Adjust webinar email settings in the Zoom app

As a webinar organizer, you can customize email addresses going to panelists, registrants, attendees, and absentees who attend the webinar. HTML and FreeMarker formats are used in the emails to encode the emails.

The registration page for your webinar can also be customized to suit your needs.

Note:

The Meeting tab of Account Settings also includes the options to change the email templates for “Webinar Invitation Attendee”, “Webinar Invitation Attendee (No Registration)” and “Webinar Invitation Panelist”.

This article covers:

  • Customize email templates for all webinars in the account
  • Change webinar email settings for all webinars in the account
  • Change webinar email settings for a specific webinar
  • Webinar Email Templates
  • E-mail.

requirements

  • Account type: Pro, Business, Education, or Enterprise
  • Add-on for Zoom webinars
  • Knowledge of HTML, CSS and the FreeMarker format
  • Editing email templates for all webinars in an account requires account ownership or admin privileges

Notes: It is not possible to change the From field for webinar confirmations and reminders sent from Zoom for Pro accounts.

Customize email templates for all webinars in the account

  1. You can access the Zoom web portal by logging in.
  2. The webinar settings can be found under Account Management in the navigation menu.
  3. If you want to customize the email templates in a specific language, select that language from the Select email language drop-down menu. There are different email templates for each language.
  4. To customize an email template, scroll to the templates section and click Edit. Learn more about email variables here.
  5. After the code has been edited, click Save.
  6. You can review your changes by clicking Send preview email.

Note: Click Edit next to the template and click Restore if you need to restore the original template.

Change webinar email settings for all webinars in the account

  1. Log in to the Zoom web portal by entering your username and password.
  2. The webinar settings can be found in the Account Management section of the navigation menu.
  3. To access the Email Settings section, scroll to the bottom of the page.
  4. If you are interested in customizing email templates for a specific language, you need to select the language in the Select email language drop-down menu. The email templates for each language are different from each other.
  5. To change whether these emails are sent by default or not, click Edit next to the settings:
    Note:
  6. Depending on the current setting, you may see a different text in the web portal. For a list of email templates affected by each setting, see Webinar Email Templates.
    • Panelist Invitation Email: Panelist invitation emails can be sent after panelists have been added by webinar hosts.
    • Registrant Confirmation Email: Add text to the beginning or end of the email body, edit the subject line, or change whether the registrant confirmation email is sent.
    • Reminder email to attendees and panelists: Add additional text to the beginning or end of the email body and edit the subject line of the reminder email sent to attendees and panelists. Reminders can be sent 1 hour, 1 day or 1 week before the webinar starts.
    • Attendee follow-up email: Add or edit text to the subject line and body of the attendee follow-up email sent to webinar attendees. After the webinar starts, you can send a follow-up email one to seven days later.
    • Follow-up email to absentees: If a webinar attendee does not attend the webinar, follow-up emails will be sent to absentees, editing the subject line and adding additional text at the end. Send a follow-up email one to seven days after the start of the webinar.

Change webinar email settings for a specific webinar

  1. To access the Zoom web portal, you must log in.
  2. Click the Webinars link in the navigation menu at the top of the page.
  3. Once you’ve selected the webinar topic you want to edit, click on it.
  4. You can access Email Settings by clicking on the Email Settings tab.
  5. To change whether these emails are sent or not, click Edit next to the settings:
    Note:
  6. Due to the settings you have chosen, you will see a different type of text in the web portal.
    • Select email language: To receive webinar emails in your preferred language, you must select one. The language is set based on the recipient’s Zoom profile, if the recipient has one, when you select Same as recipient’s default language. Otherwise, the registering user can choose the language in which the emails will be sent, as listed on their registration page. Visit the Zoom website to find out how to change your language.
    • Email Contact: Your webinar emails show a reply-to address and a name that appears as the reply-to address.
    • Invitation email to panelist: If a panelist is added to the webinar by the webinar host, an invitation email should be sent to them once they are added.
    • Confirmation email to registrants*: Add additional text to the beginning or end of the email body, or choose whether to send a confirmation email to webinar registrants, or change the subject line, when a confirmation email is sent. The existing email body can only be customized by administrators.
    • Reminder Email to Attendees and Panelists*: Registrants and panelists can be notified via email if and when a reminder email will be sent. The email can be sent at a later time, the subject line can be edited or text can be added to the end of the email. The text of the existing email can only be modified by administrators.
    • Follow-up email to attendees*: Follow-up emails should be sent to webinar attendees if and when they have not yet received one. Adding a few lines to the end of the email body will help make it look more professional. Only the administrators have the ability to customize the text of the existing emails.
    • Follow-up email to absentees*: Make sure attendees who didn’t attend your webinar receive a follow-up email as soon as possible. The subject line should be changed and the body filled with text. The existing email body can only be customized by administrators.

*Note: If webinar registration is required, we will send confirmation emails, reminders and follow-ups.

Webinar Email Templates

Customize these webinar email templates:

  • Invite attendee email: Invites to webinars that require registration will receive this email.
  • Invite attendee email without registration: An invitation to attend a webinar that does not require registration.
  • Invite Panelist Email: Invited panelists will receive this email.
  • Host Notification Email: When someone registers for a webinar, the host receives an email.
  • Note: Registration settings must enable the appropriate setting for this email to be sent.
  • Registrant Confirmation Email: Registration and approval emails are sent to attendees. Registration information for the webinar is included in the email. This email may be sent at a time convenient for you.
  • Webinar Update Notification Email: If the date or time of a webinar is changed, an email will be sent notifying you of the change.
  • Rescheduled Webinar Notification Email: Recurring webinar email sent when registration type or webinar recurrence is changed. In some cases, the host changed the webinar from regular to recurring, or from regular/recurring to unfixed.
  • Note: It is not necessary to send this email if the webinar time or date is changed. This scenario is represented by the webinar update notification email that is sent to the attendee.
  • Reminder Email: To remind all attendees of the upcoming webinar they are attending, this email will be sent to them as a reminder. This email may be sent at a time convenient for you.
  • Attendee follow-up email: All attendees who actually attended the webinar will receive an email that will be sent to everyone. This email may be sent at a time convenient for you.
  • Follow-up email for absentees: After attending the webinar, you will receive an email letting you know if you were absent. This email can be sent at a time that suits you.
  • Alternate host invitation email: Alternate hosts are invited to host as part of the host invitation email.
  • Alternate Host Cancellation Email: You send this email after removing an alternate host from your invite list.
  • Cancel Webinar for Panelists and Registrants: If a webinar is canceled, this email will be sent to panelists and registrants.
  • Schedule a webinar for a host: In this email, the host receives a message that someone else is scheduling a webinar on their behalf.
  • Update a host’s webinar: Every time a host’s webinar is updated by another user with scheduling rights, an email is sent to the host.
  • Canceling a webinar for a host: If a webinar is canceled on behalf of a host by another user with scheduling rights, the host will receive an email.

Email Variables

  • ${userName?html} – Registrant’s full name
  • ${lastName?html} – Last name of the registrant
  • ${topic} – Webinar topic
  • ${description} – Webinar description
  • ${customTextHeader – Custom text header (webinar host can add custom text)
  • ${hostEmail} – Email of the host
  • ${meetingTime} – Time of the webinar
  • ${occurrence} – For recurring meetings, the specific recurrence (array)
  • ${icalendarLink.key} – iCal Key (ICS) Recurring
  • ${icalendarLink.value} – iCal Value (ICS) Recurring
  • ${joinUrl} – Unique join URL
  • ${password} – Webinar password
  • ${addToCalendarUrl} – One-time calendar link – iCal/Outlook (.ics file)
  • ${googleCalendarUrl} – One-time calendar link – Google
  • ${yahooCalendarUrl} – One-time calendar link – Yahoo
  • ${tspPsdTitle} – Phone option
  • ${tspPsd} – Phone option
  • ${tollCountry} – Toll number country name
  • ${tollNumber} – Toll number
  • ${meetingNumber} – Webinar ID
  • ${pmNum.displayNumber} – Premium number
  • ${pmNum.countryName!’US’} – Country name of premium number
  • ${tfreeNum} – Toll-free number
  • ${toll-freecountries[tfreeNum_index]} – Toll-free number country name
  • ${teleConferenceUrl} – URL for phone numbers for the account
  • ${otherAudioConferenceInfo} – Third-party audio conference information
  • ${customTextFooter} – Custom text footer (webinar host can add custom text)
  • ${cancelUrl} – Link to cancel registration.

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