All-in-One Webinar Platform That Automates Online Event Management Workflows

XLab Co., Ltd. is a reputable Japanese digital communications and marketing company headquartered in Osaka. The company specializes in providing webinar solutions for Japanese enterprise clients.

Beyond simply offering tools, XLab operates as a full-service event agency, supporting businesses end-to-end, from strategic planning and content production to data management and performance measurement. With a mission to become a future-building partner, XLab consistently focuses on technology innovation to optimize communication efficiency and deliver sustainable value to clients.

Customer Challanges

Mr. Fuji Katsuyuki, founder of XLab, had to single-handedly manage every aspect of the business in its early days, from sales and marketing to recruitment and training.

When organizing webinars, he constantly faced the challenge of juggling multiple disparate tools for each event, resulting in significant inefficiencies. This wasn’t just his problem. It was a common challenge across the Japanese webinar market at the time. Despite the rapid growth of webinars, existing platforms suffered from three critical limitations:

・Lack of automation leading to fragmented workflows

・Heavy reliance on manual operation making scalability difficult

・Insufficient analytics capabilities making ROI measurement challenging

Drawing from his firsthand experience and understanding the pain points other CEOs faced when “doing everything themselves,” Mr. Fuji set out to create an all-in-one automated webinar platform. However, during the product development process, XLab encountered significant challenges:

・Previous collaborations with domestic outsourcing partners proved inefficient, costly, and time-consuming

・The project stalled at the design phase, failing to meet quality expectations

・Business opportunities were lost due to delayed product development timelines

Customer Requirements

To address these challenges, XLab defined requirements for an all-in-one webinar platform capable of automating the entire webinar management workflow. Specifically, the system needed to include the following core features:

・Support for diverse webinar formats (live, on-demand, etc.)

・No-code landing page builder for creating professional registration pages

・Integrated automated email marketing tools

・Centralized customer management including registration data, viewing history, and user behavior analytics

・Comprehensive analytics and reporting to track key metrics for each webinar

Two reasons why customers chose Miichisoft

XLab identified two key differentiators that set Miichisoft apart from other outsourcing partners:

・Dedicated development team with Japanese consultant: Miichisoft provided a specialized remote development team with direct involvement from a Japanese consultant throughout the project. This ensured seamless communication and effectively bridged complex domain knowledge gaps.

・Deep understanding, adaptability, and proactive consultation: The Miichisoft team demonstrated a strong grasp of XLab’s challenges, flexibly adapted to evolving requirements, and proactively proposed optimized solutions for the project.

Miichisoft’s Solution

Based on XLab’s vision for an all-in-one webinar platform, Miichisoft handled the entire development process and technical implementation to bring this vision to life. The platform was built around three core feature sets:

Automating the Customer Experience

・Webinar Hosting: Support for live streaming, pre-recorded videos, and simulated live broadcasts

・Automated URL Generation: Automatically creates unique viewing URLs for each registrant

・SMS/Email Reminders: Sends automated reminder notifications with high deliverability rates

Optimizing Lead Generation and Nurturing

・CMS Functionality: Provides templates for creating landing pages and registration pages with intuitive editing

・Customer Management: Centralized management of registration data and webinar viewing history

・Customizable Registration Forms: Flexible, configurable registration form builder

・Email Marketing: High-deliverability email campaign support

・LINE Marketing: Integration with LINE Official Account for customer engagement

・Member Management: Role-based access control for effective team collaboration

Performance Measurement and Optimization

・Webinar Analytics: Displays key metrics including registration rate, attendance rate, and drop-off rate

・Real-time Dashboard: Monitor performance metrics in real-time

・Survey Tools: Collect and analyze attendee feedback

Project Results

・6-month time-to-market: From requirements analysis through development to the successful launch of the complete WebinarBase product.

・61% reduction in webinar operation time through centralized management system automation.

・Business model transformation: Progressive shift to a one-stop service model, streamlining operations for enterprise clients.

・Exceptional growth trajectory: 200% quarter-over-quarter customer growth rate, rapidly establishing WebinarBase as a leading platform in the Japanese market.