Webinar: Customize audience registration email notifications

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Customize email notifications to keep your audience informed before and after your webinar.

Step by step

1. Log in to your Riverside account.
2. Navigate to the relevant studio.
3. From the sidebar on the left, click Planner.

4. On the calendar, find the scheduled webinar and click it to open the event summary.
5. In the bottom right corner, click Manage webinar.
   The Webinar Overview opens. 
6. Under Email notifications, click Manage. 
   The Notifications tab opens. 
7. In the Content tab, toggle on each email you would like to send to your audience. 
   Available email types include:
   • Registration confirmation: Confirms registration and provides essential event details.
   • Reminder 1 day before: Sends a reminder 24 hours prior to the event.
   • Reminder 1 hour before: Sends a final reminder 1 hour before the event begins.
   • Follow-up after event: Thanks audience members for participating and includes a link to watch the recording. You can also set whether the email sends automatically or only when you trigger it manually.
   • Follow-up with non-attendees: Reaches out to those who registered but did not attend, and includes a link to watch the recording. You can also set whether the email sends automatically or only when you trigger it manually.
8. Edit the Email subject, Title, and Subtitle fields directly.
9. For each follow-up email, choose the recording to include:
   • Under Linked recording, click the current recording thumbnail.
   • Select a file from the Recordings or Edits tab.
     By default, the email links to the full, unedited webinar recording.
10. For each follow-up email, set the Send mode:
    • Automatic: Sends the email shortly after the webinar ends and the recording is ready.
    • On-demand: Holds the email until you send it manually.
11. In the top right corner, click Preview to open your changes in a new window.
12. Click Update changes.

Customize email branding

Customize your email branding by applying your logo, brand color, and cover image

1. Click the Design tab at the top of the email settings window. 

2. You can add a logo, a cover image, an accent color, and decide whether to include Riverside branding. Click below to see the specific steps.

   • Add logo

     The selected logo will appear in the top left corner of each email.

     1. Next to Add logo, click the plus icon.
     2. In the file picker, choose a JPG or PNG image from your computer.
        We recommend a file that's least 64 × 64 px with a 1:1 aspect ratio.
     3. To remove the logo, hover over it and click the X in the top-right corner.

   • Add cover image

     The selected image will appear as a banner across the top of each email.

     1. Next to Add cover, click the plus icon.
     2. In the file picker, choose a JPG or PNG image from your computer.
        We recommend a file that’s 1280 × 720 px or has a 4:1 aspect ratio.
     3. To remove the image, hover over it and click the X in the top-right corner.

   • Add accent color

     The selected color will be applied as a design accent across your emails, including the main Join session button.

     1. Next to accent color, click the rainbow color picker or the Hex field.
     2. In the color picker, choose your color.
        Or in the Hex field, enter a specific Hex code.

   • Show Riverside branding

     You can choose to show or remove the Riverside logo at the bottom of your emails.

     1. Toggle on   Riverside branding to show the logo at the bottom of your emails. 
        Toggle off  to remove it. 

   Click Preview in the top right corner to open your changes in a new window.

3. Click Update changes.

What emails are sent when a webinar is cancelled or rescheduled?

• When a webinar is cancelled (deleted), all registrants are automatically sent a cancellation email. The email includes a calendar file that removes the event from their calendar when opened. Any future scheduled reminder emails are also cancelled. 
  • Cancellation emails are only sent if Registration confirmation emails are enabled for the webinar.
• If an event is rescheduled, your guests, producer, and registrants receive an email notifying them that the date or time of the event has been updated. 
  • If an email notification has already been sent before the event was updated, it will be resent based on the new schedule.

How do emails work for a webinar series? 

Most emails work the same way as a regular webinar. Reminders, post-event, and non-attendee follow-up all send per session as usual. Two email types behave differently:

• Registration confirmation: Sends one email per registration (not per session). It lists all sessions the attendee signed up for, including the date, time, and duration of each, along with a single join link and a calendar invite covering all sessions.
• Cancellation: When a single session in a series is cancelled, the email clearly states that only that session is cancelled. It lists the attendee's remaining sessions and sends an updated calendar invite that removes only the cancelled session.

Good to know

• Email notification settings must be configured before the session starts. 
• Emails are always sent from the domain Riverside.fm.
• Registration emails are sent in the language matching the host's interface language. 
• When using pre-registration, you can send confirmation, reminder, and follow-up emails. When using a direct session link, only follow-up emails are available to send after the session, as audience details are collected only when attendees join the webinar.

Learn more

• Webinar: View and manage registrants
• Webinar: Resend registration confirmation email