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:
- 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
- Cancel webinar link
- 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 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
- 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)
- 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)
- 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:
- Log in to Zoho Meeting and select Webinars.
- Select the webinar that you want to customize emails for.
- In the Emails section, click Edit next to the email you want to change.
- 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.
- 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 |
| 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 |
| 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, thank you, and follow-up emails, you can set the number of minutes or hours before or after your webinar, at which they should be sent .
- Log in to Zoho Meeting and select Webinars.
- Select the webinar for which you want to customize emails.
- In the Emails section, click Configure.
- Set the number of hours or minutes, then click Save.
Enable and disable webinar emails
You can disable any of the webinar emails. For example, if you do not want to send three reminder emails, you can disable one or two of them, according to your preferences.
- Log in to Zoho Meeting and select Webinars.
- Select the webinar that you want to customize emails for.
- In the Emails section, click Configure.
- 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.
Set reply-to address for a webinar
1. Log in to Zoho Meeting and select 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.
How can I set up webinars to automatically send email registrants with the recording after each session?
1. Navigate to the Email customization section within your webinar settings.
2. Locate the option for configuring automated follow-up
3. Enable the setting for sending follow-up emails automatically.
4. Select Include recording checkbox (This configuration automatically send follow-up emails containing the recording to registrants and
attendees.)
6. Save your settings to apply the changes.
Note:
This feature is only available in the webinar Enterprise edition in Zoho Meeting.
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