Send map
Zoom facts apply here because you use Zoom Webinars. Registration is required, so Zoom's confirmation, reminder and follow-up emails will go out. Dates are worked from Thursday, January 21, 2027, 1:00 pm CT.
| Send | What | When | Goes through | Why |
|---|---|---|---|---|
| E1 | Invitation, 2 weeks before | Thu Jan 7, 2027 | Your email tool | Zoom has no invitation email in the saved sources |
| E2 | Registration confirmation | on registration | Zoom confirmation email | carries the join link |
| E3 | Reminder, 1 week before | Thu Jan 14, 2027, 1:00 pm CT | Zoom reminder (1 week) | allowed timing |
| E4 | Reminder, 1 day before | Wed Jan 20, 2027, 1:00 pm CT | Zoom reminder (1 day) | allowed timing |
| E5 | Reminder, 15 minutes before | Thu Jan 21, 2027, 12:45 pm CT | Your email tool, or move to Zoom 1 hour | Zoom reminders are 1 hour, 1 day or 1 week only |
| E6 | Attendee thank you, 1 day after | Fri Jan 22, 2027 | Zoom attendee follow-up (1 day) | allowed: 1 to 7 days |
| E7 | Absentee follow-up, 2 days after | Sat Jan 23, 2027 | Zoom absentee follow-up (2 days) | allowed: 1 to 7 days |
| E8 | Last chance to watch, 10 days after | Sun Jan 31, 2027 | Your email tool | past Zoom's 7 day limit |
E5 problem: Zoom's reminder options are 1 hour, 1 day or 1 week before, so 15 minutes is not one of them. If E5 goes from your own tool, it cannot include each person's join link, because that link is in Zoom's confirmation email. Your options are in question 1.
E6 timing: the recording goes up "within 24 hours", and E6 goes 1 day after the start. If the recording is late, E6 would point to a page with no video yet. See question 2.
Emails
Built only from your webinar facts and recording plan. No join link is written out anywhere.
E1, invitation (your email tool) - Subject: Close the month in 5 days: live webinar, Jan 21 - Body: On Thursday, January 21, 2027 at 1:00 pm CT, Priya Natarajan (Head of Finance Ops, Ledgerline) and Tom Becker (CPA, partner at Becker & Lowe) walk through where month-end time goes and a 5 day close calendar, then take your questions live. 45 minutes. Save your seat: https://ledgerline.example/webinar-close
E2, confirmation (Zoom; you can edit the subject and add text) - Subject: You're registered: Close the month in 5 days, Jan 21 - Added text: Thanks for registering. We will cover where month-end time goes, a 5 day close calendar, and live Q&A with Priya Natarajan and Tom Becker. Your join link is in this email; keep it handy.
E3, reminder 1 week before (Zoom) - Subject: One week to go: Close the month in 5 days - Added text: See you Thursday, January 21 at 1:00 pm CT. Bring a question about your own month-end for the live Q&A.
E4, reminder 1 day before (Zoom) - Subject: Tomorrow at 1:00 pm CT: Close the month in 5 days - Added text: We start tomorrow at 1:00 pm CT and run 45 minutes. Use the join link in this email.
E5, reminder 15 minutes before (your email tool, if you keep it) - Subject: Starting in 15 minutes: Close the month in 5 days - Body: We go live at 1:00 pm CT. Join with the link in your registration confirmation email from Zoom.
E6, attendee follow-up (Zoom) - Subject: Thanks for joining: your recording of Close the month in 5 days - Added text: Thanks for joining Priya and Tom. The recording stays up for 30 days: https://ledgerline.example/webinar-close/recording
E7, absentee follow-up (Zoom) - Subject: Sorry we missed you: watch Close the month in 5 days - Added text: The recording is up for 30 days: https://ledgerline.example/webinar-close/recording. It covers where month-end time goes, a 5 day close calendar and the live Q&A.
E8, last chance (your email tool) - Subject: Last chance to watch: Close the month in 5 days - Body: The recording of Priya Natarajan and Tom Becker's session stays up for 30 days from posting. Watch it here: https://ledgerline.example/webinar-close/recording
What only an admin can change
- You are the host, so you can edit the subject lines and add your own text to Zoom's emails. Changing the built-in email text is an admin task.
- Your account is on the Pro plan, so confirmation and reminder emails come from Zoom, and the From field cannot be changed.
- Keep the confirmation email turned on. If it is off, you would have to send your own, or registrants cannot join.
- Zoom's email settings offer "Include ICS calendar attachment". Whether it is on for this webinar is not in your input, so the copy above does not mention a calendar file; see question 5.
Counts
| Where it goes | Count | Sends |
|---|---|---|
| Zoom | 5 | E2, E3, E4, E6, E7 |
| Your email tool | 3 | E1, E5, E8 |
| Total | 8 |
Questions for you
- E5: move it to Zoom's 1 hour reminder (keeps the join link in the email), or keep a 15 minute note from your own tool that points to the Zoom confirmation?
- E6: will the recording surely be live by Friday, January 22 at 1:00 pm CT? If not, should E6 go 2 days after instead?
- E8: which tool holds the registrant list for the 10 day send, and how will it get there from Zoom? The saved sources do not cover exporting registrants.
- E1: who sends the invitation, and to which list or segment of the Ledgerline newsletter?
- Should the confirmation include the ICS calendar attachment? If yes, I can add one line to E2 that points to it.
Needs your decision
- Turn on Zoom's reminder and follow-up emails with this text: HELD.
- Schedule E1, E5 and E8 in your own email tool: HELD.