Configure webinar emails
The first step in configuring automated emails in Wistia is to ensure an Account Owner or Manager fills out your account-wide Email Settings. Learn more here.
Once that’s complete, you can start setting up emails for registrants by navigating to the "Customize" menu of your webinar and selecting the "Emails" tab.
Tip
Use the Desktop and Mobile icons to see how emails appear on each device type.
Note
You cannot alter webinar email settings after the event ends.
In the Emails tab, you can customize email notifications for your registrants, including confirmation, reminder, and follow-up emails. Within each email option, you can edit the email subject line and email preview text, or leave them blank to use the default copy.
Note
The body content of webinar emails is generated automatically and can't be edited at this time.
You’ll be able to preview emails by clicking “Send Test Email” (you’ll receive a copy of the email in your inbox) or by clicking “Preview Inbox” (you’ll get a quick peek at what the inbox preview message might look like).
Note
Test emails must be sent to an email address with the same domain as the Account Owner’s email.
Email branding
Confirmation, reminder, and follow-up emails automatically reflect your account's brand settings, including your primary brand color, rounded corners, and your logo and event image. Set your brand color and logo on the Account page in your account settings.
Note
Email styling is applied automatically and cannot be edited per event.
Confirmation emails
When Confirmation emails are toggled "On," registrants will receive a confirmation email after registering for your event. Confirmation emails include a direct link to join the event, so registrants can get to your webinar in one click when it's time.
If you’d like to attach an ICS file to the email, enable ICS attachments. This will automatically add the event to the recipient's calendar.
Note
ICS attachments may impact email delivery rates.
Tip
Confirmation emails are sent automatically when a registrant signs up for your webinar. If you enable confirmation emails after registrations have already started coming in, the existing registrants won't receive one retroactively. As a workaround, you can share the event link with them directly.
Reminder emails
You can send reminder emails to registrants 1 day, 1 hour, and/or 15 minutes before the event start time. You can customize the subject and email preview text for each reminder.
Note
The timezone in confirmation and reminder emails will default to the Account Owner’s timezone.
Follow-up emails
Follow-up emails are sent 90 minutes after the host ends the event. Customize the email subject and preview text to thank your audience for attending and encourage them to connect with you further. By default, follow-up emails thank registrants for joining and point them to any available recording.
Note
Follow-up emails are sent to all registrants after the event, regardless of attendance.
Tip
If on-demand viewing is enabled for your event, the follow-up email will include a link to the recording. You can adjust this setting from the Webinar Info modal, in the Settings tab.
Update emails
When you edit a webinar's date, time, timezone, or embed location, Wistia can email every registrant to let them know what changed and send them a refreshed calendar invite. That way, the people who already registered show up at the right time and place.
Open the "Customize" menu for your webinar, then edit the date, time, time zone, or embed location, and save your changes. Wistia will ask if you'd like to notify your registrants. Confirm to send. A few minutes later, every registrant receives an email with the update and a corrected calendar invite.
Note
Wistia waits a few minutes after your edits before sending, so you can make all your changes at once and registrants get a single email instead of one per edit.
Social profiles
Connect with your audience on social media by adding your social media links to the footer of your email notifications. To enable this setting, add your social media profile URLs to the Email Settings page in your account settings.
Sender’s name
All confirmation and reminder emails will be sent from [email protected], but you may customize the sender’s name in the Email Settings section of your account settings.
Tip
If registrants report missing emails, ask them to check their spam folder.
Image
By default, the email body will display the thumbnail you’ve set for the event. If you haven’t set a thumbnail yet, you can do so on the Webinar Overview page.
To use a different image for your email communications, upload it in the Image section when setting up your emails.
Your account’s logo will also be displayed in the email. The Account Owner can update or add a logo from the Account page in their account settings.
Webinar emails with marketing automation integrations
If you have HubSpot, Marketo, or Pardot connected to your Wistia account, you can set up a workflow to send confirmation, reminder, and follow-up emails through your integration.
With this option, you can create personalized registration links and set up emails through your connected platform. See the relevant documentation: