How to Send Email Notifications Immediately?

A common question from new hosts sounds something like this:

"I just created a webinar, can I send the invitation to my participants right now? Or can I push out a quick announcement to everyone who registered?"

The short answer is that MyOwnConference does not work that way, and there is a deliberate reason behind it.

We are not a mass mailing service

MyOwnConference is a webinar and online conferencing platform, not a bulk email service like Mailchimp, Brevo, or similar marketing tools. Every email our system sends has one purpose, which is to keep your registered participants informed about the specific webinar they signed up for. We do not provide a mechanism for sending arbitrary mailings on demand, and this is a design choice rather than a missing feature on our roadmap.

The automated email schedule

Once a participant registers for your webinar, our system automatically delivers a fixed sequence of notifications. The schedule is the same for every webinar on the platform:

1. First reminder, sent three days before the webinar starts
2. Second reminder, sent one day before the webinar starts
3. Third reminder, sent one hour before the webinar starts
4. Late notice, sent to participants who registered but did not join on time
5. Follow-up message, sent after the webinar ends, optionally with the recording link when you decide to share it

Each of these messages carries the registration confirmation or the unique join link that is relevant at that moment in the webinar lifecycle.

System emails

In addition to the scheduled reminders above, the platform sends several service messages whenever certain events occur during the lifecycle of a webinar.

The registration confirmation email goes out the moment a participant signs up. It confirms that the registration was successful. The actual join link is not included here, because it arrives later through the scheduled reminders described above.

A cancellation notice is sent automatically when you cancel a webinar, so every registered participant is informed without any extra action on your part.

A rescheduling notice is sent automatically when you change the date or time of a scheduled webinar.

A verification email is sent in the situations described in the next section, when the system needs to confirm the identity of someone trying to use a private join link.

Why we built it this way

Three reasons shaped this design.

The first reason is spam prevention. If hosts could trigger arbitrary emails at any moment, the platform would inevitably be used as a marketing channel by some accounts. Mailbox providers such as Gmail, Outlook, and Yahoo would then start treating our servers as a source of unsolicited email, and deliverability would drop for every host on the service. By keeping the email flow strictly tied to the webinar lifecycle, we maintain a clean sender reputation, and your messages reliably reach the inbox.

The second reason is automation. Once you create a webinar and your participants register, you do not need to think about reminders, join links, or post-event follow-ups again. The system handles the entire communication flow end to end, with no manual steps required from you.

The third reason is the elimination of human error. We have all seen the panicked support ticket that begins with "I accidentally sent the emails, how do I recall them?" The honest answer in any email system is that there is no such thing as recalling a message. Once an email has left our servers, it has been delivered, and no button on any platform can pull it back from the recipient's mailbox. For this reason we follow the old carpenter's rule of measuring seven times before cutting once. Full automation means there is no "send now" button to press by mistake, no half-finished draft that goes out at the wrong moment, and no list selected in error. The worst that can happen if you misconfigure a webinar is that your participants receive a polite cancellation or rescheduling notice, which the system will also handle for you automatically.

Private webinars and unique links

For private webinars, every participant receives a unique join link tied specifically to the email address it was sent to. The link works only for the person who was invited.

If a participant forwards the link to a friend or colleague, the platform detects that someone other than the original recipient is trying to use it and requests verification. A one-time code is then sent to the original email address that received the invitation, and only the person who can read that mailbox can retrieve the code and proceed. As a result, a leaked or shared link cannot be used by an unintended attendee, even if the link itself is technically reachable, and your private webinar stays private.

The verification email itself belongs to the system message category described earlier, so it is delivered automatically and follows the same reliability standards as every other notification.

What this means for you as a host

You do not need to send invitations manually, and in fact the platform does not expose a way to do so. Once your webinar is created and your registration page is shared, every communication step happens on the schedule above without any further input from you.

If you need to reach your audience outside this flow, for example with a promotional newsletter, a sales sequence, or a general announcement that is not tied to a specific webinar, a dedicated email marketing service like Mailchimp is the right tool. You can export your registrant list and import it there.

For everything connected to running the webinar itself, including reminders, join links, cancellations, reschedulings, and follow-ups, the platform takes care of the entire process automatically and on time.

When a participant says they did not receive the email

Although our deliverability is consistently high, there are rare cases when a participant tells you that no invitation arrived in their mailbox. Usually the message has been filtered into the spam folder, blocked by a corporate mail server, or delayed by the recipient's provider, but whatever the cause, the situation needs a quick fix rather than a long investigation.

For exactly this scenario, the control panel includes a targeted resend feature. You can open the participant list for your webinar, find the person who is missing the email, and trigger a one-off resend of the relevant notification straight to that single address. This is a precise, single-recipient action rather than a mass mailing, which is why it fits within the design principles described earlier in this article.

For situations where time is short and even a resend may take a few minutes to reach the inbox, the panel also offers a copy link button next to each participant. One click puts the unique join link on your clipboard, so you can paste it into a messenger, an SMS, or any other channel and get the participant into the webinar room within seconds.

These two tools cover the rare edge cases where the standard automated flow is not enough, while the rest of your communication continues to run on the reliable schedule the platform was built around.

Updated on: 30/04/2026