How to configure Zoom Webinar email settings

Configuring Zoom Webinar email settings allows you to customize and control the email communications sent to registrants, attendees, and panelists. Manage these settings within the Zoom web portal to tailor email content, branding, and scheduling to ensure a professional and informative experience. This guide details how to customize these settings to improve webinar engagement.

Prerequisites

• A Zoom Pro, Business, Enterprise, or Education account.
• Zoom Webinars add-on.
• Admin or account owner privileges in Zoom.
• Familiarity with Zoom web portal navigation.

Customize Email Settings at the Account Level

This section details how to set the default email configurations that will apply to all webinars in your account. You can override these settings at the individual webinar level.

1. Sign in to the Zoom web portal as an administrator with the privilege to edit account settings.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Click the Webinar tab.
4. Under the Email Settings section, locate the settings you want to configure.
5. Registration Confirmation Email: Enable or disable the sending of registration confirmation emails. Customize the email content by clicking the Edit button next to the setting. You can modify the subject, body, and branding of the email. Use variables (e.g., %FirstName%, %JoinURL%) to personalize the email.
6. Cancellation Email: Enable or disable sending email notifications when a webinar is cancelled. Customize the message to inform registrants about the cancellation and any relevant information, such as rescheduling details. Click Edit to modify subject and body.
7. Reminder Emails: Configure automated reminder emails to be sent to registrants before the webinar starts. Enable this option and specify the timing of the reminder (e.g., 1 hour before, 1 day before). You can create multiple reminders. Click Edit to customize the email content, including adding a button to easily add the webinar to their calendar.
8. Follow-up Email: Send a follow-up email after the webinar concludes. Enable the option and configure the delay (e.g., 1 day after the webinar). Customize the email content to include a thank you message, a link to the webinar recording, and any relevant resources. Click Edit to modify.
9. Approval Required Notification: Configure settings regarding approval required notifications for registrants. Enable or disable, and customize the email.
10. Alternative Host Invited Email: Configure settings regarding email notifications sent when an alternative host is added to a webinar. Customize the email subject and body as required.

Customize Email Settings for a Specific Webinar

This section details how to override the account-level 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 you want to configure.
4. Scroll down and click the Email Settings tab.
5. Click Edit for any of the email types (Registration Confirmation, Cancellation, Reminder, Follow-up).
6. Toggle the option “Use Account Settings” to the off position. This will allow you to customize the settings specifically for this webinar.
7. Make the desired changes to the email subject, body, and scheduling. You can use variables to personalize the emails.
8. Click Save.
9. Repeat for other email types if needed.

Branding Email Communications

Enhance the professionalism of your webinar emails by incorporating your organization’s branding.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Click the Webinar tab.
4. Locate the Branding section.
5. Webinar Banner: Upload a banner image that will be displayed at the top of the registration page and in email communications. The recommended size is 640x200 pixels.
6. Logo: Upload your organization’s logo to be displayed on the registration page and in email communications. The recommended size is 200x200 pixels. Ensure the logo is clear and properly sized for optimal display.
7. Customize colors within the email templates where permitted to match your brand guidelines.
8. When editing email templates, ensure the “From Name” field clearly reflects your organization.

Testing Email Settings

Before your webinar, send test emails to verify that the email settings are configured correctly and the branding is displayed as expected.

1. While customizing the email templates, look for a “Send Test Email” button (if available).
2. Enter your email address and click Send Test Email.
3. Review the received email to ensure the subject, body, branding, and formatting are accurate.
4. Test registration to ensure confirmation emails are sent correctly.
5. Adjust settings as needed based on your testing results.

Common Issues

• Emails are not being received: Check the recipient’s spam or junk mail folder. Ensure that the Zoom email server IP addresses are whitelisted by the recipient’s email provider. Confirm the email addresses entered are correct.
• Variables are not being replaced with actual values: Double-check the spelling of the variables in the email template. Ensure the variables are supported by Zoom Webinars.
• Branding elements are not displaying correctly: Verify the dimensions of the uploaded banner and logo images. Confirm that the file formats are supported (e.g., PNG, JPG). Clear your browser cache and try again.
• Reminder emails are not sent: Make sure the “Reminder Emails” setting is enabled and the timing is correctly configured. Check the webinar start time and ensure it is accurately set.
• Changes to account-level settings are not reflected in webinars: Ensure you have saved the changes made to the account settings. Be aware that changes made at the individual webinar level override the account settings. Re-publish the webinar if necessary.