Webinar Email Sequence: 9 Emails, Timings and Templates

A webinar email sequence is nine emails: an invitation about a week before, a confirmation the moment someone registers, reminders the day before, an hour before and five minutes before, then after the session a replay email for no-shows, a recap for attendees who did not buy, an offer-closing email the day before the deadline, and a thank you for buyers. Each one goes to a smaller group than the last, chosen by what the person did. The timings below are the ones Webinly runs by default; the words are templates you can paste and change.

The table is the whole sequence on one screen. The last column says whether Webinly writes and sends the email on its own, offers a template for it, or leaves it to an automation you build; the chain with every default timing is on the registration page.

Short, plain and honest. Replace the brackets and keep the length; a subject line and a body each.

Before the session, the question is how many reminders. Webinly schedules five per registration, on by default and each switchable: 24 hours before catches diary conflicts while something can still move, 1 hour before is where most people decide, 5 minutes before is pure link delivery, with 3 hours and 30 minutes in between. Any reminder already past at sign-up is skipped, so someone registering 40 minutes out gets the 30-minute and 5-minute emails only.

The difference is not small. Webinly's attendance calculator, built on published industry benchmarks, runs 1,000 registrations from your own list through the cadence: no reminders, about 273 live attendees; a 24-hour reminder alone, 357; 24 hours plus 1 hour, 420; adding the 5-minute link, 462. Planning estimates, not measurements of your audience, but the ranking holds: reminders beat the form.

After the session, speed follows the signal: an abandoned checkout is worth an email the same evening, a no-show needs a second touch a day or two later, and every send should check again first, so someone who watched the replay yesterday is not told today that they missed it.

Confirmation, reminders and follow-ups come with every plan, in English or Arabic with full right-to-left. Subject and body are editable per webinar in the wizard's Emails step, and if you move the date the queued reminders re-arm against it.

The after-event ladder is already split. At end plus 5 minutes, two emails off one split: attended and did not attend. At 4 hours, attendees who saw an offer and never opened it. At 1 day, the no-show push; anyone who has watched since drops out. At 3 days, a replay-watched or not-watched split on real watch time. At 6 days, a last call to no-shows only, naming no deadline. Every rung re-checks watch time at send time, and replay links are signed per registration, so a forwarded link still works and still reports who watched.

Started checkout, did not pay is on by default too. When someone opens the payment form for your offer, in the room or on the offer page, and has not paid 30 minutes later, the email lands within the hour, names the offer and its price, links to their order with the checkout open, and holds that price for 24 hours.

For anything a fixed ladder cannot do, an automation reacts to a signal (registers, misses the start, misses the webinar, sees the offer, abandons a checkout, buys), waits, branches on what the person did since, sends an email written in the step with merge fields, and stops for anyone who buys. Quiet hours hold anything due between 9 PM and 8 AM. Automations come with every plan, and you can preview a journey on a real contact with nothing sent.

Two emails in the sequence go to people who are not registrants of this webinar: the invitation, to everyone on your list who has not signed up, and the closing note, to the group that stayed for the offer. In Webinly that is Email marketing: write one email, choose who gets it, send it now or schedule it to the minute.

A new email opens on finished templates, one per job: an invitation, a reminder a day before, starting soon, the replay is ready, the offer is closing, a newsletter, a thank you after a session, and a simple note, each written in English and, separately, in Arabic. You can also reuse a past email, start blank, or describe the email in a sentence and get a first draft. Personalise with the first name, with a fallback such as 'there'.

Who gets it is a group, with groups under But not left out even when they match: for the invitation, everyone with an email but not the people registered for this webinar, and a scheduled email counts its group again when it goes out. Known limits: no open or click counts on broadcasts, no A/B test, one email rather than a sequence, a sent email cannot be taken back, and one unsubscribe also stops that person's reminders and follow-ups.

Yes, once the business connects its own WhatsApp Business number through Meta's sign-up window. The same moments then go out on WhatsApp as well as email: a confirmation on registering, reminders before the start, the join link when it goes live, the recording afterwards, and a follow-up for people who registered and did not attend. Anyone who registered with a phone number but never opened the room gets their own watch link 7 minutes after their session starts, adjustable from 2 to 180 minutes.

The rules: WhatsApp only delivers templates Meta approved in advance, with fill-ins such as the first name or the watch link; Meta bills the conversations; a promotional step needs the person's opt-in and a phone number with its country code, or it is skipped and logged; and anyone can stop the messages with a stop word in English or Arabic. There is no SMS and no push notification anywhere in the product.

Only steps Webinly's pages describe.

Webinar emails, confirmation, reminders and follow-ups, come with every plan: Starter at $39 a month or $390 a year (one automated or evergreen webinar at a time, unlimited registrants; live broadcasting starts on Pro), Pro at $159 or $1,590 a year, Scale at $349 or $3,490 a year. Automations that email one person after they do something are included and do not use the add-on.

Sending one email to a group or your whole list is Email marketing, a paid add-on on top of the plan, with broadcast plans from $29 for 10,000 emails; without it you can still write, preview and send tests. The price is per account, not per seat, co-hosts included. Every line is on the pricing page, checked against the product on 24 October 2026.