How to Automate Your User Onboarding Process with Webinars

What is Customer Onboarding?

Customer onboarding is the process of guiding new users through their first experiences with your product or service. It’s more than just a welcome email – it’s about helping users find value quickly and ensuring they feel supported from day one. An effective onboarding process sets the tone for the entire customer relationship.

Why is this so important? Because onboarding directly impacts customer success and retention. A strong start increases the chances that a customer will stay, engage deeply, and become an advocate for your brand.

Traditionally, onboarding has relied on 1:1 calls, lengthy manuals, or drip email sequences. While these methods work on a small scale, they often struggle to deliver consistent results. They’re time-consuming, hard to scale, and don’t always keep users actively engaged.

What is a Customer Onboarding Webinar?

A customer onboarding webinar is an interactive online session designed to help new users get started with your product. It uses webinar technology to deliver training, walkthroughs, and Q&A sessions in a scalable way. Whether live, pre-recorded, or a hybrid of both, webinars combine education and engagement into one powerful experience.

Why do webinars work in onboarding?

Webinars work especially well for user onboarding because they offer personalization at scale. Unlike static content, webinars allow for real-time interaction, making users feel seen and supported. They also educate in a visual, emotional way that helps ideas stick – perfect for walking users through setup or key features. Here is what matters the most:

• Personalization
• Real-time interaction
• Scalability

Formats vary: you might host live onboarding sessions weekly, offer pre-recorded product tours, or build a hybrid approach with live intros and automated follow-ups. Using webinar funnels for onboarding can improve consistency and drive better outcomes.

Automated webinars for onboarding

On-demand automated webinars are an excellent solution for streamlining your onboarding process while keeping it engaging and scalable. Instead of repeating the same onboarding session for every new user, you can record a high-quality webinar once and make it available anytime. This approach ensures consistency in your message and gives users the flexibility to join when it’s most convenient for them – no scheduling headaches required.

With the help of user onboarding tools like LiveWebinar, you can add automated email sequences, embed quizzes or surveys, and include helpful resource links – all within your webinar. This type of user onboarding automation saves your team hours of manual work while still offering a personal, informative experience. Plus, you can track viewer engagement, identify drop-off points, and use that data for onboarding process improvement. 

By incorporating on-demand webinars into your onboarding funnel, you’ll be able to reach more users, provide immediate value, and lay a solid foundation for long-term customer success.

With the right user onboarding software, like LiveWebinar, you can automate much of this process while maintaining a personal touch. This is key to onboarding process improvement and customer success.

Benefits of Using Webinars for User Onboarding

Using webinars for customer onboarding has several major advantages:

• Save time by reusing the same helpful content over and over, while still adding a personal touch with live sessions.
• Keep people interested with video, screen sharing, and Q&As — way more exciting than a long PDF or email.
• Help users get started faster by walking them through key steps in real time.
• Make it feel more human with a friendly voice or face guiding them along.
• Learn what’s working (and what’s not) with tools that show where users drop off or get confused — so you can keep improving.

How to Build a Webinar Funnel for User Onboarding

If you’re looking to improve your onboarding process and actually keep new users excited about your product, a webinar funnel might be your secret weapon. Done right, it’s like giving each user a guided tour – at scale. Let’s break it down into five easy, practical steps you can start using today.

Step 1: Segment your users

Not all users are the same – and your onboarding shouldn’t be either. Start by grouping new users by role, product tier, or goals. A marketing team will need a different intro than a technical admin. Segmentation helps you deliver content that actually makes sense to the person watching.

Step 2: Create useful, beginner-friendly content

This is your chance to help users hit the ground running. Focus on the first few key actions they need to take. What common mistakes should they avoid? What quick wins can you show them? Use real examples, share your screen, and keep it practical. A little clarity goes a long way.

Step 3: Automate the flow

Let your tools do the heavy lifting. With user onboarding automation, you can automatically send out webinar invites, reminder emails, and follow-ups – without lifting a finger each time. Many user onboarding software platforms (like LiveWebinar!) let you schedule everything in advance and even run sessions on autopilot.

Step 4: Keep it interactive

During the webinar, use built-in tools like polls, live chat, and Q&As to make it a two-way conversation. These engagement features not only keep things interesting – they help you learn more about your users and their needs in real time.

Step 5: Follow up like a pro

After the webinar, send an email series with helpful resources, a replay link, and maybe even a quick feedback survey. This step is key to onboarding process improvement. You’ll show users you care while collecting insights to make your next session even better.

By using webinars for new users, you’re not just teaching them how to use your product – you’re welcoming them into your community. With the right user onboarding tools and webinar funnels in place, you can turn one-time users into long-term fans.

Customer Onboarding Webinar Software – What to Look For

When choosing user onboarding software for webinars, keep an eye out for these features:

• Automation: Look for automated registration, email reminders, and on-demand options.
• CRM & tool integrations: Seamlessly connect your onboarding process with platforms you already use.
• Engagement tools: Chat, polls, breakout rooms, and screen sharing.
• Analytics: Reporting that tracks attendance, participation, and feedback.
• Scalability: Whether you’re onboarding 5 or 500 people, your platform should keep up.

LiveWebinar is a strong choice here. It ticks all these boxes with customizable registration pages, deep integrations, and robust automation tools. You also get real-time audience interaction features like polls and Q&A, along with detailed analytics to refine your process.

For teams looking to improve their onboarding and drive long-term success, onboarding webinars are a smart, scalable solution, and LiveWebinar makes it easy to get started.

Why LiveWebinar is a Great Choice for Customer Success Webinars

If you're looking for user onboarding software that combines power with simplicity, LiveWebinar is a standout choice. It offers a robust suite of user onboarding tools designed to streamline your onboarding process and create a better experience for your customers.

Here’s how LiveWebinar fits perfectly into your onboarding webinar strategy:

• Automation features: Set up automated onboarding webinars with pre-scheduled sessions, email reminders, and follow-ups — all with minimal effort.
• Interactive tools: Use screen sharing, whiteboards, polls, and breakout rooms to keep webinars for new users engaging and hands-on.
• CRM and marketing integrations: Connect with your favorite tools (like HubSpot or Mailchimp) to manage user data and improve your onboarding process in real-time.
• Recording options: Create evergreen onboarding funnels by turning your live sessions into on-demand content for users to access anytime.

With these capabilities, LiveWebinar helps support user onboarding automation, improve customer retention, and optimize your entire onboarding process from start to finish. Whether you’re onboarding 10 or 10,000 users, it scales with your needs while keeping the experience personal and effective.

Success Story 

Here are some practical examples of how webinars can be used in the user onboarding process:

• Product Walkthrough Webinars

Host a live or on-demand webinar that walks new users through the core features of your platform. For example, a project management tool might guide users through creating their first project, inviting team members, and setting deadlines.

• Weekly “Getting Started” Sessions

Offer recurring weekly webinars for new sign-ups, where a customer success manager explains the basics, answers FAQs, and gives best-practice tips. These webinars ensure no one gets left behind, even if they join at different times.

• Pre-Recorded Onboarding Series

Set up a series of short, automated webinars (e.g., 10–15 minutes each) covering specific onboarding steps. Use user onboarding automation tools to send the right session at the right time based on user behavior.

How We Use Webinars for User Onboarding at LiveWebinar

'At LiveWebinar, webinars are one of our key tools for supporting user onboarding', says Maciej Biegajewski, online marketing specialist at LiveWebinar — 'both when attracting new customers and nurturing relationships with existing ones'. There are two proven approaches:

1:1 Consultations as a Presales Tool

Before someone becomes a customer, we offer personalized consultations integrated with Calendly. The option to book a session appears in strategic areas of our website — especially where visitors might have questions or concerns (such as on our pricing page or key features section).

This allows us to:

• Have in-depth conversations with potential clients,

• Deliver tailored demo presentations based on their needs,

• Recommend the best subscription plan.

The result? This channel often converts up to 10 times better than PPC or SEO campaigns.

2. Recurring Webinars for Current Users (Free and Paid)

Each quarter, we host webinars for our current user base — including those on both free and paid plans. During these sessions, we:

• Showcase new platform features,

• Remind users of core system capabilities,

• Answer live questions,

• Collect valuable feedback.

These webinars are a great way to educate, engage, and activate our users. We often pair them with limited-time promotions, which help boost conversions from free to paid accounts.

Final Tips for Running Successful Webinars for New Users

Ready to launch your customer onboarding webinar? Here are some final, practical tips to ensure your sessions deliver real results:

• Focus on outcomes: Don’t just explain features — show how your product helps solve real problems and deliver value.
• Keep it short: Aim for 30–45 minutes max to respect your users’ time and attention span.
• Encourage interaction: Use polls, Q&A, or live chat to engage your audience — but always offer replays for those who can't attend live.
• Ask for feedback: Post-webinar surveys are gold for onboarding process improvement and future content planning.

Webinars aren't just a delivery tool — they're a powerful way to guide new users, boost engagement, and lay the foundation for long-term customer success. With the right structure, tools, and mindset, you'll turn every onboarding session into a confident step toward loyal, happy customers.

Ready to create a better onboarding experience?

To wrap it up, webinars are a powerful and scalable way to deliver a consistent, engaging, and effective user onboarding experience. Whether you’re onboarding ten users or ten thousand, they’ll help you save time, boost engagement, and set new customers up for long-term success. Ready to level up your onboarding process? Try LiveWebinar for free today and see how easy it can be!