Flow for when webinar cap is reached

[Anonymous]

We use GoToWebinar for our webinar platform because it integrates with Marketo. We sync the GTW webinar with the appropriate Marketo program and run registrations through our Marketo landing page and form. We would like to cap our registrations at 1,000 (which I have already done so in GTW) and then send those who fill out the registration form after the 1,000th person to a new flow that will send them a "sorry we're full" email. We will then email this group of registrants the On-Demand recording post-webinar.

Does anyone know how to send individuals to a new flow once 1,000 people have filled out a form? Trying to think through this but would love some suggestions!

[SanfordWhiteman]

Only way is via webhook.

This webhook can be Marketo-only using the "Resource Lead" pattern: update the score of a  shared lead representing the program, and check that shared lead's score when adding a new lead. It's tricky to set up but quite cool.

Or you can use an external webhook service, which is far more flexible but is, of course, an add-on (though likely free, unless you have hundreds of thousands of signups per month to manage).

[Anonymous]

Thank you for the response! Is there documentation that shows me how to do this? I was really hoping there was a custom field or token that could be created that sends people to a new flow once 1,000 people have filled out a specific form.

[SanfordWhiteman]

Is there documentation that shows me how to do this?

The resource lead documentation, such as it is, is in dribs and drabs here on the Community... BUT I just finished optimizing one part of it while I was on vacation, and I'll add the whole shebang to the blog in the coming week or so.

I was really hoping there was a custom field or token that could be created that sends people to a new flow once 1,000 people have filled out a specific form.

Unfortunately, no. 

Well, you do need a custom Score field to store the person's "member index" (i.e. they're the Nth member of a program). But there's no built-in feature that can populate that field.   So you have to use a custom way of populating it.

[Anonymous]

I've been working with my IT to get the webhook created but we keep hitting a wall. When do you think you will have the new documentation on your blog? And will I be able to find it here https://blog.teknkl.com/author/sanford/

[SanfordWhiteman]

Yes, it'll be there and also on the Products blog

[Anonymous]

Hi Sanford! Were you ever able to finish the resource lead documentation? I might be blind, but could not find it on your blog

[SanfordWhiteman]

Ah no, I still have a back(b)log and that one isn't published yet.  Did just put out another 2 blog posts this week though, for your distraction.

[Bill_Carney2]

Hey there! Any chance you've posted the webhook docs for caps? Super following! +Thanks

[SanfordWhiteman]

The details are there if you make your way through slides_marketo_mug_2019-01_live.zip. But still no prose version.