SendReplay for Zoom — User Guide
SendReplay emails the recording of each Zoom webinar to its registrants automatically: one message to people who attended, another to people who did not. This guide covers requirements, setup, everyday use, removal, and troubleshooting.
Requirements
- A Zoom account with the Webinar add-on and cloud recording enabled. Regular meetings are not supported.
- Webinars with registration required — that is where the recipient list comes from.
- An active SendReplay subscription ($29/month). Recordings still appear in your dashboard without one, but no emails go out.
Connecting Zoom
- Create your account and complete checkout.
- On the dashboard click Connect Zoom and approve the requested scopes. We ask to read your webinars, registrants, attendance reports and cloud recordings — nothing is ever written to your Zoom account.
- Review the two email templates under Replay settings → Email templates.
- Set your From name and reply-to email under Sending.
You can connect several Zoom hosts to one SendReplay account; each host's webinars appear in the same dashboard.
Templates and merge tags
Each template has a subject and a Markdown body. Available merge tags:
- {{first_name}} · {{last_name}}
- {{webinar_topic}} · {{webinar_date}}
- {{replay_link}} · {{passcode}}
- {{host_name}} · {{unsubscribe_link}}
A line that contains only the passcode tag is removed when the recording has no passcode. If you leave out the replay link, a "Watch the recording" button is appended. An unsubscribe link is always added to the footer. Turn a template off to skip that segment entirely.
When the email goes out
Zoom notifies us the moment a cloud recording finishes processing. We then wait the send delay (15 minutes by default) because Zoom's attendance report usually lags the recording by a few minutes. If the report is still missing we retry three times, ten minutes apart, then fall back to Zoom's absentee list. If neither exists, every registrant receives the "attended" email and the webinar is flagged so you know.
In hold-for-review mode nothing is sent until you click Approve on the webinar page. You can also click Send now on any scheduled webinar to skip the delay.
Who the email comes from
Replay emails are sent from our address (replays@mail.sendreplay.com) under your From name, so registrants see your name in their inbox. Replies go to your reply-to email, which defaults to your account email. Change both under Sending.
Keeping a copy in Drive or Dropbox
Under Storage copy you can connect Google Drive or Dropbox and turn on "also keep a copy". The main MP4 is streamed into your storage before the email goes out and the replay link points to that copy. If the copy takes longer than about 30 minutes, the email links to Zoom instead so registrants are never kept waiting.
Removing the app
- In SendReplay, click Disconnect next to the Zoom account on the dashboard, or
- At zoom.us go to App Marketplace → Manage → Added Apps and remove SendReplay.
Either way our stored Zoom tokens are deleted immediately and no further webinars are processed. To delete your account and all data, email support from your account address.
Troubleshooting
- Webinar doesn't appear: confirm it was recorded to the cloud and that it is a webinar, not a meeting. Click "Find recordings from the last 30 days" on the dashboard to re-scan.
- Status "No registrants": the webinar had no approved registrants — registration was off, or everyone is still pending approval.
- Status "Needs subscription": subscribe, then open the webinar and click Send now.
- Status "Failed": the reason is shown on the webinar page. Most often Zoom returned no share link for the recording; check it plays in Zoom, then click Send now.
- Some recipients failed: click "Resend to failed". People who already received the email are never sent it twice.
- Domain stuck on pending: DNS changes can take up to an hour. Compare the record names and values character by character; a common mistake is your DNS provider appending the domain to the record name automatically.