Customizing meeting email templates in Zoom App

This post was most recently updated on July 29th, 2022

You can customize your meeting branding on the Email tab under the Branding section of your profile by customizing the email templates for meeting invites, registration and cancellations, among other things. It is possible to customize the meeting invitation templates if necessary in order to cater to a specific group of users.

There are a number of topics covered in this article, including:

  • How to customize meeting email templates for all users
  • How to customize meeting email templates for a group

Prerequisites

  • Accounts for businesses, education institutions, or enterprises
  • Vanity URLs that have been approved
  • Permissions as an account owner or administrator
  • A working knowledge of HTML, CSS, and FreeMarker Format is required

How to customize meeting email templates for all users

In your account settings, you can only set the templates for meeting invitations and meeting schedules, whereas you can configure the rest of your meeting email templates under the Emails tab found on the Branding section of your account, under the Emails tab.

  1. As an administrator, you will have the privilege of editing account settings through the Zoom web portal once you have logged into it
  2. Click on Account Management then Account Settings from the navigation menu at the top of the page.
  3. Go to the Meetings tab and click on it.
  4. In the Invitation Email Branding section, you will find the template you would like to edit under Edit next to the template:
    • Meeting Invite Email- Hosts can copy and share this email with guests in order to invite them to a meeting that is taking place and to invite them to join the meeting.
    • Meeting Schedule Email- This is a copy of the email that hosts can copy and use when inviting participants to a meeting after it has been scheduled. This email has been HTML formatted so that it can be used by the Outlook plugins and add-ins.
  5. (Optional) If you would prefer to make this setting mandatory for all users in your account, click on the lock icon and then click Lock to confirm that setting will apply to all users in your account.

How to customize meeting email templates for a group

The only email templates that can be set at the group level are those for Meeting Invite Emails and Meeting Schedule Emails. In the Branding section of your account, you will find the option to configure other meeting email templates under the Emails tab.

  1. In order to edit the settings for an account, you will need to sign in to the Zoom web portal as an administrator
  2. Click User Management from the navigation menu, then click Groups from the Groups menu.
  3. From the list of groups, click the name of the group that applies to you.
  4. The Meeting tab will appear on the left side of the screen.
  5. Click on the Edit link next to the template that you wish to make changes to, under Invitation Email Branding:
    • Meeting Invite Email- As part of the ongoing meeting, hosts can copy and use this email to invite participants to attend the meeting as it is going on.
    • Meeting Schedule Email- As soon as a meeting has been  webinar page. Here you will see a list of scheduled, the hosts can copy the email and use it to invite participants to attend. Using the HTML version of this email, the Outlook plug-in and add-in make use of the HTML version of this email.
  6. Please note that if you want to make this setting mandatory for all users in the group, click the lock icon, and then click Lock to confirm that you want to make this setting mandatory.