Email customization for webinars - Zoho Meeting

Email customization for webinars

Overview

Email communication is an integral part of interacting with your audience, beginning from the point where they register for your webinar. The different types of emails that are sent to your audience during the entire course of your webinar from scheduling to post-webinar follow-up include:

Info
Email Customization is available exclusively in the Enterprise webinar edition of Zoho Meeting.

  1. Registration confirmation email - Any person who registers for your webinar receives this email as a confirmation to participate in the webinar. The main elements in this email are:

    • Joining link of the webinar (mandatory fields)

    • Topic, date, time, and description of the webinar

    • Add to calendar link

    • Audio connection details (available only in paid editions)

    • Cancel webinar link

  2. Reminder emails - Webinar organizers can send up to three reminder emails, and configure the minutes or hours at which the reminders must be sent before the webinar starts. The main elements in the reminder emails are:

    • Joining link of the webinar (mandatory field)

    • Time remaining for the webinar to start (in minutes and hours)

    • Topic, date, time, and description of the webinar

    • Add to calendar link

  3. Thank you email (for attendees) - This email is sent to the attendees after the webinar thanking them for their participation. The main elements in this email are:

    • Title of the webinar

    • Email address to send feedback

    • Webinar recording link (optional)

  4. Follow up email (for registrants) - This email is sent to those who registered for your webinar but could not attend it. The main elements in this email are:

    • Title of the webinar

    • Email address to send feedback

    • Webinar recording link (recommended)

  5. Cancel registration - This email is sent to anyone who cancels their participation (using the cancel webinar link in the registration confirmation email) after registering for the webinar. The main elements in this email include:

    • Title of the webinar

    • Date and time of the webinar

    • Customize email templates

Customize webinar emails
  

Customize your emails to help them reflect your brand's identity. Add fields, buttons, images, and more using the many options available in the text editor.

To customize email content:

  1. Log in to Zoho Meeting and select My Webinars.

  2. Select the webinar that you want to customize emails for.

  3. In the Emails section, click Edit next to the email you want to change.

  4. Select a template and use the content editor to make changes. To insert fields, type # and make selections. A detailed explanation of all the fields you can add is provided in the table below.

  5. Add a name for your template in the top-left corner.

Click Save.
 


Email fields and explanations

Field name
 Inserts:
Category: Registrations
Registration ID
 Unique registration number
Country
 Country of registration
Created by
 Name of the webinar organizer
Created time
 Time of registration
Email
 Email address of the registrant
Name
 Name of the registrant
Region
 Approximate region of registration based on IP
Timezone
 Timezone of the webinar
Add to Google Calendar
 Link to add webinar to Google Calendar
Add to Yahoo Calendar
 Link to add webinar to Yahoo Calendar
Add to Calendar
 Link to download .ics file to add event to any calendar
Join URL
 Link to join the webinar
Cancel Registration
 Link to cancel registration
Audio Details
 Details on how to connect to webinar audio (phone details available only in the paid edition)
Registration URL
 Link of the webinar registration page


Category: Campaigns
Campaign ID
 Unique webinar campaign number
Created By
 Name of the webinar campaign creator
Created Time
 Time at which webinar was created
Date and Time
 Date and time of the webinar
Description
 Description of the webinar
Duration
 Duration of the webinar
Meeting key
 Webinar key - a digit number to join webinar through mobile devices
Organizer
 Name of the webinar organizer
Timezone
 Timezone of the webinar
Title
 Title of the webinar
Webinar Launch URL
 Link to start the webinar
Webinar Registration URL
 Link of the webinar registration page
Remaining Time
 Time remaining for the webinar to start
Recording Link
 Link of the webinar recording


Category: Users
User ID
 Webinar registrant ID number
Email
 Email address of the presenter (If a 'Reply-To' email is configured, responses will go there instead).
First Name
 First name of the presenter
Last name
 Last name of the presenter




Category: Organization
Organization name
 Name of your organization
Company Logo
 Logo of your organization

Set the time for sending emails

For reminder emails, thank you emails, and follow-up emails, you can set the number of minutes or hours before or after your webinar, at which they should be sent .
1. Log in to Zoho Meeting and select My Webinars.
2. Select the webinar for which you want to customize emails.
3. In the Emails section, click Configure.
4. Set the number of hours or minutes, and click Save.
 

Enable and disable webinar emails

You can disable any of the webinar emails if you want. For example, if you do not want to send three reminder emails, you can disable one or two of them, according to your preferences.
1. Log in to Zoho Meeting and select My Webinars.
2. Select the webinar that you want to customize emails for.
3. In the Emails section, click Configure.
4. Enable or disable any email using the checkbox, then click Save.
 


Set up reply-to email address


All emails you send to your webinar audience should have a reply-to email address to which registrants can reply to clarify their concerns. The reply-to email address can be that of a team, department, or members in your organization who can answer queries.
 
Before a reply-to email address is added, it has to be verified by the owner (unless it belongs to an organization member). Only admins can add reply-to email addresses for webinar emails within an organization. After an email address is added by the admin, all webinar organizers can use it for the webinars they create. Admins can add multiple reply-to email addresses in their organization account and webinar hosts can select the email address they want for each webinar.
 

Add reply-to email addresses in organization account

1. Log in to Zoho Meeting and go to Settings.
2. Select Emails and click Add Email Address.
3. Enter the name of the person or department along with the email address.
4. Click Create. An email asking for consent will be sent to the respective email address. Your organization members can use the reply-to email address after the owner grants permission.

Set reply-to address for a webinar

1. Log in to Zoho Meeting and select My Webinars.
2. Select the webinar that you want to customize emails for.
3. In the Emails section, click Edit next to Reply-to email address.
4. Select Organization emails to use email addresses of teams or departments. Otherwise, select Organization users to use email addresses of your colleagues.
5. Use the dropdown to make a selection, then click Save.