How to change the layout of your meeting and invite emails?

Vectera offers a lot of customizing options for meeting rooms and scheduling. Next to custom text and advanced styling options for meeting rooms and booking pages, you can also customize the layout of your emails. But how do you do this?


In order to customize the layout of your emails, you will need to write custom HTML code that will be used as a template for all your emails. Vectera provides a preview so you can check whether the layout shows well.


The Business or Enterprise plan is required!

Which emails will have the custom layout?

The custom layout will show in the following emails



  • Confirmation email

  • Reminder email

  • Cancellation email


Meeting room:

  • Meeting room invite email



How to add the HTML code to Vectera?


Add the HTML code

We recommend writing the HTML code and then copy/paste it in Vectera.


To add it in Vectera, follow these steps:

  1. Go to your customization page

  2. Scroll down until yo see 'Advanced branding'

  3. Paste the HTML code into the 'Custom email HTML template' box

  4. Click on 'Send me a preview mail' to see if the layout shows well. The mail will be sent to the email address of the logged-in user.

  5. Hit save if the layout is ready

  6. Test the template with several e-mail clients (Google, Outlook, ..)



The HTML template must contain a body and the {content} tag. This tag will be replaced with the email content when an email is sent to your clients.


If the body or the {content} tag is not present, you won't be able to save the page and see an error message.




Important remarks

  • The HTML template is not validated by Vectera. Make sure to test the template by sending a preview email to yourself before saving the page.

  • When the preview looks good, we recommend testing it with several email clients as results might differ depending on the email client (e.g. you can book a test meeting with yourself).


Default layout vs custom layout

By default, all emails sent by Vectera look similar. Below you can find an example of the confirmation mail that a host receives when a guest books a meeting.



Customizing the email template can give a very different result, for example:



Want to know how to edit the layout of the text of the email templates? Check out this help article.

Vectera is looking forward to your feedback so we can offer you the best scheduling and customer meeting experience. Set up your next customer meeting right away by logging into your account or sign-up for a free, fully-featured trial of Vectera!

Was this article helpful?