# Webinar replay email: attendance and access decision card

English worksheet. Copy this card for one webinar edition. Record counts or internal references, not attendee names or addresses.

## 1. Name the edition and owners

| Check | Your entry |
|---|---|
| Webinar edition / internal ID | |
| Live registration source and snapshot time | |
| Live attendance source and snapshot time | |
| Approved replay URL and approval owner | |
| Help reply owner | |
| Sending owner and planned send date | |

## 2. Decide who receives this message

| State for this exact edition | Replay email decision | Evidence or action |
|---|---|---|
| Confirmed registration; no live attendance recorded | Eligible only after the attendance record and replay access are checked | |
| Confirmed registration; attended live | Exclude from this no-show version; decide separately whether an attendee replay note is useful | |
| Registration cancelled, denied or incomplete | Exclude; resolve record exceptions before sending | |
| Attendance unknown or report incomplete | Hold from a “you missed it” message; investigate or use neutral registrant wording | |
| Already received this replay message | Exclude duplicate | |
| No registration for this edition | Exclude | |

**Final segment rule:** Include ______; exclude ______; unknown-state owner ______; estimated recipients ______; actual recipients in sending tool ______.

## 3. Prove the replay destination

| Test | Result / owner |
|---|---|
| Approved recording and correct edition | |
| Open URL as intended recipient, not only as organizer | |
| Required login, registration or approval step works | |
| Email describes the actual gate; no “watch instantly” claim if approval is required | |
| Mobile playback and any linked resource work | |
| Stated expiry matches the configured access window, or omit it | |
| Failed-access reply route reaches a monitored person | |

## 4. Send-ready email fields

- **Subject:** Recording of [webinar title] is ready
- **Greeting:** Hello [name],
- **One-sentence value:** [The specific question or task the replay helps with.]
- **Watch link:** [Tested replay link]
- **Optional starting point:** [Useful timestamp or segment, only if checked]
- **Optional resource:** [Approved slide or resource link]
- **Access deadline:** [Verified date, time and time zone, or omit]
- **Help:** If the link does not open, reply to [monitored help address].
- **Signature:** [Organizer]

Before sending, compare the webinar host’s absentee follow-up setting, any separate campaign schedule and the record of previous replay messages. Choose one send route. Send a test to a recipient-equivalent account, confirm the final segment and exclusions, and assign failed-access replies to the help owner. Do not treat an unopened email as proof of nonattendance.

## 5. If a recipient cannot watch

| Question | Decision / owner |
|---|---|
| Does the same error occur with the recipient-equivalent test account? | |
| Does it affect multiple recipients? | |
| Should a planned replay reminder be paused while the access issue is fixed? | |
| Has the corrected link or permission passed a new recipient-view test? | |
| Who, if anyone, needs a corrected message? | |
| Who closes the issue and monitors further replies? | |

Primary references: [Zoom webinar email settings](https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0065074), [Zoom on-demand webinar access](https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0067279), [Mailchimp segment targeting and exclusions](https://mailchimp.com/help/create-and-send-to-a-segment/). Provider controls vary; this card is a decision record, not a claim that one platform supplies every field.