Zoom Registration Email Settings

Created by Faye for Freshworks, Modified on Fri, 30 Jan at 11:13 AM by Faye for Freshworks

In this article:

Introduction
Important Registration Form Setting
Default Registration Email Settings
Customizing Registration Email Settings

Introduction

When using a Zoom meeting or webinar with registration, registered attendees will receive a confirmation email. Some users may respond to this email looking for assistance with getting logged into the meeting or with general meeting questions. Here we will discuss the default settings and how you can customize them for your event.

Important Registration Form Setting (Zoom Meetings)

We would like to make you aware of a setting on Zoom meeting registration form. By default, your registration form will continue to be active for 90 days after the end date of the meeting. People can continue to register for the event even after it has concluded. Zoom has a setting allowing you to close registration after the date of the meeting. We highly recommend you turn this on! To do so, navigate to the 'Registration' tab in your event and select the 'Edit' button under 'Registration Options.' There you will be able to check the box that reads 'Close registration after meeting date.'

When this is turned on, the link to your registration page will instead show that the event is over and prospective registrants can reach out to whomever you have set as the meeting contact.

Default Registration Email Settings

Once an attendee registers for a Zoom meeting or webinar which is using registration, they will receive a confirmation email containing the Zoom meeting link and other meeting details. This email comes from the email address no-reply@zoom.us. While it is listed as a no-reply address, responses to this email are sent on to someone. By default, If an attendee responds to this confirmation email, it will automatically be forwarded to the Encore Support Center Team. The support center is capable of fielding these emails and assisting attendees with getting logged into Zoom. If you will be using Zoom registration in your meeting/webinar, you will be asked to provide us with a point of contact that we can forward event-specific questions/requests to. This point of contact should be available in the hours before and during the event times. They should be able to respond to questions/requests quickly. By default, the point of contact listed on a closed registration page will also be sent to the Support Center.

Customizing Registration Email Settings

Changing the email contact

When setting up the registration for your Zoom webinar/meeting, you have the ability to change the reply-to address of the confirmation email. You could set this as an Encore employee at the venue or a client contact. The reply-to email address will likely be something you want to discuss with your client. Customizing this email address will provide a more streamlined experience and faster support for the attendees. Changing this email address will also change the point of contact listed on a closed registration form to this same address.

To customize the reply-to email address, you will first need to schedule your meeting or webinar and enable registration. Then open the meeting and navigate to the 'email settings' tab. There you will see an 'Email Contact:' listed. If the address listed here is ####-YourVenueName@encoreglobal.com you have the default settings enabled and replies will get sent to the support center. To change the Email Contact, click the 'Edit" button, enter the name and email address you would like to use and save.

Turn Off Registration Confirmation Emails

On occasion, your client may not want automatic registration confirmation emails to be sent out. If this is the case, you can turn this feature off in your meeting.

If registration confirmation emails are turned off in Zoom. You or the client MUST send out your own confirmation emails! Otherwise, attendees will not have the information needed to join the session.

To Turn off the registration confirmation email, click the 'edit' button next to the 'Confirmation email to Registrants.' At the top of the pop-up box, you will see a checkbox where you can turn the setting on or off.