Managing the multi-session Emails tab
The Emails tab gives hosts a clear view of the email types available, when they'll be sent, and the target audience for that email. Hosts can control email invitations. Email invitations are separated from ticketing restrictions so hosts can control when and how the emails are sent. An email queue will capture emails that Zoom Events will pre-populate for the host, based on existing actions. Hosts can decide to delete invitations as necessary (or not send them). In addition, hosts will be able to see the history of emails that have been sent.
Learn more about creating a multiple-session event and using Email Builder.
This article covers:
Prerequisites for managing the multiple-session Emails tab in Zoom Events
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 Emails tab in Zoom Events
- Create a multi-session event or edit an upcoming event to access the event creation setup.
- In the event creation setup navigation menu, click Communication then click Emails.
The Emails page will appear.
How to view the Emails tab
The Emails tab has 2 sections of emails: Attendee Emails and Other Emails. These sections are collapsible.
Information about emails related to the event is displayed in a table so you can see what emails have been sent at a glance:
- Email Name: The name of the email.
- Audience: The audience that will be sent the email.
- Schedule: When the email will be sent.
- Total emails sent: The number of emails sent in total to an audience.
How to send all email types
- Access the Emails tab in the event creation setup.
- Under an email section, select the checkboxes of the email that you want to send.
You can also select the checkbox to the left of Email Name to select all emails. - At the top of the page, click Send Now.
Understand sending emails
When hosts use the Send Now button, the email will be sent unless:
No emails can be sent manually before an event is published. Emails can be triggered either before or after an event has ended and follow the below logic:
- Invitation emails: When the host clicks Send Now, the email will be sent any time before an event ends.
- Event Reminder: This email can be sent any time before an event has ended.
- Thank you for attending: This email can be sent any time after the event has ended.
- Recordings are Available: This email can be sent any time after the event has ended.
- Confirmation emails (free ticket, pre-registration, and special roles): This email can be sent any time before the event has ended.
The email is sent only to the right audience that qualifies for it. Additionally, the Send Now action is not resending an email; if you have already sent an email type, it will not be sent again (the exception is the Event Reminder email).
Resending a previously sent email must be initiated through the Emails Sent section.
How to change to manual emails (turn off emails)
By default, all email types are enabled to be sent automatically when their scheduled action—listed under the Schedule column—occurs.
- Access the Emails tab in the event creation setup.
- Under an email section, select the checkboxes of the email that you want to manage.
You can also select the checkbox to the left of Email Name to select all emails. - At the top of the page, click Turn off.
How to change to automatic emails (turn on emails)
- Access the Emails tab in the event creation setup.
- Under an email section, select the checkboxes of the email that you want to manage.
You can also select the checkbox to the left of Email Name to select all emails. - At the top of the page, click Turn on.
Note: Turning the email on will not trigger schedule conditions in the past, and for emails triggered by user additions, it will not be sent to users who were added while the email was disabled.
How to view an email
You can view the content of the email type that will be sent to a specific audience so that you will know what the recipient of the email sees. When viewing the email, you can send a test email.
- Access the Emails tab in the event creation setup.
- Under Email Name, click the email name.
An email preview will appear. - (Optional) Use Email Builder for the following email types (under Attendee Emails):
- Attendee Private Ticket Invitation
- Thank you for attending
- Event Reminder
- Recordings are Available
- Pre-registration Registration Invitation
- Free Ticket Confirmation
- Paid Ticket Confirmation
Note: The Thank you for attending email (post-event) will only be sent to participants who attended the host's Zoom Event.
Send a test email
- View the email type that you want to send a test email.
- Send a test email in the following ways:
- If the email type does not use Email Builder, view the preview.
- On the preview page, click Send test email.
- Enter the email address you want to send the test email.
- Click Send Test Email.
- (Optional) Repeat to send another test email.
- If the email type uses Email Builder, send a test email through Email Builder:
- In the top-right corner, click Send Test Email.
- Enter the email address you want to send the test email.
- Click Send Test Email.
- (Optional) Repeat to send another test email.
Preview email
- View the email type that you want to preview the email.
- Preview the email in the following ways:
- If the email type does not use Email Builder, view the preview.
- If the email type uses Email Builder, preview the email through Email Builder:
- In the top-right corner, click Preview Email.
A preview of the email will appear. - (Optional) Switch the preview between a desktop or mobile layout by clicking the swap-view icon
. - When you're finished previewing the email, click Exit Preview.
Reset email
- View the email types that you want to manage through Email Builder.
- In the top-right corner, click Reset Email.
A confirmation window will appear. - In the window, click Reset Email.
Resetting the email to its default form will remove all color and content changes.
Exclude specific tickets from certain email templates
- View the email types that you want to manage through Email Builder.
- On the left panel, under Email Exclude List, select different ticket types to add them to the Email Exclude List.
This will exclude 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 be sent normally to qualifying tickets that are not part of the exclude list.
Note: The Paid Ticket Confirmation email template cannot be excluded.
How to view email history
You can view the send history of an email type and see details on who the email was sent to and when it was sent, as well as resend the email to a specific recipient.
Note: The Emails Sent column displays the total number of times an email type—each resend to the same recipient is counted separately—has been sent.
- Access the Emails tab in the event creation setup.
- Under the Emails Sent column, click the number showing how many times the email has been sent.
You will be directed to the email history page.
Resend emails
A recipient can be sent the same email type a maximum of 6 times: after you send an email type to a recipient manually, you can then resend that email type to the same recipient 5 more times.
Resend an email to one recipient
To resend an email to a specific recipient:
- View the email history of an email type.
- To the right of the user you want to resend the email to, click Resend.
A pop-up window will appear. - Click Yes.
Resend emails to multiple recipients
- View the email history of an email type.
- Select multiple recipients to resend the email to:
- Select multiple recipients:
- To the left of the recipients you want to manage, select the checkboxes next to their names.
- At the top of the page, click Resend.
A confirmation window will appear, showing the number of recipients the email will be resent to and informing you that registrants can only be sent the same email a maximum of 3 times. - In the window, click Yes.
The emails will be resent and will appear in the Emails tab with updated sent dates and times.
- Select all recipients:
- At the top of the page, to the left of the Name column, select the checkbox.
All recipients will be selected.
Note: After selecting all recipients, you can clear the selection by clicking Clear selection at the top of the page. - At the top of the page, click Resend.
A confirmation window will appear, showing the number of recipients the email will be resent to and informing you that registrants can only be sent the same email a maximum of 3 times. - In the window, click Yes.
The emails will be resent and will appear in the Emails tab with updated sent dates and times.
Search for sent emails
In the Emails Sent page, hosts can search their entire list of sent emails by registrant name or email address. The search can be cleared and will return the entire list of sent emails.
- View the email history of an email type.
- In the top-left corner, enter a registrant's name or email address.
- View the registrant results.
- (Optional) Under the Action column, click Resend to resend an email type.
Download email history
- Access the Emails tab in the event creation setup.
- In the top-right corner of the page, click Download
.
A CSV file will be downloaded to your computer.