Emails
- Auto-fields for emails
- Send follow-up emails for an event
- Send registration confirmation emails for an event
- Send reminder emails for an event
- Send reminder emails for a converted Simulated Live event
Auto-fields for emails
Jump to: Auto-field Reference | Registrant Auto-fields
On the Emails & Marketing tab, you can enable confirmation, reminder, and follow-up emails for an event. By default, the emails include the event title, the event date and time, duration, and the event link. The system uses auto-fields - that is, placeholders or variables - to pull in these specific details. The benefit of auto-fields is that they automatically update when you make any changes to your event title or scheduling on the Event Settings tab.
Note: For attendee portals, the registration confirmation email includes the portal URL.
To customize the information in an email, go to the Email & Marketing tab, select the type of email to enable, and then select Send My Custom Message. Available auto-fields are listed below the text editor.
Auto-field Reference
The format of an auto-field is __AUTOFIELD__ (the auto-field in ALL CAPS with two underscores before and after).
The following table explains the available auto-fields and the text they display.
Auto-field | Description |
---|---|
__TITLE__ | Event title |
__DATE__ | Scheduled date |
__TIME__ | Scheduled time |
__DURATION__ | For Live events. The scheduled duration of the event |
__EVENTLINK__ | Event URL |
__EVENTPASSWORD__ | Registration and login password (if enabled) |
__GOOGLEREMINDERBUTTON__ | Add to Calendar button. Creates a new event in Google Calendar. |
__GOOGLEREMINDER__ | The URL of the Google calendar reminder. Creates a new event in Google Calendar. |
__REMINDERBUTTON__ |
Add to Calendar button. Downloads an ICS file with event details. ICS files are a universal calendar format that can be read by Microsoft Outlook, Google Calendar, and Apple Calendar. |
__REMINDER__ | The URL of the ICS calendar reminder. Downloads an ICS file with event details. |
__REMINDERBUTTON1__ | Add to Calendar button for the first custom calendar reminder |
__REMINDER1__ | The URL of the first custom calendar reminder. Downloads an ICS with event details |
__UNSUBSCRIBEBUTTON__ | An HTML link that says Unsubscribe. Opens a confirmation page for the recipient to unsubscribe from emails. |
__UNSUBSCRIBE__ | The full URL behind the Unsubscribe link |
Registrant Auto-fields
You can personalize emails by including details captured when an attendee registers for an event or portal. Make sure the fields you want to use are required on the registration form. You can include any of these standard registration fields.
- __TITLE__
- __FNAME__
- __LNAME__
- __COMPANY__
- __ADDRESS1__
- __ADDRESS2__
- __CITY__
- __STATE__
- __COUNTRY__
- __POSTALCODE__
- __PHONE__
- __MOBILE__
- __FAX__
Send follow-up emails for an event
Schedule one or more emails to be sent after the event ends to promote future events, gather feedback, and reconnect with attendees. You can send emails to registrants who attended the Live event, attended the Simulated Live event, watched the On-Demand event (Live event replay), did not attend the event, or to everyone. You can also customize the subject and the body of the email and change the sender name and reply-to address.
Note: To ensure that the registration data is up to date and attendees receive the emails, schedule follow-up emails at least one hour after the event concludes.
Schedule and send follow-up emails
To schedule follow-up emails:
- Sign in to the Webcast Admin portal and edit the event.
- On the left panel, click the Email & Marketing tab.
- In the Audience Emails section, under Follow-up Emails, click + Add New.
- In the Edit Follow-up Email window, select who you want to send the email to. Attended Live is selected by default.
- Optional. Delete the placeholder text in the From Name, Reply-To Email, and the Email Subject fields and enter new text.
- At the right side of the text editor, click </> to switch to code view.
- Delete all the placeholder code.
- Paste your custom code or click </> again to switch back to the text editor view to add text, images, or links.
- Click Schedule Email, select the date and time you want to send the email, and then click Save and Schedule Email. You can also optionally save the email as a draft and schedule it later.
- Click Save and Continue.
Preview your work
You should always send yourself the email before sending it to attendees.
To preview the follow-up email:
- In the Webcast Admin portal, edit the event.
- On the left panel, click the Email & Marketing tab.
- In the Audience Emails, next to the email you scheduled, click Edit.
- Under the text editor, next to Send a test email to, enter your email.
- Click Save and Schedule Email.
- Click Save and Continue.
Send registration confirmation emails for an event
Send a registration confirmation email to attendees after they register for the event. By default, registration confirmation emails are plain text messages with the event title, date, time, duration, URL, and a link to unsubscribe from email messages. You can use the text editor and customize the message, including the sender name and email and email subject.
Note: Help registrants remember your event with an Add to Calendar button or link in the email. You can include links for Outlook and Google calendars. For more information, see Auto-fields for emails.
To send registration confirmation emails:
- Sign in to the Webcast Admin portal and edit the event.
- On the left panel, click the Email & Marketing tab.
- In the Audience Emails section, select Enable Registration Confirmation Email.
- Under Send Default Text, click View to review the default message. To customize the message, select Send My Custom Message and use the text editor to add text, images, and more.
- You should always send yourself the email before sending it to registrants. Under the text editor, next to Send a test email to, enter your email address.
- Scroll to the bottom of the page and click Save and Continue.
Send reminder emails for an event
You can send one or more reminder emails to people who registered for your event. By default, a reminder is sent 24 hours before the scheduled start time of your event. You can change the date and time the reminder will be sent and also schedule additional reminder emails. For example, schedule one reminder for a week before the event and a second reminder for the morning of the event.
Event reminders are plain text messages with the event title, date, time, duration, URL, and a link to unsubscribe from email messages. You can use the text editor and customize the message, including the sender name and email and email subject.
Notes:
- Help registrants remember your event with an Add to Calendar button or link in the email. You can include links for Outlook and Google calendars. For more information, see Auto-fields for emails.
- The system sends the same reminder email for each of the scheduled dates and times. To send different reminder emails, create your reminders as follow-up emails, schedule them to send before the event starts, and select Did not attend to target registrants. For more information, see Send follow-up emails for an event.
To schedule reminder emails:
- Sign in to the Webcast Admin portal and edit the event.
- On the left panel, click the Email & Marketing tab.
- In the Audience Emails section, select Enable Event Reminder Email.
- Under Send Default Text, click View to review the default message. To customize the message, select Send My Custom Message and use the text editor to add text, images, and more.
- To send the reminder more than one time, click + Add New and select the date and time to send it.
- You should always send yourself the email before sending it to registrants. Under the text editor, next to Send a test email to, enter your email address.
- Scroll to the bottom of the page and click Save and Continue.
Send reminder emails for a converted Simulated Live event
When you convert a Live event into a Simulated Live event or change a Simulated Live event from live acquisition to pre-recorded content, the Event Reminder Emails option is no longer available. To send reminder emails for a converted event, create a follow-up email and use the "did not attend" option to send it to registrants (they haven't attended it yet).
Schedule and send reminder emails
To schedule reminder emails for a converted Simulated Live event:
- Sign in to the Webcast Admin portal and edit the event.
- On the left panel, click the Email & Marketing tab.
- In the Audience Emails section, under Follow-up Emails, click + Add New.
- In the Edit Follow-up Email window, under Send email to registrants to:, select Did not attend and clear the other checkboxes.
- Optional. Delete the placeholder text in the From Name, Reply-To Email, and the Email Subject fields and enter new text.
- At the right side of the text editor, click </> to switch to code view.
- Delete all the placeholder code.
- Paste your custom code or click </> again to switch back to the text editor view to add text, images, or links.
- Click Schedule Email, select the date and time you want to send the email, and then click Save and Schedule Email. You can also optionally save the email as a draft and schedule it later.
- Click Save and Continue.
Preview your work
You should always send yourself the email before sending it to attendees.
To preview the follow-up email:
- In the Webcast Admin portal, edit the event.
- On the left panel, click the Email & Marketing tab.
- In the Audience Emails, next to the email you scheduled, click Edit.
- Under the text editor, next to Send a test email to, enter your email.
- Click Save and Schedule Email.
- Click Save and Continue.