Preview and customize your webinar's emails

This feature requires a Vimeo Enterprise account with the Events feature added.

When someone registers for your webinar, we can automatically send them three emails to ensure they attend and can watch the replay afterward. You can customize the color, branding, and included links in these emails as desired, or opt out of having them sent entirely. You can also send a test to preview what they will look like to your webinar registrants.

To learn how to customize each component of your webinar’s emails, expand the panels below.

Preview webinar emails

Start by selecting the Settings menu on the top-right of the event settings page to open the panel on the right. Then, select the Registration menu from the panel and then Customize.

You will see three types of emails listed on the left side: 

• Confirmation email: Sent after the viewer registers.
• Reminder email: Sent the day before your webinar’s date.
• Follow-up email: Sent after you click Complete event on your webinar management page.

You can click on each panel to preview the corresponding email. 

You can also make a number of customizations, detailed in the sections below. Your changes will auto-save as you make progress. Click Done in the upper right corner to return to the webinar management page.

At the top of the page, you can switch the email preview mode between desktop (default) and mobile view, allowing you to see how the email will appear to viewers in either environment.

To discard your changes, click the undo arrow in the upper right corner.

Edit the "From" field 

By default, the email will come from “Vimeo.” You can change this to your own brand name in the General settings panel on the right side of the page.

Edit the accent colors

The call-to-action (CTA) button and other accents are in Vimeo’s blue by default. To change the color:

1. Click the color indicators in the General settings panel.
2. Select your brand’s colors by either clicking and dragging the rings, or inputting the hex color code.
3. Click out of the color selector when you’ve found your color.
   

Add your logo

Click the logo box in the General settings panel to upload and insert a custom logo. It will appear at the center top of the body of the email.

Add a footer to your email

By default, the footer of your webinar emails will include:

• A link to view the email in a browser
• Text indicating that you sent the email
• A link to report abuse to our team

In the general settings panel on the right side, click the pencil icon next to the Footer to add more elements.

You can add:

• Reply email: Toggling this On will prompt you to enter a reply email address. Once you do that, a new line will appear in the footer saying, “You can respond to the sender at [email].”
• Company address: Toggling this on will prompt you to enter your business’s street address (up to 100 characters). Once you click out of the field, the address will appear in a new line in the footer of the email.
• Privacy policy URL: Toggling this one will prompt you to input the link to your company’s privacy policy. After doing so, a “Privacy” link will appear in the footer next to the “Report Abuse” link.

These footer settings will apply to all three email types. Any changes you make will save automatically.

Customize your email subject

Each email type will have a default subject. You can edit this as desired, using dynamic tags to insert information from your specific event and the registrants’ form submission. 

1. Select the email you wish to edit from the left side panel.
2. To edit the subject, click on the Subject field at the top of the page.
3. Type in your subject as desired, up to 100 characters.
4. If you wish to insert a dynamic tag, select one from the right side panel. Note that any fields in your registration form that are not required may appear blank if the registrant does not fill them out. 
   
   

Customize your email message

Each email type has a default message copy designed to apply to any event type. You can adjust this text however you see fit, using dynamic tags to insert information from your specific event and the registrants’ form submission to personalize the message. This message will always appear above your event’s scheduled start date and time.

1. Select the email you wish to edit from the left side panel.
2. There are two text areas you can edit: the heading and the body. Click on either to activate the text edit box and text settings panel.
3. Type in your desired copy, up to 1000 characters for each.
4. If you wish to insert a dynamic tag, select one from the right side panel. Note that any fields in your registration form that are not required may appear blank if the registrant does not fill them out.
5. In the text settings panel on the right, you can adjust the size, style, format, and color of all the text in the active text edit box. You can also highlight part of your text to apply granular formatting settings, or make a hyperlink within the copy.
   
6. Click out of the text edit box to save your changes. 

Show or hide calendar

By default, the registration confirmation and reminder emails will include calendar links for your registrants to add your event to their Google, Outlook, or iCal calendars.

If you prefer not to include this line in your email, click on the calendar line, then click the delete icon that appears to remove them.

To add the calendar links back, click the blue (+) line below your event start time.

Customize the event button link

By default, the CTA button in each email will say “Join event” and link to your webinar’s event page on Vimeo. You can customize the text and link in the button to go to a custom destination, such as your website with the event embedded. 

1. Select which email you want to adjust from the left panel.
2. In the email preview, click on the button to open the Button settings panel on the right.
   
3. Edit the Text field to change the text in the button.
4. The URL section has two options. Vimeo link takes recipients to your webinar page on vimeo.com; Custom destination allows you to link input a different URL to direct recipients.
5. Your settings will auto-save.

Send a test email

To see how an email appears and behaves:

1. Select which email you want to test from the left side.
2. Click Send test at the top of the email settings page.
   
   
3. This will send the selected email to the email associated with your account.
   ⚠️Note: You won’t be able to do this if you haven’t verified your email address with Vimeo). 
4. Check your inbox to see the test email.

Reset email to default settings

You can undo and redo any changes you make using the arrows in the upper right corner of the page, next to the Done button

To return the email to the default settings, click Reset above the email preview.

Turn off automatic webinar emails

All three emails are toggled on by default. If you would prefer that we not send any of these emails (e.g. you want to send webinar emails on your own), click on the corresponding toggle switch to turn them off.

Send a follow-up email manually

If you opted to not have a follow-up email auto-send upon event completion, you can opt to manually send a follow-up email instead. This option is only available when you toggle off the Auto trigger upon completion (described above) before you complete your event.

1. Go to the Webinar Management Page (Library > Live events > select a webinar).
2. Select Complete Event. 
3. Open the Emails panel (right side menu). 
4. Select Follow-up email, then select Send follow-up email. 
   
   
5. A confirmation window will appear. Click Send if you are ready to send the email to your registered attendees. 
6. Your follow-up email has been sent.