Configure webinar emails
The first step in configuring automated emails in Wistia is to ensure that the account-wide Email Settings are filled out by an Account Owner or Manager. You can learn more about this here.
Once that’s complete, you’ll be able to start setting up emails for registrants by navigating to the "Customize" menu of your webinar and accessing the "Emails" tab.
Tip
Use the Desktop and Mobile icons to see how emails appear on each device type.
Note
Webinar email settings cannot be altered 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.
Confirmation emails
When Confirmation emails are toggled "On," registrants will receive a confirmation email after registering for your event.
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
Reminder emails can be sent 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.
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.
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. Rescheduling an event does not send an updated notification to registrants.
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.
Connected to HubSpot? Check out this page!
For Pardot users, head on over here.
Using Marketo? Find the full breakdown right here.