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. Learn more.

This article covers:

Prerequisites

  • HTML/CSS/Freemarker Format knowledge
  • Webinar license
  • Account owner or admin permission to edit emails for all webinars on account

Instructions 

Editing Email Templates for All Webinars on your Account

  1. Log in to your Zoom web portal and navigate to Webinar Settings
  2. Scroll to the email templates and click Edit next to the email you would like to customize.
    webinarsettings-emailtemplate.png
  3. Click Save when you're done editing the code.
  4. 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.

Editing Email Settings for All Webinars on your Account

  1. Log in to your Zoom web portal and navigate to Webinar Settings
  2. Scroll to Email Settings.
    webinarsettings-emailsettings.png
  3. Click Edit next to the settings to change whether these emails are sent by default. 
    1. Invitation Email to Panelists: Click Edit to change if the Invitation Email to Panelists is sent after they are added by the webinar host. 
    2. Confirmation Email to Registrants: Click Edit to change if the Registrant Confirmation email is sent, edit the subject line, or add additional text to the beginning or end of the email body.
    3. Reminder email to Attendees and Panelists: Click Edit to change if and when reminder emails are sent to attendees and panelists. They can be sent 1 hour, 1 day, and/or one week before the webinar start time.
    4. Send Follow-up email to Attendees: Click Edit to change if and when a follow-up email is sent to webinar attendees, change the subject line, and add text to the end of the body of the email. 
    5. Send Follow-up email to Absentees: Click Edit to change if and when a follow-up email is sent to webinar attendees, change the subject line, and add text to the end of the body of the email. 

 Editing Emails for an Individual Webinar

  1. Log in to your Zoom Web Portal and navigate to My Webinars.
  2. Click the topic of the webinar that you want to edit. 
  3. Click the Email Settings tab.
    individualwebinar-emailsettings.png
  4. Click Edit next to the following email settings to make changes:
    individualwebinar-emailsettings2.png
    • Email Contact: This is the name and email address that will show as "reply-to" for your webinar emails. 
    • Invitation to Panelists: Choose whether or not to send an email invitation to webinar panelists.
    • Confirmation Email to Registrants: Choose whether or not to send a confirmation email to webinar registrants, change the subject line, or add text to the body or end of the email. The text is only editable through the account-wide template.
    • Reminder Email to Attendees and Panelists: Choose whether or not to send a reminder email to webinar registrants and panelists, choose when to send the email, change the subject line, or add text to the end of the email. The existing text is only editable through the account-wide template.
    • Follow-up Email to Attendees: Choose whether or not to send a follow-up email to webinar attendees, choose when to send the email, change the subject line, or add text to the end of the email. The existing text is only editable through the account-wide template.
    • Follow-up Email to Absentees: Choose whether or not to send a follow-up email to registrants who did not attend your webinar, choose when to send the email, change the subject line, or add text to the end of the email. The existing text is only editable through the account-wide template.

Changing Webinar Email Text for Other Languages

Webinar emails will be sent in the language of the registrant'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. 

In the supported languages, you can edit webinar emails account-wide as the account owner or admin or for an individual webinar as the webinar host. The supported languages are English, Spanish, German, Traditional Chinese, Simplified Chinese, French, Portuguese, Japanese, and Russian. 

Editing Account-wide Webinar Email Templates for Other Languages 

  1. Log in to your Zoom web portal and navigate to Webinar Settings
  2. Scroll to Email Settings.
    webinarsettings-emailsettings.png
  3. Next to Select Email Language, click the menu and choose the language you would like to edit the emails in.webinarsettings-changelanguage.png
  4. Click Edit next to the email you would like to change.

Editing Emails for an Individual Webinar in Other Languages 

  1. Log in to your Zoom Web Portal and navigate to My Webinars.
  2. Click the topic of the webinar that you want to edit. 
  3. Click the Email Settings tab.
    individualwebinar-emailsettings.png
  4. Next to Select Email Language, click the menu and choose the language you would like to edit the emails in.
    individualwebinar-changelanguage.png
  5. Click Edit next to the email you would like to change.

 

  • ${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 Password
  • ${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.
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