Using Zoom Events Email Builder


Hosts can customize the branding of their emails, using the Email Builder, to follow their brand identity and be more engaging for event attendees. The Email Builder customizes attendee invitation and confirmation emails. This feature uses the host's event logo, and hosts can customize the headline, email text, and images. Hosts can use the rich text editor for the header and paragraph text, and they can apply text styles as well as hyperlinks. The emails automatically inherit the event’s branding and color palette. Additionally, hosts can drag and drop sections and configure the section settings.

Learn more about the Emails tab in the event setup.

This article covers:

Prerequisites for using the Zoom Events Email Builder

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to access the Email Builder in Zoom Events

  1. Create a Zoom Event or edit an upcoming event to access the event creation flow.
  2. In the event creation flow navigation menu, click Communication then click Emails.
    The Emails page will appear.
  3. Click the following emails to access the Email Builder:
    • Attendee Private Ticket Invitation
    • Thank you for attending
    • Event Reminder
    • Recordings are Available
    • Pre-registration Registration Invitation
    • Free Ticket Confirmation
    • Paid Ticket Confirmation

You will be directed to the Email Builder where you customize the email's branding.

A preview of the email is updated and displayed—in real-time—on the right side of the screen as you add information throughout the customization process. You can click the swap-view icon  to switch the preview between a desktop or mobile layout.

Use additional header actions

  1. Access Email Builder in Zoom Events.
  2. In the top header, click the following actions:
    • Send Test Email: Send a test email to yourself.
    • Preview Email: Preview your email from the attendee perspective. Click Exit Preview to close the preview.
    • Reset Email: Reset the email to its default form to remove all color and content changes. Click Reset Email to confirm.
    • Save: Save your progress.
  3. On the right of your screen, click Undo button to undo your previous action, or click Redo to redo something that you've undone.

How to use the Email tab

  1. Access Email Builder in Zoom Events.
  2. In the left navigation menu, click the Email tab. 
  3. Under Settings, enter and view information for the following fields:
    • From Name: Enter the name that the email is from.
    • Subject: Enter the subject of your email.
      Note: There is a 100-character limit.
    • To (Recipient): Attendee is displayed; this email will be sent to attendees who register for your event.
    • Schedule: Schedule an email to be sent at a specific date and time.
      Note: Scheduling an email is available only for the Event Reminder, invitation emails, and Recordings are Available email types. This feature is currently not supported for recurring session events. Recurring sessions have an automatic reminder email 24 hours before each session of the series.
      • Select from the two options:
        • Event Milestone
          1. Under Milestones, click the up arrow , then select the event milestone that you want.
          2. Under Offsets, update the pre-scheduled offsets.
            Note: There will be 3 pre-scheduled offsets.
          3. (Optional) To the right of an offset, click the icon to delete the offset.
          4. (Optional) To the right of Offsets, click the add icon to add an offset.
          5. In the top-right corner, click Save.
        • Date/Time
          Note          : Email preview, test emails, and sent emails all use the Zoom Event's time zone that is set in the event creation setup.
          1. In the date/time box, click the calendar icon or the date, then use the dropdown calendar to select a date to send the email.
          2. In the date/time box, click the time, then use the dropdown menu to select a time to send the email.
          3. In the top-right corner, click Save.
    • Email Trigger: Attendee Added is displayed; this email will send when an attendee registers and is added to the event.
    • Email Exclude List: Select different ticket types and add them to the Email Exclude List. This excludes the selected ticket types from certain email templates. Attendees assigned those excluded tickets will not be sent the respective email template. The email template will continue to send normally to qualifying tickets that are not part of the exclude list. 
      1. Click the forward arrow to expand the email exclude list. Click the down arrow to collapse the email exclude list. 
      2. Select the checkboxes of the ticket types that you want to add to the email exclude list.
  4. In the top-right corner, click Save.

Note: When hosts set their event with no-authentication access, they can still manage the Invitation emails, Free Ticket Confirmation, Event Reminder, Thank You for Attending, and Recording Is Available emails for no-authentication registrants.

Schedule emails for recurring sessions events

Hosts can choose custom scheduling for event reminders, recording, and thank you emails for recurring sessions events and can schedule those emails to be sent at a specific date and time. There will be an offset that applies before each session. Recurring sessions have an automatic reminder email 24 hours before each session of the series.

Note: You can schedule the Event Reminder, Thank you for attending, and Recordings are Available emails for recurring sessions events.

To schedule an email to be sent at a specific date and time:

  1. Access Email Builder in Zoom Events.
  2. In the left navigation menu, click the Email tab. 
  3. Under Settings, locate the Schedule setting.
  4. Under Event Milestone, view the following options:
    • Every Session: This option is available for the Event Reminder email milestone.
    • Session End: This option is available for the Thank you for attending and Recordings are Available emails.
  5. Under Offsets, update the pre-scheduled offsets.
    Note: For the Event Reminder email, there are two default offsets (1 day before and 1 hour before) and will trigger for each event in the series based on the offsets that were defined. For the Thank you for attending and Recordings are Available emails, the default offset will be 1 hour after each session ends, and these emails are not tied to the end of the event. 
    • (Optional) To the right of an offset, click the  icon to delete the offset.
    • (Optional) To the right of Offsets, click the add icon  to add an offset.
  6. Customize the rest of the email.
  7. In the top-right corner, click Save.

How to use the Style tab

Customize the Styling panel

As you define the colors of the sections in the color palette, the colors will be applied to the mapped visual elements automatically. You can manually override the color applied to an element if you don't want the color from the color palette used.

  1. Access Email Builder in Zoom Events.
  2. Click the Style tab.
  3. On the left side of the screen, in the Global Styling/Styling panel, access the section (Email, Text, Button, etc.) that you want to customize:
    • Select the color for each element: To the right of the element you want to customize, click the circle color bubble.
      A color picker will open.
      • Select the color you want to apply to the element by using the following methods:
        • Click a circle to use a color you added to the event color palette.
        • Use the slider to select a color.
        • Enter a HEX number.
        • Enter RGB numbers.
  4. On the right side of the screen, hover your mouse over and click the elements to customize them.
    • Customize your images:
      • Image: Hover your mouse over the image and click the pencil icon  to upload a new image.
      • Link: Enter a URL or click the down arrow to link to a lobby tab.
      • Alt Text: Enter the image's alt text.
      • Container Color: To the right of Container Color, click the circle color bubble. 
        A color picker will open, where you can select the color you want to apply to the element by using the following methods:
        • Click a circle to use a color you added to the event color palette.
        • Use the slider to select a color.
        • Enter a HEX number.
        • Enter RGB numbers.
      • Alignment: Select if you want the image to be aligned Left, Center, or Right.
      • Padding: Click the All Sides toggle to enable or disable it.
        • When the toggle is enabled, under Padding, use the slider to select how much padding you want for all sides.
        • When the toggle is disabled, under Padding, use the slider to select how much padding you want for the Top, Right, Bottom, and Left sides.
      • Scale: Use the slider to select how much you want to resize your image.
    • In the Button Text box, enter the button text.
    • Use the rich text editor for header and paragraph text to apply text styles as well as hyperlinks.
  5. Click Save.

Understand the Global Styling panel elements

Event Email Styles

Click the Event Email Styles dropdown to view the other email styles.

Email

The email section lets you change the colors mapped to the entire email background, body color, and dividers. 

Text

The text section lets you change the colors mapped to the primary and secondary text that appears. Primary text relates to the most essential text necessary—title and dates of the event, dates and times of sessions—while secondary text relates to text that helps with navigation, such as tabs that appear on the event details page.

Button

The button section lets you change the colors mapped to the buttons that appear in the event. Primary buttons are the buttons that execute the most important action when clicked, while secondary buttons relate to actions that are less important than primary buttons when clicked:

Understand the Styling panel elements

Image

When you click an image, the image section lets you change the image's alignment, spacing, and URL. This visual element enhances your email and helps break up text.  

Button

How to use the Add tab

  1. Access Email Builder in Zoom Events.
  2. Click the Add tab.
  3. Under Content, select the elements you want to add to your email:
    • Under Generic, add the following elements:
    • Under Event, add the following elements:
      • Registration: Add the event details and the event Join button.
      • Logo: Add a logo.
      • Calendar: Add a section with calendar links so attendees can add the event to their calendars.
      • Privacy: Add Zoom's and Zoom Events' privacy statements.
      • Know Before: Add a section with helpful tips about joining the event.
      • Ticket: Add a View Ticket link.
      • View Event: Add a View Event link.
      • Join Method: Add join methods, including joining by Zoom Rooms, phone, SIP, H.323, and alternative join methods in Zoom Events emails. This feature is an optional component and applies only to single-session and recurring sessions events. This component will be available in the Free Ticket Confirmation, Paid Ticket Confirmation, Pre-registration Confirmation, and Event Reminder email templates.
      • Ebadge: Add the QR code for scanning an Ebadge and use this component for hybrid event check-ins. This feature is supported in the Pre-registration Confirmation, Free Ticket Confirmation, Paid Ticket Confirmation, and Event Reminder email templates. 
  4. Click and drag the element that you want to add to the email preview on the right side of the screen.

Add links to button component

  1. Access Email Builder in Zoom Events.
  2. Click the Add tab.
  3. Under Content, click the Button element.
  4. Under Link, add a unique join link for the button component or link within the event's pages: 
    • Click the dropdown arrow , then select Unique Join Link.
      Note: The unique join link option is available for all emails except invitation emails.
      The unique join link will be generated for the registrant, and the unique join link will use the authentication that was assigned in the event creation setup. When the email is sent, the unique join link will be sent to the associated registrant's email address.
    • Click the dropdown arrow , then select the event lobby page or registration page that you want to link to.
  5. Click Save. 

How to use the Layout tab

  1. Access Email Builder in Zoom Events.
  2. Click the Layout tab.
  3. Under Layout, select the content layout that you want to use in your email.
  4. Drag the content layout that you want to use in the email preview on the right side of the screen.
  5. On the content layout template, click + Content. 
    The left navigation menu will switch to the Add tab.
  6. From the Add tab, select an element, then drag it into a + Content box.
    The element will appear in the designated section.
  7. Repeat steps 5-6 to fill the content layout template.

How to manage Email Builder elements

  1. Access Email Builder in Zoom Events.
  2. On the email preview on the right side of the screen, hover your mouse over an element, then select from the following actions:
    • 6 dots : Click and drag the element to a different location on the email preview.
    • Copy : Duplicate the element.
    • Delete : Delete the element.

How to use localization in Email Builder

Zoom Events emails can be translated to other languages using the localization feature. Any customized text in Email Builder cannot be localized. All default content is localized per the selected language. Hosts can always reset their emails to the original compatible version.

By default, all content seen in Email Builder emails will be translated for the supported languages if another language is selected.

Limitations of localization in Email Builder

Localization in Email Builder has the following limitations:

Note: To ensure translation still occurs, do not add custom content and do not make individual content component changes that will stop localization from working.

Use localization in Email Builder

  1. Access Email Builder in Zoom Events.
  2. On the Email page, under Language setting for emails, click the dropdown menu, then select a language.