How to Customize Your Email Reminders

The system sends built-in emails to help registrants remember your webinar and access replays. You can change the wording, formatting, and links in these emails from the Customize tab.

The standard reminder times are built in, so this article explains how to customize the messages—not change when the reminders are sent.


How to Customize the Emails


Step 1: Open your webinar

  1. Open the webinar you want to update.
  2. Select Customize.

Step 2: Customize the registration email

  1. Open Registration Confirmation Email.

    Update any of the available fields:

    • Subject Line
    • Title
    • Schedule for
    • Email Content
    • Button Text
    • Footnote
    • Unsubscribe From Webinar Text
    • Unsubscribe From All Text

  2. Use the email editor to format your message, add links or images, and insert available template tags or webinar links.

    To include calendar links, turn on Show Add to Calendar.

    If needed, update:

    • Add to Google Calendar Text
    • Add to Outlook Calendar Text
  3. When you are finished, click Save & Continue in the footer to save the Customize tab and move to the next step. You can also click Save to draft if you want to finish later.

Step 3: Customize the 60-minute or 5-minute reminder

  1. Open Email Reminders.

    Under Select Email Type, choose one of these options:

    • 60-Minute Email Reminder

    • 5-Minute Email Reminder

      Update the fields for the selected reminder:

    • Subject Line
    • Title
    • Time Label
    • Email Content
    • Button Text
    • Footnote
    • Unsubscribe From Webinar Text
    • Unsubscribe From All Text
    • Show Add to Calendar
    • Add to Google Calendar Text
    • Add to Outlook Calendar Text
  2. Select the other reminder from Select Email Type if you want to update it too.
  3. Click Save inside the Email Reminders section.

The built-in reminders are sent at approximately 60 minutes and 5 minutes before the assigned webinar session. You can change the message content, but you cannot change these standard reminder times from the email editor. Reminder delivery can also vary slightly, and someone who registers after a reminder window has passed may not receive that message.


Step 4: Customize replay messages

Inside Email Reminders, scroll below the timed reminders to find:

  • Webinar Replay Email Copy — the message sent when a replay becomes available.
  • Webinar Replay Ending Soon Email — the message sent when replay access is about to end.

These sections let you edit the message content. Update the copy, then click Save inside the Email Reminders section.

Replay messages depend on your replay settings. Make sure Replay is enabled under Scheduling > Webinar reminders, and that Automatic replay available is configured.


Before You Start

Open your webinar and go to Scheduling. Find the Webinar reminders section and turn on the options you want to use:

  • Turn on Email for the registration confirmation, 60-minute reminder, and 5-minute reminder.
  • Turn on Replay if you want to send replay-related emails.

If you use an email marketing platform as well, remember that its messages are separate from StealthSeminar’s built-in emails. Both systems can send messages at the same time, which may result in duplicate emails.


How to Check Your Setup

  1. Go to Scheduling > Webinar reminders.
  2. Confirm that Email is turned on for the registration and pre-webinar messages.
  3. If you are testing replay emails, confirm that Replay and Automatic replay available are turned on.
  4. Register for the webinar using an email address you can access.
  5. Register early enough for the reminder windows to occur before the webinar begins.
  6. Check the registration email and review the subject line, message, button, and calendar links.
  7. For replay emails, test when the replay becomes available and again near the end of its availability period.

The current email editor does not include a separate preview button. A test registration is the best way to check the complete email experience, including attendee links.


Common Issues and Solutions

Problem What to check Solution
The registration or reminder email was not received Email reminders may be turned off, the registration may not have been completed, or the message may be in a spam folder. Open Scheduling > Webinar reminders and confirm that Email is turned on. Then check the attendee’s email address and spam folder.
A 60-minute or 5-minute reminder was not received The attendee may have registered after that reminder window had already passed. Register for a session far enough in advance for the reminder window to occur.
Replay emails were not received Replay reminders or automatic replay availability may not be configured. Turn on Replay, enable Automatic replay available, and set how long the replay should remain available.
The wrong reminder was changed The wrong option may be selected in the email type dropdown. Open Email Reminders > Select Email Type and choose the correct reminder.
Changes do not appear The section may not have been saved. Click Save inside Email Reminders, or click Save & Continue in the footer.
You want to change when the reminders are sent The built-in reminder times are standard settings. Customize the email message instead. For a different schedule, use your own email marketing automation.
Reminder options are unavailable Some webinar types do not use scheduled reminders. Dedicated Replay webinars do not use the standard scheduled Email, SMS, or Replay reminder controls.

Common Questions

Can I customize the subject line and message?

Yes. The registration confirmation and timed reminder emails include fields for the subject line, title, message, button text, footnote, unsubscribe text, and calendar options.

Can I change the 60-minute or 5-minute timing?

No. These are the standard built-in reminder times. You can customize the email content, but not the reminder offsets from the email customization section.

Can I customize replay emails?

Yes. Open Customize > Email Reminders and edit Webinar Replay Email Copy or Webinar Replay Ending Soon Email. Make sure replay reminders and replay availability are configured under Scheduling.

Will this change emails sent by my marketing platform?

No. External email or marketing automation messages are separate from StealthSeminar’s built-in emails. If both are enabled, attendees may receive duplicate messages.

Can I preview an email before sending it?

The current email editor does not include a separate preview button. Use a test registration to check the full email, including attendee links and calendar options.

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