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Customizing webinar email settings Follow

Overview

With webinar branding, you can customize the emails sent out to the panelists, registrants, attendees, and absentees of the webinar. The emails are coded in HTML and FreeMarker Format.

You can also customize your webinar registration page.

This article covers:

Prerequisites

  • HTML, CSS, and FreeMarker Format knowledge
  • Webinar add-on
  • (Optional) Account owner or admin privileges to edit email templates for all webinars in the account

Customizing email templates for all webinars in the account

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then Webinar Settings.
  3. (Optional) In the Select Email Language drop-down menu, select the language you would like to customize the email templates for. Each language has its own set of email templates.
  4. Scroll to the email templates and click Edit next to the email template you would like to customize. See the email variables for more information.
    webinarsettings-emailtemplate.png
  5. Click Save when you're done editing the code.
  6. Click Send Me a Preview Email to check your changes.

Note: If you need to restore the email to the original template, click Edit next to the email template and click Restore.

Changing webinar email settings for all webinars in the account

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then Webinar Settings.
  3. Scroll down to the Email Settings section.
    webinarsettings-emailsettings.png
  4. (Optional) In the Select Email Language drop-down menu, select the language you would like to customize the email templates for. Each language has its own set of email templates.
  5. Click Edit next to the settings to change whether these emails are sent by default:
    Note: The text you see in the web portal will change depending on the current setting. Refer back to the webinar email templates to see the email template that each setting affects.
    • Invitation Email to Panelists: Change if the Invite Panelist Email is sent after they are added by the webinar host.
    • Confirmation Email to Registrants: Change if the Registrant Confirmation Email is sent, edit the subject line, and add additional text to the beginning or end of the email body.
    • Reminder email to Attendees and Panelists: Change if and when the Reminder Email is sent to attendees and panelists, edit the subject line, and add additional text to the beginning or end of the email body. The reminders can be sent 1 hour, 1 day, or one week before the webinar start time.
    • Follow-up email to Attendees: Change if and when a Attendees Follow-up Email is sent to webinar attendees, edit the subject line, and add additional text to the beginning or end of the email body. The follow-up email can be sent 1 to 7 days after the webinar start time.
    • Follow-up email to Absentees: Change if and when Absentees Follow-up Email is sent to webinar attendees that don't join the webinar, edit the subject line, and add additional text to the end of the email body. The follow-up email can be sent 1 to 7 days after the webinar start time.

Change webinar email settings for a specific webinar

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Webinars
  3. Click the topic of the webinar that you want to edit.
  4. Click the Email Settings tab.
  5. Click Edit next to the settings to change whether these emails are sent:
    Note: The text you see in the web portal will change depending on the current setting. 
    • Select Email Language: Select a language for the webinar emails. If you select Same as the recipient's default language, the language will be set based on the recipient's Zoom profile, if available. Otherwise, the emails will be sent in the language that the user is viewing the registration page. Learn how to change your language on the Zoom website.
    • Email Contact: Change the name and email address that will show as "reply-to" for your webinar emails.
    • Invitation Email to Panelists: Change if an invitation email is sent to panelists after being added by the webinar host.
    • Confirmation Email to Registrants: Change if a confirmation email is sent to webinar registrants, edit the subject line, or add additional text to the beginning or end of the email body. Only admins can customize the existing email text.
    • Reminder email to Attendees and Panelists: Change if and when a reminder email is sent to webinar registrants and panelists, choose when to send the email, edit the subject line, or add text to the end of the email. Only admins can customize the existing email text.
    • Follow-up email to Attendees: Change if and when a follow-up email to webinar attendees. Change the subject line and add text to the end of the body of the email. Only admins can customize the existing email text.
    • Follow-up email to Absentees: Change if and when a follow-up email is sent to registrants who did not attend your webinar. Change the subject line, and add text to the end of the body of the email. Only admins can customize the existing email text.

Email variables

  • ${username} – Registrant’s full name
  • ${topic} – Webinar Topic
  • ${description} – Webinar Description
  • ${customTextHeader– Custom text header (Webinar host can add custom text)
  • ${hostEmail} – Hosts 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.