Customizing webinar email settings in Zoom App

This post was most recently updated on July 23rd, 2022

As an organizer of a webinar, you are able to customize email addresses that go out to panelists, registrants, participants, and absentees who are a part of the webinar. In the emails, HTML and FreeMarker formats are used to code the emails.

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

Note:

In the Meeting tab of Account Settings, you’ll also find the options to modify the Email templates for Webinar Invite Attendees, Webinar Invite Attendees (without registration), and Webinar Invite Panelists.

This article covers:

  • Customizing email templates for all webinars in the account
  • Changing webinar email settings for all webinars in the account
  • Changing webinar email settings for a specific webinar
  • Webinar email templates
  • Email.

Prerequisites

  • Account type: Pro, Business, Education, or Enterprise
  • Add-on for Zoom Webinars
  • Knowledge of HTML, CSS, and 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 by Zoom for Pro accounts.

Customizing email templates for all webinars in the account

  1. Zoom’s web portal can be accessed by signing in.
  2. The Webinar Settings can be found under Account Management in the navigation menu.
  3. If you would like to customize the email templates in a particular language, select that language in 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. You can learn more about email variables here.
  5. Once the code has been edited, click Save.
  6. You can check your changes by clicking Send Me a Preview Email.

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

Changing webinar email settings for all webinars in the account

  1. Log into the Zoom web portal by entering your user name 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 down to the bottom of the page.
  4. If you are interested in customizing email templates for a specific language, you will need to select the language in the Select Email Language drop-down menu. The email templates for each language are different from one another.
  5. For changes to be made to whether or not these emails will be sent by default, click Edit next to the settings:
    Note:
  6. Depending on the current setting, you may see different text in the web portal. For a list of the email templates affected by each setting, refer to the webinar email templates.
    • Invitation Email to Panelists: Panelist Invite Emails can be sent after panelists are added by webinar hosts.
    • Confirmation Email to Registrants: 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.
    • Follow-up email to Attendees: Add or edit text to the subject line and body of the Attendees 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: Unless a webinar attendee fails to participate in the webinar, Absentees Follow-up Emails are sent, the subject line is edited, and additional text is added at the end. One to seven days after the webinar starts, send a follow-up email.

Change webinar email settings for a specific webinar

  1. To access the Zoom web portal, you will need to sign in.
  2. Click the Webinars link in the navigation menu at the top of the page.
  3. When you have selected the webinar topic that you would like to edit, click on it.
  4. You can access the email settings by clicking the Email Settings tab.
  5. In order to change whether or not these emails are sent, click Edit next to the settings:
    Note:
  6. As a result of the settings that you have chosen, you will see a different type of text in the web portal.
    • Select Email Language: In order to receive webinar emails in your preferred language, you will need to select one. The language will be set based on the recipient’s Zoom profile, if the recipient has one, when you select Same as the recipient’s default language. Otherwise, the user who is registering will be able to select the language in which the emails will be sent as listed on their registration page. Visit the Zoom website to find out how you can change your language.
    • Email Contact: Your webinar emails are going to show a reply-to address and a name that is going to appear as the reply-to address.
    • Invitation Email to Panelists: If a panelist is added by the webinar host to the webinar, then an invitation email should be sent to them once they have been added.
    • Confirmation Email to Registrants*: Add additional text to the beginning or end of the email body, or select if a confirmation email would be sent to webinar registrants, or change the subject line if a confirmation email is sent. The existing email text can only be customized by administrators.
    • Reminder email to Attendees and Panelists*: The registrants and panelists can be notified by email if and when a reminder email will be sent. The email can be sent at a later date, the subject line can be edited, or text can be added towards the end of the email. The text of the existing email can only be customized by admins.
    • 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 body of the email will help to make it look more professional. It is only the administrators who have the ability to customize the text of the existing emails.
    • Follow-up email to Absentees*: Make sure that registrants who did not attend your webinar receive a follow-up email as soon as possible. The subject line should be changed, and the body should be filled with text. The existing email text can only be customized by admins.

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

Webinar email templates

Customize these webinar email templates:

  • Invite Attendee Email: Invitees to webinars requiring registration receive this email.
  • Invite No Registration Attendee Email: An invitation to attend a webinar that does not require registration.
  • Invite Panelist Email: Invited panelists receive this email.
  • Host Notification Email: When someone registers for a webinar, the host receives an email.
  • Note: Registration settings must enable the relevant setting for this email to be sent.
  • Registrants Confirmation Email: Registration and approval emails are sent to attendees. The webinar join information is included in the email. This email can be sent at a time that is convenient for you.
  • Webinar Updated Notification Email: If the date or time of a webinar is changed, an email will be sent letting you know about the change.
  • Webinar Rescheduled Notification Email: Recurring webinar email sent when the registration type or recurrence of the webinar is changed. In some cases, the host would change the webinar from being a normal one to a recurring one, or from a normal/recurring one to an unfixed one.
  • Note: It is not necessary to send this email when the time or date of the webinar is changed. This scenario is represented by the Webinar Updated Notification Email which is sent to the attendee.
  • Reminder Email: To remind all attendees of the upcoming webinar that they are attending, this email is sent to them as a reminder. This email can be sent at a time that is convenient for you.
  • Attendees Follow-up Email: All attendees who actually attended the webinar will receive an email that is sent to all of them. This email can be sent at a time that is convenient for you.
  • Absentees Follow-up Email: Upon attending the webinar, you will be sent an email that will inform you if you were absent from it. This email can be sent at a time that suits you.
  • Alternative Host Invitation Email: Alternative hosts are invited to host as part of the invitation email.
  • Alternative Host Cancellation Email: You send this email after removing an alternative host from your invitation list.
  • Cancel Webinar for Panelists and Registrants: In the event that a webinar is canceled, this email is sent to panelists and registrants.
  • Schedule Webinar for a Host: In this email, the host receives a message stating that someone else is scheduling a webinar on their behalf.
  • Update Webinar for a Host: Whenever a host’s webinar is updated by another user using scheduling privileges, an email is sent to the host.
  • Cancel Webinar for a Host: In the event that a webinar is cancelled on behalf of a host by another user using scheduling privileges, the host receives an email.

Email variables

  • ${userName?html} – Registrant’s full name
  • ${lastName?html} – Registrant’s last name
  • ${topic} – Webinar Topic
  • ${description} – Webinar Description
  • ${customTextHeader– Custom text header (Webinar host can add custom text)
  • ${hostEmail} – Host’s email
  • ${meetingTime} – Time of Webinar
  • ${occurrence} – If recurring meeting, the specific recurrence (array)
  • ${icalendarLink.key} – iCal Key (ICS) Recurring
  • ${icalendarLink.value} – iCal Value (ICS) Recurring
  • ${joinUrl} – Unique join URL
  • ${password} – Webinar Passcode
  • ${addToCalendarUrl} – Non recurring calendar link – iCal/Outlook (.ics file)
  • ${googleCalendarUrl} – Non recurring calendar link – Google
  • ${yahooCalendarUrl} – Non recurring calendar link – Yahoo
  • ${tspPsdTitle} – Telephone option
  • ${tspPsd} – Telephone option
  • ${tollCountry} – Toll number’s Country Name
  • ${tollNumber} – Toll number
  • ${meetingNumber} – Webinar ID
  • ${pmNum.displayNumber} – Premium Number
  • ${pmNum.countryName!’US’} – Premium Number Country Name
  • ${tfreeNum} – Toll-free number
  • ${tollFreeCountrys[tfreeNum_index]} – Toll-free number Country name
  • ${teleConferenceUrl} – URL for telephone numbers for the account
  • ${otherAudioConferenceInfo} – 3rd Party Audio conference information
  • ${customTextFooter} – Custom text footer (Webinar host can add custom text)
  • ${cancelUrl} – Link to cancel the registration.