Prepare one event information sheet before writing the registration page, confirmation message or calendar entry. Use it to keep the attendee's information consistent. A change to the event needs to reach every place that describes it.
Record the session, audience, full date, start time, time zone, duration, attendance method and owner of attendee questions. Put the information needed to decide on attendance before registration. Use the joining instructions for the practical steps that follow.
This is a planning guide. The event below is fictional; it is not an invitation or a demonstration of a configured webinar service.
Give the event one complete date and time
Start with a full date, local start time and named time zone: for example, October 22, 2026, at 1 p.m. Chicago time. In your working sheet, also record the zone identifier, such as America/Chicago, and the duration.
Use the actual event date when converting times. A location's offset can change with daylight-saving rules; the IANA Time Zone Database tracks changes to offsets and those rules. A fixed difference remembered from an earlier event may not apply to the next one.
If your audience spans several locations, show a few useful local equivalents and offer a calendar entry whose time zone you have checked. Keep the event's full date visible: a conversion can put an attendee on a different calendar day.
For more technical context, the W3C's draft guidance on time and time zones explains location-based zone identifiers and date-dependent offsets. It is a work in progress, not a finished W3C standard.
A worked event information sheet
Imagine a studio planning a live session called Prepare a product photo shot list. All details below are fictional planning inputs. The time conversions were checked for these dates on October 6, 2026; verify your own dates and calendar software before sending invitations.
| Detail | Fictional example |
|---|---|
| Audience | Small-shop owners preparing their first product photography session |
| Session promise | Leave with a draft list of the photos to take for one product |
| Format | Live demonstration with questions at the end |
| Date | Thursday, October 22, 2026 |
| Host time | 1–1:45 p.m., Chicago time (America/Chicago) |
| New York equivalent | 2–2:45 p.m. on October 22 (America/New_York) |
| London equivalent | 7–7:45 p.m. on October 22 (Europe/London) |
| Duration | 45 minutes, including questions |
| Preparation | Bring one product and a way to take notes |
| Joining instructions | To be supplied by the event coordinator after the attendance system is chosen and checked |
| Recording | No recording is promised in this example |
| Questions owner | The studio's event coordinator; a real contact method still needs to be supplied |
Settle the joining method and contact details before opening registration. Record who will finish that work. “Everything will arrive automatically” needs a working process behind it.
From the settled details, the first part of the page could read:
Prepare a product photo shot list
A 45-minute live workshop for small-shop owners. Plan the photos you need for one product, then bring your questions to the closing discussion.
Thursday, October 22, 2026 — 1 p.m. Chicago / 2 p.m. New York / 7 p.m. London. Bring one product and a way to take notes.
Complete the real joining and support arrangements before adding a registration action to that copy.
Decide where each detail belongs
Keep the information needed to decide on attendance available before registration: topic, intended audience, full date, named time zone, duration, format and preparation. Include any attendance conditions that affect that decision. If a recording is not available, say so when readers might otherwise reasonably expect one.
After registration, explain the next practical step. That may be a joining link on a confirmation page, an email containing instructions, or a later message from an event coordinator. Describe the arrangement you have actually established. An expectation about email delivery is not evidence that delivery works.
If joining links are private or unique to each registrant, keep them out of the public information sheet. Record who controls them and where the attendee obtains their own instructions. Do not paste a host or administrator link into a visitor-facing message.
Compare the attendee's information in four places
Before promotion, inspect the registration page, confirmation, calendar entry and joining instructions side by side. Use a fresh test registration where the workflow permits it.
| Place | What to compare against the event sheet |
|---|---|
| Registration page | Topic, audience, full date, time zone, duration and attendance conditions |
| Confirmation | Correct event and a clear statement of the next step |
| Calendar entry | Same event date, start, end and intended zone when viewed as a guest |
| Joining instructions | Attendee destination, access requirements and a usable contact for problems |
Check access with the permissions an attendee will have. An organizer's successful entry proves only organizer access. For an email promise, check arrival and contents through the intended process. Check promised reminders separately.
Check who receives each reminder
For each confirmation, reminder or event-change message, name one sending system and one person responsible for checking it. Record the eligible registration status, send time and time zone. If several tools can send the same message, decide which one owns that send and check the others' settings.
Use the schedule your chosen setup supports. Someone registering after an earlier reminder was due needs a different check from someone who registered a week ahead. A saved request may also need approval before the person can attend.
Use an authorized test event and recipients you control. Write the expected result before testing these cases:
Scroll horizontally to compare all columns.
| Test case | Set up the case | What to verify |
|---|---|---|
| Normal registration | Register and reach the status required for attendance | The intended record exists. The confirmation has the correct next step, and promised reminders arrive at the configured times. |
| Late registration | Register after one reminder window has passed | The attendee receives usable joining instructions and the remaining planned messages. Check any catch-up rule explicitly; an outdated reminder should not send by accident. |
| Repeat registration | Submit the same test attendee again | Inspect the resulting records and messages against your repeat-signup rule. Check for unintended duplicates; decide separately whether an intentional confirmation resend is useful. |
| Canceled or rejected registration | Where supported, change the status after a reminder has been queued | Future joining reminders exclude that registration. Check any cancellation or rejection notice separately. |
| Rescheduled or canceled event | Change the event after reminders have been prepared | Obsolete reminders are canceled or replaced. The change notice and any remaining messages use the correct event details. |
Record the actual registration status, message contents, configured due time and observation window. Keep a reference to the record, received message and available queue or send history. Mark each case PASS, FAIL or NOT VERIFIED, with an owner for anything unresolved.
One empty inbox check does not prove that a reminder was stopped. Inspect the available queue or send history and check through the time it was due. If you cannot observe the required behavior, keep it NOT VERIFIED. A message preview or simulated workflow is not an actual delivery test.
These are checks to run in your selected setup. They do not establish that ClickFunnels AI or a connected provider automatically merges registrations, cancels messages or delivers reminders.
Reschedule the event, not just the headline
Suppose the fictional session moves to October 29, 2026, at 1 p.m. Chicago time. The corresponding London time is 6 p.m., while New York remains 2 p.m. The UK's October 25 clock change falls between those dates, while US daylight saving continues until November 1. Keeping “7 p.m. London” from the old copy would give that audience the wrong start time.
Use this change sequence:
- Record the new full date, host time, zone and duration in the event sheet. Keep a short note of the old and new details.
- Recalculate each audience time for the new date, including its local calendar date.
- Update the registration page, confirmation, calendar entry and joining instructions. Check that obsolete queued reminders are canceled or replaced, then verify the revised schedule.
- Check how your chosen system updates existing registrants. Prepare a separate notification if the system does not deliver that change.
- Inspect the revised details from an attendee's view and confirm that the change message was delivered through the intended channel.
Check what happens to a calendar entry someone has already saved. A page edit alone does not establish that it changed. Verify the behavior in the event and calendar tools you selected.
Make your own event information sheet
Use the webinar information worksheet to record the event, local equivalents, joining arrangements, message owners and a change history. Its test record keeps expected outcomes separate from observed results, with an owner for unresolved decisions.
Once the sheet is complete, use it when preparing a ClickFunnels AI project brief. The agent guide describes its own workflow and access requirements. A finished information sheet does not schedule a session, register an attendee or send an invitation.
Common questions
Can I show only my own local time?
Show the full date and named zone even if you display one time. Add checked local equivalents when they will help your audience, or use a calendar entry with a verified time zone. Avoid an unexplained label such as “Thursday at 1.”
Should I promise a recording?
Only when you have decided to provide one and can support its recording, access and delivery. A live session and a later recording are different promises.
What counts as a completed registration?
Define it for the workflow you use. A useful check is that the intended registration destination contains the request and the attendee can obtain the correct next instructions. That does not establish attendance.