Webinars

How to invite people to a webinar and send emails

Once a webinar exists you add attendees, write the emails and send them. This guide also shows where the monthly invite email limit comes in.

7 stepsWith screenshotsUpdated October 2026

Before you start

A webinar already created (see the guide on creating a webinar).
The email addresses of your guests, for example [email protected] and [email protected].

Open your webinar

Click Webinars in the sidebar and open the webinar from the list. Its page has an Attendees tab, an Emails tab and a Send tab, according to the Help Center.

Add attendees by email, or let people register

On the Attendees tab, add people by email, with an optional name. People can also register through the webinar’s public page, so you can share that page instead of typing every address.

Each registration creates a booking on your Meetings page, marked with a Webinar chip, and the attendee gets the same confirmation and reminders as any booking.

Each plan has a number of attendees per webinar, and extra attendees cost money: $0.20 each on Starter and $0.50 each on Pro. Elite has unlimited attendees per webinar. Check your plan before you add a large list.

Check your monthly invite email allowance

Webinar emails count against a monthly allowance of invite emails: 100 on Starter, 1,000 on Pro and 5,000 on Elite. The counters at the top of the Webinars page show your emails this month, and the Upgrade plan link sits next to them.

Extra emails cost money: $1 per 1,000 extra on Starter, $0.60 per 1,000 on Pro and $1 per 1,000 on Elite.

The Webinars page; the counters under the page title show webinars, emails this month and attendees per webinar, with the Upgrade plan link at the right.

Draft the emails

Open the Emails tab. It holds your templates, which are an invitation, a reminder and a follow-up. Each has a subject, a body, a Join the webinar button and an unsubscribe link, plus a When to send setting.

Write the subject and body in your own words, and set When to send to the time you want, for example one day before the start.

Send yourself a test first

Before anyone else gets a message, check how it looks. A connected AI assistant can send you a test of a webinar email, and its ready-made prepare a webinar command creates a draft invitation and reminder and sends you a test. Sending a test is one of the actions an AI assistant can do right away.

Open the test, read the subject, check the button and look at how the email reads on a phone.

Send the email to your attendees

Open the Send tab and send a template now or on a schedule to the attendees.

Sending reaches every attendee on the list and uses your monthly invite emails. If an AI assistant asks to email a whole webinar list, the request waits for your approval on the AI Assistants page; it does not send on its own.

Follow what happens

bookme tracks opens, clicks and RSVPs for each attendee. Check them before you send the reminder, so you know how many people to expect.

Tips

Send the test to yourself every time you change a template, not only the first time.
Plan the reminder when you plan the invitation: a reminder a day before the start helps people remember.
Look at the emails counter on the Webinars page after you send, so you know how much of the month is left.

If something goes wrong

My guest says the email never arrived.

The email may have been sent but not noticed. Ask them to search for bookme and check the spam and Promotions folders. Also check the address for typos.

A guest cancelled their RSVP. How do I add them back?

Cancelled webinar RSVPs are not revived from Meetings. The guest registers again from the webinar page.

I am near my monthly invite email limit.

Check the counter on the Webinars page and the Webinars & emails section of your plan card. Extra emails are priced on the card, so decide before a big send whether to upgrade.