Webinar producer agent for healthcare and life sciences marketing teams with medical-legal review on Salesforce

What The Producer does

A 200+ person healthcare or life sciences company (think a medical device or digital health vendor selling to hospital clinical leaders, pharmacy directors and health system administrators) runs a steady webinar program, but every event starts from a blank page. Someone rewrites the landing page, the invite series and the speaker brief, then waits on MLR review, and by the time copy is approved promotion has a week or two left. The Producer works for the marketing team and owns the production timeline for each webinar: it opens a project the moment a webinar is proposed, assembles a first draft of every asset from approved templates and a governed claims library, schedules MLR review windows backward from the event date so promotion launches on time, keeps Salesforce Campaigns and the webinar platform in sync, and produces follow-up and repurposing drafts that go back through review before anything goes out. Because the team asked for build and maintain, the agent, its templates, its integrations and its compliance filters are kept working and updated by an outside team, not by marketing ops.

Custom build

The team runs Salesforce, so this is a custom AI build orchestrated with n8n (self-hosted where data control matters) rather than a HubSpot Breeze agent. A custom build lets the model run in an environment covered by a BAA, keeps PHI screening as a hard step before any text reaches the model, and integrates directly with Salesforce Campaigns, Account Engagement, the webinar platform and the existing promotional review process. Salesforce-native agent features can handle simple record updates, but the review packet logic, claims matching and cross-system timeline control are better served by a purpose-built agent that an outside team maintains.

What starts it

• A webinar request is submitted through an intake form or a new Salesforce Campaign record of type Webinar is created with a target date
• An MLR reviewer approves, rejects or requests changes on an asset, which moves the timeline forward or recalculates it
• A registration milestone is checked against plan at fixed points before the event (for example, behind pace triggers an extra promotion wave proposal)
• The webinar ends and the platform posts attendance, Q&A, poll and recording data
• A speaker or panelist confirms, drops out or changes, which forces a rebuild of the run of show and bio blocks

What it reads

• Salesforce (Campaigns, Campaign Members, Contacts, Leads, Accounts, plus Marketing Cloud Account Engagement for email sends and consent fields)
• Webinar platform (such as Demio, or an enterprise platform already in use) for registration, attendance, polls and Q&A
• An approved claims and references library (in Airtable or the existing promotional review system) holding MLR-cleared statements, required safety and indication language, and reference IDs
• Template library of past approved webinar pages, invite sequences, reminder ladders, run of show formats and disclaimers
• Recording and transcript files from the session, processed through Castmagic and Descript for repurposing drafts
• Brand and compliance guidelines, including fair balance rules, disclaimer text and audience restrictions (HCP only versus general audience)

When a person takes over

• MLR reviewers approve every external asset and every new clinical claim; the agent never publishes or sends promotional content on its own
• Medical affairs answers attendee questions that touch clinical evidence, safety or off-label use, because the agent only routes and logs these and must not draft a medical response
• The privacy or compliance officer takes over when the PHI screen quarantines content, decides whether it is handled as an incident, and confirms deletion
• The webinar owner in marketing decides when the agent flags a timeline conflict (move the date, cut assets, or request expedited review), and compliance handles any speaker agreements and healthcare provider payment reporting tied to paid speakers

Rules it follows

• No protected health information enters prompts, logs or the model environment unless it runs under a signed BAA, and even then Q&A, chat and survey free text is screened and redacted first; the system is designed so PHI is not needed for any task
• Clinical, efficacy and safety statements may only come from the approved claims library with a reference ID, required indication and safety language is inserted automatically, and any statement not in the library is flagged as new for MLR rather than written freely
• Audience rules are enforced: HCP-only content is only promoted to contacts with a verified HCP flag in Salesforce, and consent and opt-out fields are checked before every send
• The agent drafts and stages but never sends, publishes or changes live campaigns without a recorded human approval tied to the asset version
• All prompts, outputs and approvals are versioned and retained in an audit log (with PHI excluded) so any asset can be traced back to its reviewed source

How you know it works

• Days between webinar approval and first promotion send, tracked against the planned calendar
• Share of webinar assets built from reused, previously approved templates rather than written from scratch
• MLR review cycles per asset and the share of assets approved on first submission
• Registrations and attendance rate per webinar, recorded consistently in Salesforce Campaign Member statuses
• Time from webinar end to approved follow-up send, and the number of repurposed assets released per event

From pilot to live

1. Pilot (one upcoming webinar)Load existing approved templates and the claims library, connect Salesforce and the webinar platform in a sandbox, confirm BAA coverage and PHI screening, and run the agent alongside the team on one webinar. MLR reviews every output and gives feedback on the review packet format.
2. Standardize (next few webinars)Lock the backward calendar, reminder ladder and run of show formats, turn on live Salesforce sync and post-event processing, and tune the PHI filter and claims matching based on what reviewers rejected. Add the behind-pace registration check and repurposing drafts.
3. Full program with ongoing maintenanceEvery webinar starts in the agent from intake. The maintaining team updates templates and the claims library as approvals change, monitors integrations and audit logs, retests PHI screening after any platform change, and reviews KPIs with marketing on a regular cadence.