Customer data platform for webinars: one profile per person

In Webinly the contact is the profile. It is created the first time someone gives you their email, and everything they do afterwards lands on that record. Contacts come with every plan.

Where the data comes from

Registration pages, the webinar room, the checkout inside the webinar, forms and booking pages, and the emails Webinly sends all write to the same contacts. You can also add a contact by hand or import a CSV. Registration and form questions can fill custom fields you define.

Profiles are matched on email address, ignoring capital letters, so a second registration never creates a second contact; each registration adds a tag for its webinar instead. A later registration or form only fills in a name or phone the profile lacks, unless a form answer is mapped to that field, which replaces it.

One person, two email addresses

Someone who registers for one webinar with a work email and for the next with a personal one starts as two contacts. If the second arrives with exactly the same phone number as the first (spaces and dashes aside), Webinly links them to one person on its own, without asking. Other likely duplicates are suggested on the profile: the same phone with or without its country code, the same inbox written differently, or the same name. You can also search by email. Combining links both contacts to one person, so segments, scores and lifetime traits count both addresses together, while each contact keeps its own record, tags and timeline. You confirm each suggestion and can undo it right after, although activity already combined stays with the contact you kept. Ask for phones with the country code everywhere, so one number is always written one way.

The contact timeline

Each profile has a timeline, newest first: registrations with the campaign or site that sent them, attendance with watch percentage, watch milestones, poll votes, questions, chat messages, calendar adds, form submissions, bookings, deals won or lost, and the most recent emails Webinly sent them, each with its latest status. Filters narrow it to buying signals or emails. The profile also shows the first and the latest campaign that brought the person in.

Traits: the counted facts

Next to the timeline sit the counted facts: webinars attended, average watch, registrations, bookings, lifetime value, and recent emails sent and opened. Lifetime value is shown as one figure in US dollars. Sales in Kuwaiti dinars are converted at a fixed rate built into Webinly, not the day’s exchange rate. Sales in Saudi riyals or UAE dirhams are added at face value, not converted. If you sell in riyals or dirhams, compare lifetime value between people who paid in the same currency. Several of these, plus whether someone reached the pitch, work in segments. Reached the pitch updates the moment the offer appears; heavier totals such as average watch and lifetime value refresh on a schedule.

Scores, in short

Every profile also carries up to three scores: engagement, buyer intent and qualification, shown as Fit, which stays blank until there is something to score. How they are built is on the webinar CRM and lead scoring page.

While you build, a live count shows how many people match, and you can check the overlap with another segment. Saving matches past activity too. After that, membership updates the moment a qualifying action lands, and a scheduled recompute catches people whose “in the last N days” window has run out. You can freeze the members into a fixed list, add a whole segment to an automation, or start one when someone joins or leaves it.

Ready-made segments cover the usual follow-up lists:

Buyer groups. Everyone who has bought through the in-webinar checkout is placed in one of six groups by how recently, how often and how much they bought: champions, loyal, promising, new, at risk (strong past buyers going quiet) and lost. The groups work as segment conditions (the RFM group field), so “moved into at risk” can be the start of a win-back.

Each contact sits in one of five lifecycle stages: Lead, Warm lead, Hot lead, Customer and Churned. Most follow from what the contact did, such as watching 80% of a webinar, and a stage you set by hand wins over the rules. The rules for each stage are on the webinar CRM page.

Once an account has enough purchase history, profiles also show a churn risk and a predicted lifetime value, each as low, medium or high. Until then they stay hidden rather than showing a guess. They are estimates meant to show direction, not guarantees, and they can be used in a segment.

Import. Upload a CSV, match its columns to Webinly fields (email is required; name, phone, tags and lifecycle stage are optional), check the preview, then import. Contacts that already exist are matched by email: a filled cell updates their name or phone, an empty one changes nothing, and imported tags are added to theirs. A sample file shows the format, and spreadsheets saved with semicolons instead of commas are read correctly.

Export. Export downloads your contacts with the current search, stage and tag filter applied: email, name, phone, lifecycle stage, tags, dates and your custom fields. A segment or list you have open is not applied to the file, and the timeline, scores and traits stay in Webinly.

Consent and erasure. When a registration page, form or booking page asks for consent, the profile keeps the exact wording the person agreed to and when. For a deletion request, Erase contact first shows what will go, then deletes the profile, its notes, timeline and list memberships, and blanks the person’s details on registrations, bookings and form responses. If they had unsubscribed, that record stays, so they are not emailed again, and payment references stay for your accounts.

It starts from an email address. Someone who never gives you an email is not a contact. Two addresses stay two contacts, even once they are combined for segments and scores. Only an identical phone number combines them without asking; everything else is a suggestion you confirm, made on exact matches, never on a guess.

It keeps what happens in Webinly. Purchases made through the in-webinar checkout count toward lifetime value, buyer groups and the purchase conditions in segments; form payments and sales made outside Webinly do not. An import brings in contact details, tags and stages, not past purchases or activity. It is not a data warehouse for every tool you use.