Documentation
1. Connect Zoom
Create an account, then click Connect Zoom. Zoom asks you to approve four read-only scopes: user:read:user, meeting:read:list_meetings, meeting:read:meeting and meeting:read:list_registrants. We never create, change or delete anything in Zoom.
After approval we import every upcoming meeting that has Registration: Required. Meetings without registration are skipped because Zoom gives us no registrant emails for them.
"This app requires admin approval"
Some Zoom accounts restrict Marketplace apps. Your Zoom admin can approve RegistrantReminders from the Marketplace's Admin App Management page. Forward them our security overview and Zoom's pre-approval guide.
2. Calendar invites
When someone registers (or is approved, for meetings with manual approval) they receive an email that contains a standards-compliant iCalendar invitation (METHOD:REQUEST). Outlook, Exchange, Apple Mail and Google Calendar process it natively and place the meeting on the registrant's calendar with their personal join link. Each registrant receives their own invite; nobody sees anyone else's address.
- Recurring meetings produce one calendar event per occurrence. Registrants who registered for specific occurrences only get those.
- Time or topic changes in Zoom send an updated invitation that replaces the original entry.
- Deleting a meeting or occurrence, or a registrant cancelling, sends a cancellation that removes the entry.
- Existing registrants: open a meeting and click Send invites to N registrants to backfill people who registered before you connected.
Gmail users who chose "only show invitations from known senders" won't see the event auto-added; the email still carries Add to Google Calendar / Outlook / .ics buttons.
3. Reminders
The account default is 1 day and 1 hour before. Change it under Settings → Reminder schedule, choosing from 1 week, 3 days, 1 day, 3 hours, 1 hour and 15 minutes. Any meeting can override the default from its own page.
Each reminder has a large Join meeting button with the registrant's unique link, add-to-calendar fallbacks, your branding, and times rendered in the meeting's timezone. Registrants who sign up after a reminder window has passed receive only the remaining reminders.
Use Send reminder now on a meeting page for an ad-hoc reminder, or Send test to me to preview the exact email.
Every reminder has an unsubscribe link (and RFC 8058 one-click headers). Unsubscribed registrants stop getting reminders but still receive calendar updates and cancellations.
4. Sending address
By default emails come from notifications@registrantreminders.com as "Your name via RegistrantReminders", with Reply-To set to you. To send from your own address (for example events@yourorg.org) go to Settings → Sender domain, add the address, and publish the DKIM (TXT) and Return-Path (CNAME) records we show. Click Check DNS once they propagate. No SPF change is needed.
5. Deliverability and suppressions
Hard bounces and spam complaints are suppressed automatically per account so we never send to that address again. The Activity page shows every email and its delivery status. Accounts above 5% bounces or 0.3% complaints are paused until we review them together.
6. Edge cases
| Situation | What happens |
|---|---|
| Manual approval | Invite and reminders start on approval, not on registration. |
| Registration requires authentication | Join links work; registrants must sign in to Zoom. Say so in your registration page. |
| Same email registers twice | Collapsed to one registrant so they get one set of emails. |
| Zoom token revoked or app removed | Sending pauses, you receive an email, and a reconnect banner appears. |
| App removed from Zoom | All Zoom-derived data (meetings, registrants, join links) is purged within 3 days. |
7. Billing
Subscribe when you create your account: $29/month or $290/year through Stripe. Manage or cancel from Settings → Billing. Institutions can request an invoice at support@registrantreminders.com.