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. Zoho Webinar sends different types of emails to your audience throughout the course of your webinar, from scheduling to post webinar follow up.
Pre Webinar Emails
Registration email
Reminder emails (up to 3 reminder emails)
Post Webinar Emails
Thank you email
Follow up email
Note: You can choose to customize emails for a single webinar, or apply the same customization to every webinar you schedule. Click the Emails tab on the webinar schedule page to get started. Email types sent to your audience
Registration confirmation email
Any person who registers for your webinar receives this email as a confirmation to join the webinar. The main elements in this email are the joining link of the webinar (mandatory field), webinar title, description, date and time, add to calendar link, and webinar cancel link.
Note:
The gear icon for the registration email is disabled by default, since the registration email is sent immediately after a registrant register for the webinar.
The content in the registration email is carried forward for reminder emails as well.
Reminder emails
Thank you email (For attendees)
This email is sent to attendees after the webinar, thanking them for their participation.
Follow up email (For registrants)
This email is sent to those who registered for your webinar but could not attend it.
Registration cancellation email
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.
Quick email templates
Quick Email Templates offer a faster way to customize your webinar emails without editing every message from scratch. A Quick Email Template is available for every email type listed in the Overview section above.
Reply-to email address
All emails you send to your webinar audience should have a reply to email address, so registrants can reply with any questions or concerns. The reply to email address can belong to a team, department, or member of your organization who can respond to queries.
Before a reply to email address is added, it must be verified by its owner, unless it belongs to an organization member. Only admins can add reply to email addresses for webinar emails within an organization. Once an admin adds an email address, all webinar organizers can use it for the webinars they create. Admins can add multiple reply to email addresses to their organization account, and webinar hosts can select the address they prefer for each webinar.
Set up reply-to email address for a webinar
Log in to Zoho Webinar.
Select the webinar that you want to customize emails for.
In the Emails section, click Manage next to Reply-to email address.
Select Organization Emails to use email addresses of teams or departments. Otherwise, select Organization Users to use email addresses of your colleagues.
Use the dropdown to make a selection, then click Save.
Configure email timing
- Click the settings gear icon in the Emails tab to configure the timing of your webinar emails.
Choose the desired timing from the dropdown, ranging from a few minutes to a week before or after the webinar.
The same timing options apply for emails sent after the webinar (Post-webinar).
Enable the recording checkbox if you want to attach the webinar recording to post webinar emails such as thank-you and follow-up emails. This attaches the most recent recording from the webinar session.
Set the number of hours or minutes, then click Save.
Preview Emails
You can preview the email content before sending by clicking the preview icon next to the settings gear icon.
Edit a email template
Log in to Zoho Webinar.
Select the webinar that you want to customize emails for.
In the Emails section, hover over the email listed under Quick Email Templates.
Click the Edit button.
After editing, enter a template name and click Save to save your changes.
You can customize three aspects of a Quick Email Template, all accessible from the left panel: Content, Design, and Preferences.
Content
Subject line: The subject line of the webinar email.
Greeting style: Choose from four available greeting styles.
Opening note: Appears above the email body.
Closing note: Appears below the email body.
Design
Theme: Four themes are available, Classic, Modern, Minimal, and Elegant. By default, the Classic theme is applied in the Custom Email Template.
Brand color: A color palette is available for setting your brand color. The brand color changes the background color of buttons and also changes the border edge color of the email template slightly.
Email background color: Changes the background color of the email, excluding the email content area.
Logo: Add your organization logo and align it to the left, right, or center of the email
Header Banner: Add a banner image to appear at the top of the email.
Footer Banner: Add a banner image to appear at the bottom of the email.
Preferences
Language: Choose your preferred language for the email from the dropdown. A wide range of languages is available to select from.
Date format: Choose your preferred date format for the email from the dropdown.
Layout and text direction: Enable the Right-to-Left Layout checkbox to change the layout and text direction of the email from right to left. This is controlled by a single checkbox. When disabled, the email uses the default left-to-right layout and text direction.
Clone quick email template
You can clone an existing QuickTemplate instead of building one from scratch. This is useful when you want to reuse the same design and content for another email and make small changes afterward.
Send test email
Before using a Quick Email Template for your webinar, you can send a test email to check how it will appear to recipients.
Click the Send Test Email button.
Emails will be sent to the email address listed in the "reply-to" field.
Send the test email and review how it renders in your inbox.