Customizing webinar email templates and settings

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.

Note: The Webinar Invite Attendee Email, Webinar Invite Attendee Email (without registration), and Webinar Invite Panelist Email templates can be modified under the Meeting tab of Account Settings as well.

This article covers:

• How to customize email templates for all webinars in the account
• How to change webinar email settings for all webinars in the account
• How to change webinar email settings for a specific webinar
• Webinar email templates
• Email variables

Prerequisites for customizing webinar email templates and settings

• Pro, Business, Education, or Enterprise account
• Zoom Webinars add-on
• HTML, CSS, and FreeMarker Format knowledge
• Account owner or admin privileges to edit email templates for all webinars in the account

Note: For Pro accounts, webinar confirmation and reminder emails are sent from Zoom, and the From field cannot be modified.

How to customize 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.
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.

How to change 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.
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.

How to 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.
     *Note: Changing the name (in addition to the email address) is only available for Business accounts or higher. 
   • Invitation Email to Panelists: Change if an invitation email is sent to panelists after being added by the webinar host. When enabled, you can include an ICS calendar attachment in the webinar email.
     • When you click Edit, select the following checkboxes that you want:
       • Send Invitation Email to Panelists: Panelists will receive an invitation email.
       • Include ICS calendar attachment: An ICS file is a calendar file saved in a universal calendar format used by several email and calendar programs. It helps to add the webinar to calendars easily.
   • 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. When enabled, you can include an ICS calendar attachment in the webinar email.
     • When you click Edit, select the following checkboxes that you want:
       • Send Confirmation Email to Registrants: By unchecking this box, the host needs to ensure they send their own confirmation emails. Otherwise, attendees will not be able to join the session.
       • Include ICS calendar attachment: An ICS file is a calendar file saved in a universal calendar format used by several email and calendar programs. It helps to add the webinar to calendars easily.
   • 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.
     • When you click Edit, select the following checkboxes that you want under Send Reminder Email to Approved Registrants and Panelists:
       
       • 1 hour before the webinar start date and time: Send a reminder email 1 hour before the webinar start date/time.
       • 1 day before the webinar start date and time: Send a reminder email 1 day before the webinar start date/time.
       • 1 week before the webinar start date and time: Send a reminder email 1 week before the webinar start date/time.
   • 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.

*Note: Confirmation, reminder, and follow-up emails are only sent when webinar registration is required.

Webinar email templates

You can customize the following webinar email templates:

• Invite Attendee Email: The email that's sent to invited attendees for webinars that require registration.
• Invite No Registration Attendee Email: The email that's sent to invited attendees for webinars that don't have registration.
• Invite Panelist Email: The email that's sent to invited panelists.
• Host Notification Email: The email that's sent to the host when someone has registered for the webinar.
  Note: This email is only sent if the relevant setting is enabled in registration settings.
• Registrants Confirmation Email: The email that's sent to registered and approved attendees. The email contains the webinar join information. You can customize when this email is sent.
• Webinar Updated Notification Email: The email that's sent when the webinar's date or time is changed.
• Webinar Rescheduled Notification Email: The email that's sent when the webinar's recurrence or registration type is changed. For example, the host changed the webinar from normal to recurring, or normal/recurring to no fix time.
  Note: This email is not sent when the webinar's date or time is changed. The Webinar Updated Notification Email is sent for this scenario.
• Reminder Email: The email that's sent to all attendees to reminder them of their upcoming webinar. You can customize when this email is sent.
• Attendees Follow-up Email: The email that's sent to all attendees that actually attended the webinar. You can customize when this email is sent.
• Absentees Follow-up Email: The email that's sent to all attendees that were absent from the webinar. You can customize when this email is sent.
• Alternative Host Invitation Email: The email that's sent to invited alternative hosts.
• Alternative Host Cancellation Email: The email that's sent to invited alternative hosts when you've removed them as an alternative host.
• Cancel Webinar for Panelist and Registrants: The email that's sent to panelists and registrants when the host cancels a webinar.
• Schedule Webinar for a Host: The email that's sent to the host when another user schedules a webinar on the host's behalf using scheduling privilege.
• Update Webinar for a Host: The email that's sent to the host when another user updates a webinar on the host's behalf using scheduling privilege.
• Cancel Webinar for a Host: The email that's sent to the host when another user cancels a webinar on the host's behalf using scheduling privilege.

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.