How to send HTML email in GoToWebinar

Send HTML email in GoToWebinar

Last month we had the awesome opportunity to host a webinar for approximately 1,500 registrants. We were using GoToWebinar’s services and although there is much to like when it comes to the general software, I have always found GoToWebinar’s email reminders very ugly and ineffective. This time around I wanted to make sure I truly had the largest amount of registered people attending the new session.

So like any tech geek, I started to explore how I could send a sexier and use my own HTML code for reminder emails with GoToWebinar.

Many of you probably already know what the email from GoToWebinar looks like, but just for kicks, here is an example from the folks at Sharegate:

GoToWebinar reminder email

How can I send this sexy custom HTML to my registrants?


To perform this task, you will need an email marketing system such as Mailchimp, Campaign Monitor, or Constant Contact. I personally use Mailchimp all the time, but any app in which you can add custom attributes or fields to a user will work excellently.

Another tool you will need is Zapier which simply connects your GoToWebinar account and your email marketing system together through their APIs and sync data. Zapier is free for 100 syncs per month. You can use this link to subscribe and you’ll get extra 100 syncs:

  1. In your email marketing system, create a new text field in your list named “JoinUrl”. In Mailchimp, I created a Merge Field:
    Create a Merge Field in Mailchimp
  2. Now in Zapier, create a new zap for GoToWebinar and Mailchimp (or whatever email marketing system you are using).
    Create a new sync using Zapier
  3. Then go to the settings in Mailchimp and sync the Merge Field JoinUrl with the Join URL variable in GoToWebinar
    Zapier Field mapping

Every time someone registers to your Webinar, he or she will be added to Mailchimp with his unique link to join.

Once you are ready to send the webinar reminder, send a regular html email campaign using your email marketing system and set the link to your call to action with the Merge Tag *|JOINURL|* (read how to use custom fields if you are not using Mailchimp).

In Mailchimp, your html anchor link will look like this:

<a href="*|JOINURL|*">Join Here</a>

Don’t forget to disable reminders in GoToWebinar.

And here’s what Sharegate’s email reminder looked like this after this makeover:

Sharegate Newsletter

Much nicer isn’t it?

You have put so much work into your webinar, shouldn’t all your communications match your wit, style and personal talent? Get the attendance you deserve with this simple and awesome hack.

About Jean-Luc Brisebois

I'm the co-founder of Tropical. I'm passionate about startups, growth, metrics, business, corporate culture, wine and I drink a lot of coffee.
  • Ana Feliciano

    This is awesome! I’ve been trying to figure out how to do this! thanks!! I do have a question, how did you get their “unique join link” to appear on the email?

    • Jean-Luc Brisebois

      Hi Ana!

      I’m glad it helped you!

      In order to add the join link in the email, you must create a merge field in Mailchimp named “JoinUrl”. Then in Zapier, you assign the join link url in that new merge tag.

      It’s all detailed in the article above at #3.

      • Ana Feliciano

        Thank you Thank you Thank you!

  • Dani Spykerboer

    This is fantastic, thank you!! Do you know if it is possible to personalize the look of the confirmation email?

    • Jean-Luc Brisebois

      Hi Dani,

      Just like the reminder email, GoToWebinar does not let you modify the confirmation email.

      But, since you are all set up with Zapier, you could add another merge field in Mailchimp which will include the registration date (from GTW), and start an autoresponder to confirm the user’s registration…

      • Dani Spykerboer

        Jean-Luc you are awesome! Thank you for your fantastic expertise :)

      • Jose Paul Martin

        Jean, not sure it’s easy to pass the registration date… even if you could – how would you do a countdown to the webinar date?

  • Ryan

    Is there a way to do this for recurring webinars? We would need to change the date/time of the webinar depending on which one they are registered for. Any ideas?