How to customize webinar email settings

Overview

With webinar branding, you can customize emails sent to panelists, registrants, attendees, and webinar absentees. Emails are coded in HTML and Free marker format.

You can also customize your webinar registration page.

This article clears out following concepts:

  1. Customizing email templates for all webinars in the account
  2. Changing webinar email settings for all webinars in the account
  3. Changing webinar email settings for specific webinars
  4. Email variables

 

Prerequisites

  1. Pro, business, education, or enterprise account
  2. Webinar add-on
  3. Knowledge of HTML, CSS, and Free marker format
  4. (Optional) The account owner or admin privileges for editing email templates for all webinars in the account

 

Customizing email templates for all webinars in the account

Note: Webinar Invited Attendant Email, Webinar Invited Attendant Email (without registration), and Webinar Invited Panelist Email Templates can also be modified under the Meetings tab of Account Settings.

  • Sign in to the Zoom web portal.
  • In the navigation menu, click Webinar Settings after Account Management.
  • (Optional) Select Email Language In the drop-down menu, select the language for which you want to customize the email templates. Each language has its own set of email templates.
  • Scroll to the email templates and click Edit next to the email template you want to customize. See Email Variables for more information.Webinarsettings-emailtemplate.png.

emplates for all webinars

  • Click Save when you’re done editing the code.
  • Click Send me a preview email to check your changes.

Note: If you need to restore 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

  • Sign in to the Zoom web portal.
  • In the navigation menu, click Webinar Settings after Account Management.
  • Scroll down to the Email Settings section.

email settings

  • (Optional) Select Email Language In the drop-down menu, select the language for which you want to customize the email templates. Each language has its own set of email templates.
  • Click Edit next to Settings to change whether these emails were sent by default:

 

Note: The text you see on the web portal will change depending on the current setting. Refer back to Webinar Email Templates to see the email templates that affect each setting.

  • Invitation Email to Panelists: Change if the invited panelist email is sent after being added by the webinar host.
  • Confirmation Email to Registrants: If a Registration Confirmation Email is sent, change the subject line and add additional text at the beginning or end of the email body
  • Reminder email to attendees and panelists: Change if and when a reminder email is sent to attendees and panelists, change the subject line, and add additional text at the beginning or end of the email bd. Reminders can be sent 1 hour, 1 day, or a week before the webinar start time.
  • Email follow-up to attendees: Change when and where attendees follow-up email is sent to webinar attendees, edit in the subject line, and add additional text at the beginning or end of the email bd. Follow-up email webinars can be sent 1 to 7 days after the start time.
  • Email follow-up to absentee: When absent, a follow-up email is sent to webinar attendees who do not join the webinar, edit in the subject line and change when the email adds additional text at the end of the b. Follow-up email webinars can be sent 1 to 7 days after the start time.

 

Change webinar email settings for specific webinars

  • Sign in to the Zoom web portal.
  • In the navigation menu, click Webinars.
  • Click the topic of the webinar that you want to edit.

 

 

 

  • Click the Email Settings tab.
  • Click Edit next to Settings to change whether these emails were sent:

 

Note: The text you see on the web portal will change depending on the current setting.

 

  • Choose Email Language: Choose a language for webinar emails. If you select the same recipient as the default language, if available, it will be set based on the recipient’s zoom profile. Otherwise, emails will be sent to the language in which 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 appear as a “reply-to” for your webinar emails.
  • Invitation email to panelists: Change if an invitation email is sent to the panelist after being added by the webinar host.
  • Confirmation Email to Registrants: Change If a confirmation email is sent to a webinar register, edit the subject line or add additional text at the beginning or end of the email bd. Only administrators can customize existing email text.
  • Reminder email to attendees and panelists: Change when reminder emails is sent to webinar registrants and panelists and choose when to send the email, edit the subject line, or add text at the end of the email. Only administrators can customize existing email text.
  • A follow-up email to attendees: Follow-up email to webinar attendees and when to change. Change the subject line and add text at the end of the main body of the email. Only administrators can customize existing email text.
  • A follow-up email to absentee: Change when follow-up email is sent to registrants who are not present in your webinar. Change the subject line, and add text at the end of the main body of the email. Only administrators can customize 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.

 

Read Also This

  • Enabling or disabling webinar tracking pixel
  • Customizing webinar email templates for a user group
  • Host live webinars with pre-recorded presentation
  • Post-webinar survey and reporting
  • Managing webinar live stream redirect
  • Importing Webinar Registrants Via CSV
  • Getting started with webinar
  • Roles in a webinar
  • Managing attendees and panelists in a webinar
  • Adding or importing panelists to a webinar
  • Joining and participating in a webinar (attendee)
  • Configuring Zoom webinars with PayPal
  • Scheduling a webinar with registration
  • Webinar practice session
  • On-demand webinars
  • Customizing webinar branding settings
  • How to schedule a recurring Webinar
  • Using webinar chat
  • Webinar templates
  • Raising your hand in a webinar
  • Webinar reporting
  • Customizing webinar registration
  • Polling for webinars
  • Using Q and A as the webinar host
  • Live streaming meetings or webinars using a custom service
  • Scheduling a webinar without registration
  • Creating source tracking links for webinar registration
  • Using Facebook Pixel with Zoom

 

  • Enabling upcoming meeting reminders
  • Customizing webinar registration
  • Zoom technical support
  • Importing Webinar Registrants Via CSV
  • Changing your Virtual Background image

 

All Credits – Zoom.us

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