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Update Member Status of GoToWebinar in Salesforce

Explore More GoToWebinar Articles 👉 Article 1: Get Started Article 2: Create a Webinar Article 3: Create Webinar Form, Page and Emails & Colors Article 4: Update Status on Pardot.... Keeping your Sal…

Chandni Danhoo
Updated by Chandni Danhoo

Article 1: Get Started Article 2: Create a Webinar Article 3: Create Webinar Form, Page and Emails & Colors Article 4: Update Status on Pardot

Keeping your Salesforce campaign member statuses up to date after a webinar is essential for accurate reporting and follow-up. This guide walks you through updating member status — specifically marking attendees—using Pardot Automation Rules to:

🛠️ Step 1 - Create an Automation Rule

Go to Pardot ➡️ Your Campaign Folder ➡️ Create an Automation Rules

Naming Convention

Include the member status in brackets and end with “AUTO” for clarity and consistency.

Format: [Country code][Campaign Code][Webinar Name] (Attended) [Language] AUTO
Example: BE 25CD1602 Automation Webinar (Attended) NL AUTO

⚙️ Step 2: Configure the Rule

MatchType

Criteria / Rule

Actions

Match all

Prospect webinar ➡️ Attended webinar ➡️ [Select your webinar]

Add to CRM Campaign ➡️ [Select your Salesforce campaign]

Member Status ➡️ [Select the Member status]

🔍 Step 3: Preview and Run the Rule

Once you click on Create automation rule, your automation rule will be created in "Pause" Mode. Always use the "preview" to check if the number of matches is correct, and then click "Resume automation rules" to start the process.

  1. Click Preview matches to verify the number of matched prospects. Always check if the numbers are correct before you activate the automation rule.
  2. Once verified, click Resume Automation Rules to execute.

🔄 You will receive a notification via your email when the the automation rule preview completes. Refresh the page and check the number of matched prospects at the bottom.

🧹Step 4: Handle Exceptions

Some campaign members may retain the status “RSVP Yes” due to:

👉 Manual removal of registrations in GoToWebinar

👉 Merged contacts/leads in Salesforce

Solutions:

✔️ Use the Webinar Report in Pardot or check GoToWebinar directly

✔️ Manually update campaign member status in Salesforce to “Attended” or “No Show”

🧼 Step 5: Pause and Delete the Rule

  1. After all updates are complete, pause the rule
  2. Notify the Marketing Automation team to delete it (only admins can delete)
  3. The team performs monthly cleanups of inactive rules

💡Best Practices

Best Practice

Why It Matters

Permission / access to create automation Rule

Check with Marketing Automation Team if you're ensure about your permission to create Automation Rules in Pardot.

Use consistent naming for automation rules and campaigns

Ensures clarity, simplifies tracking, and supports team collaboration

Always preview before running automation

Prevents errors by verifying matched prospects before execution

Coordinate with Marketing Automation for cleanup

Keeps Pardot organized and ensures inactive rules are properly managed

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