RobBcn 10

Hi,

here's my situation. I'd like to offer my contacts 3 different dates for a training session (delivered via Teams), send them a reminder 1 hr before the teams meeting, and then send a "thank you" email to the ones who attended and a "here's a recording of a session" to the ones that did not.

So far I created the 3 different Events, in Dynamics 365 (they correctly appear in my Teams calendar as well), and I've created an email that contains 3 "register" buttons, each one for each of my different sessions.

But now I am stuck and not sure how to proceed.

The only option I can think of seems a bit convoluted, i.e. use one customer journey per event, by:

  1. Creating 3 different dynamic behavioral segments (one for each event) holding registered contacts by event. Contacts would added to the event upon registration to the corresponding event.
  2. Creating 3 different customer journeys (one for each event, pointing to the respective segment), which would have a "thank you for registering, here's your link" and a reminder email (pointing to the appropriate event). In each journey, the day before the event a reminder email would be sent, and then it would branch out depending on attendance to the event.
  3. However, since each email would have a link to a specific event, I would need to create 3 copies of each email that contains a link to an event (since each one would be pointing to a specific event), meaning I would need to create 3 "thank you for registering" emails, 3 reminder emails, 3 "thank you for attending" emails, and 3 "we missed you, here's a video" emails.

All in all, this process would require

  • 3 different events 
  • 1 "events available" announcement email (displaying the meeting alternatives)
  • 3 different forms (one per event)
  • 3 different segments (one per form completed)
  • 3 different customer journeys
  • 3 different "thanks for registering" emails
  • 3 different reminder emails
  • 3 different "thanks for attending" emails
  • 3 different "we missed you" emails

The numbers start growing dramatically as I add further meeting alternatives, hence the "seems convoluted" perception I have. 

Is this the only way for doing this?

 

Thanks!

  • Suggested answer
    Diana Roy Profile Picture
    Diana Roy on at
    RE: Sending the appropriate "Join Teams meeting" link, when multiple meeting options are offered

    Hi Rob, sorry for the delay in answering

    Here’s how I see it:

    - I think you're right - that would be the process to create the expected journey. (Number of records needed is quite high)

    - you could leverage some OOB templating mechanism (for events / sessions / emails for example that would save time)

    - An alternative flow [in outbound marketing] would be to create 1 journey with 1 event with 3 different sessions (with teams) as well. If you're using forms in Event Website, you should have session registrations as well so user can pick which session to register for on the registration page. This way you will have 1 event 3 session, 1 email with 1 registration button and could get confirmation (3 in total covering each flow) emails (for registered sessions) the emails could have the “Join in Teams” links where registrants would be able to join the meeting. And finally, the “We missed you” and “thank you for attending” emails.

    If you'd like to further automate the flow, you can by creating all the records at once - for that you'd need to implement your own Workflows (or PowerAutomate flows). This is how most of our big customers do it and it is probably most practical to approach as they could tailor their experience for specific business required flows.

  • RobBcn Profile Picture
    RobBcn 10 on at
    RE: Sending the appropriate "Join Teams meeting" link, when multiple meeting options are offered

    Hi Nya, thanks for your reply.

    Unfortunately your suggested answer (in the post you refer) does not really reflect my situation, since that focuses on creating a Contact based upon submitting the form - and in my case the people filling up the forms will mainly be already existing Contacts.

    I run a test in which I had 3 dates for an event, and I created a simple Journey (with one "thank you for registering" email, and one "reminder, the event is about to start" in each), and I still had to create separate emails for each event.

    Is there any other way to do this?

  • Nya Profile Picture
    Nya 29,056 on at
    RE: Sending the appropriate "Join Teams meeting" link, when multiple meeting options are offered

    Hi,

    You can combine the customer journeys into one with swimlanes.

    Also, if you'd like to show some fields from event dynamically, please refer to my answer in the following issue:

    (+) Dynamic event information fields in marketing emails - Dynamics 365 Marketing Forum Community Forum

    It is necessary to ensure that the event is a contact Originating Event.

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