Understanding Zoom Events registration and joining
Zoom Events supports a variety of methods of registration and join access for hosts' events. From internal events to external-facing events and large user conferences, Zoom Events has built a toolset to satisfy a variety of access needs.
Zoom Events provides the following options for registration and joining events:
- Registration links
- Group join links (no registration required)
- Pre-registration
- Integrations (API and marketing)
These options can be used singularly or simultaneously for your events. Each method can follow its own unique set of rules to fit a variety of situations.
This article covers:
How to use event links
Use the registration link
If you don’t know your specific audience and want to require advanced signup and registration, it is recommended to use the registration link. Registration links are ideal for external events. Hosts can share a registration link for attendees to register and provide the necessary details.
This can be set up by accessing the Registration & Join section, then accessing the Links & Event Access tab in the event creation setup.
Use the group join link
If you know your target audience and want to make joining your event without registration quick and easy, it is recommended to use group join links. Group join links are ideal for internal events that don’t require advanced sign-ups. Simplify access for your attendees by skipping registration and directly join your event with minimal friction.
This can be set up by accessing the Registration & Join section, then accessing the Links & Event Access tab in the event creation setup.
How to use pre-registration
If you know your specific users or need to make joining easier, it is recommended to use pre-registration. Pre-registration is ideal for issuing unique join links (including guest join links) to specific individuals. Unique fast-join links can be issued to individuals through this method.
This can be set up by accessing the Registration & Join section, then accessing the Manage Registrants tab.
How to understand registration features
Registration features can be enabled or disabled within your event. It is available within the Customize features button when registration is enabled on the event. If a feature is disabled, the configuration will be hidden from view and the registration will not use the feature.
Availability of registration features
| Feature | Session lite (free and paid) | Single-session full free events | Single-session full paid events | Recurring sessions (free and paid) | Multiple-session (free and paid) |
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Custom landing page (with the Page Builder feature)
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✔
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✔
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Custom landing page (without the Page Builder feature)
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✔
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✔
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Registration authentication requirements
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✔
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✔
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✔
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✔
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✔
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Ticketing
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✔
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✔
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Recurring registration options (register once, each session, multiple sessions)
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✔
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Registration window
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✔
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✔
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✔
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✔
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✔
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Source tracking
|
✔
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✔
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✔
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✔
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✔
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Geo-blocking
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✔
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✔
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✔
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✔
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✔
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Customize offers and promo codes
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✔
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✔
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Registration page features: Top of registration page details, Customize registration questions, Custom host message for registrants
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✔
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✔
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✔
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✔
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✔
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Marketing consent (on registration page)
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✔
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✔
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✔
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✔
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✔
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Privacy policy link
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✔
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✔
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✔
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✔
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✔
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Security questions for self-registrants (Additional security)
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✔
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✔
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✔
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✔
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Customizable landing page (event page)
You can add a customizable landing page to your event registration to improve event discovery with content and information for your registrants. Authentication requirements can be set to make registration invite only.
If your event type uses the event landing page, the registration link will land users on the event page.
Learn more about managing the single-session full landing page and the recurring sessions landing page.
Recurring registration options (register once, each session, multiple sessions)
This feature is only available for recurring events and will change how registrants register. The following three options are available:
- Attendees register once and can attend any of the occurrences: Registrants can attend all of the occurrences. All dates and times of the webinar will be listed and the registrant will be registered for all occurrences. Registrants will not see the sessions to register for; instead, the registrant will be sent to the registration page to provide their information.
- Attendees need to register for each occurrence to attend: Registrants need to register separately for each occurrence to attend. They can only choose one date and time on the registrant page. Registrants will be provided a screen to select one session from the event and then proceed to the registration page for that one session.
- Attendees register once and can choose one or more occurrences to attend: Registrants register once and can choose one or more occurrences to attend. They will need to select which dates and times they would like to attend and they will only be registered for those occurrences. They can choose multiple options. Registrants will be provided a screen to select the sessions they are interested in and then proceed to the registration page to register for the selected sessions.
(Optional) Source Tracking
Source tracking allows you to see where your registrants are coming from when the source tracking link is used. A maximum of 100 source tracking links can be used within an event.
After creation, performance can be accessed here or within the Analytics Registration & ticketing tab under the Event Source tracking section, which will report the tracking name, visitors, and number of registrants from each source tracking link.
Geo-blocking
Geo-blocking will only be applied on this link and for the specified countries. Registrants will be able to access the event landing page (based on authentication requirements) but will not see any registration option available.
Note: In order to comply with India regulations, business information must be provided to remove India from registration geo-blocking.
(Optional) Customize offers and promo codes
For simpler events, the Customize offers and promo codes feature can be disabled to remove steps from the configuration process. Ticketing is required to use this feature.
When this feature is enabled, hosts can define different registration segments with different offers. An offer is defined as a group of tickets that are made available to registrants.
The registration segments include:
- General offer: This is a comprehensive segment that is not captured by the segments below. All attendees for this event will receive the ticket types you select. This is the default offer that will be provided to registrants until the registrant demonstrates they qualify for another offer.
- Promo codes: A code that can be provided to registrants to identify that they qualify for a specific offer. Sell more tickets and increase event attendance by offering exclusive discounts, deals, and event access. Access codes or discount codes can be generated here.
- Authenticate for an offer: An allow list can be defined to specify that users qualify for a specific offer. Require registrants to authenticate to view personalized offers. This utilizes a configured authentication setting for the registration link to validate that the registrant can see and register for the offer.
(Optional) Registration page details, registration questions, custom message
The following customization options are available for your registration form:
- Top of registration page details: Content that can be added to the top of the registration page before the registration form. Use cases include adding registration instructions or additional event details.
- Customize registration questions: Defined registration information and questions can be added to capture registrant information and will be available within event analytics.
- Pre-defined registrant details can be added to the registration form. Sort can be controlled if the information is required, but there are limited customization options.
- Custom questions can be created with options, including single-choice, multiple-choice, short-answer, and long-answer responses.
- Advanced registration options:
- Skip logic: This is only available with single-choice custom questions. Adding skip logic to your registration allows the registration form to be changed based on the answer that is provided by the registrant. Based on the choices provided for the custom question, registrants can skip to a different question in the registration form. Use cases include different registration questions for hybrid or onsite and different registration questions for each profession.
- Automated approval (available with short answer questions): Automated approval can be configured based on the expected answers that you provide. If registrants enter the entered values, registration will be approved, and if the registration question answer does not match the expected value, the registration will be rejected. Use cases include requiring a code for registration, and allowing only a list of responses to a question to register for your event.
- Custom host message for registrants: This includes additional messages to your registrants before they finish registration. An additional option can be added to require acceptance of 5 different pre-configured statements.
Notes:
- Registration questions created for the event can be overridden with custom registration questions defined on the ticket. If the ticket-level registration questions are configured, they will be used instead of the event-level questions when registrants register for that ticket.
- At this time, registration questions apply to both Zoom Events hosted registration, integration, and API.
(Optional) Marketing consent
Marketing consent capture can be added to your event based on your requirements. This will be captured and stored within the registration information.
(Optional) Privacy policy
Links can be added indicating your organization's privacy policy which will be displayed in the registration before users register.
(Optional) Security questions
Add one more layer of identity verification for self-registrants. Require registrants to answer a challenge question at registration and enter the same question at join.
How to use ticket types in Zoom Events and Zoom Sessions
Understand ticketing
Tickets can be created to offer different options to registrants. Ticketing features include:
- Offering different price options to your attendees.
- Tickets can be used to control attendee permissions within your event (primarily regarding session access). Use cases could include having a general agenda and breakout sessions restricted to only certain ticket types on an event.
- Ticket availability can be controlled on different time frames on each ticket. Use cases could include the presale of tickets for an event.
- Sessions can be pre-bookmarked for registrants based on ticket type. Use cases could include bookmaking important sessions the host wants registrants for that ticket type to pay attention to.
- Ticket-level registration questions can be defined on each ticket. Use cases could include defining different registration questions for virtual and in-person attendance for an event.
- Ticketing is required in order to customize different offers for different registrants.
Note: Events that do not have ticketing will not have support for these features.
Learn more about setting up ticketing for events.
Use ticketing across event types
For multiple sessions events, tickets are still required (1 will be created by default); however, hosts are not required to set up additional tickets unless they need to:
- Customize access permissions within their event (where different tickets will represent different permissions in an event)
- Configure complex registration requirements or custom access per ticket
- Use different ticket pricing
- Have different registration windows
Tickets represent access to an event, similar to how badges in an event give access. If custom access permissions or custom registration rules do not apply, you will not need to add additional tickets to your event.
Single-session and recurring sessions events, at this time, do not have multiple ticket types.
Understand registration requirements and ticketing
For multi-session events, tickets will be displayed in registration based on the ticket-level configurations that are set (registration dates and registration restrictions).
Group join links do not collect payment. For multi-session events, the underlying ticket that is associated with the tickets is used to define access permissions for an event. Any payment or registration requirements for a ticket will be ignored when used with group join links.
How to use Zoom Events authentication methods
Zoom Events supports a variety of authentication methods, and incremental options can be configured to enhance the security of your events. Event organizers can assemble different options to gate their events in ways they like. When an event requires registration, event hosts create a registration link and distribute the link to the target audience. Each registration link can be associated with one authentication method. The target audience must pass the following authentication methods to start the registration process.
Zoom Events provides a set of authentication options that will be confirmed during registration. Event hosts choose the Authentication Method from a menu that includes:
- Sign in with Zoom: Users must sign in to their Zoom accounts for authentication. They must have a Zoom account when this method is enabled.
- Sign in with Zoom or authenticate over email OTP: Users must sign in to their Zoom accounts for authentication or provide a valid email address to receive a one-time password (OTP). This also helps guests without Zoom accounts to join an event.
- Accelerate authentication with external SSO/(Authentication via Identity Provider (External SSO): Sign in with an external SSO. Users must sign in to the IDP specified by the external SSO profile. They must belong to the group of an external SSO. This option is available only if the host’s Zoom account is configured with an IDP. The target audience will be taken to a sign-in page on the lDP’s web page. The IDP is specified by the account administrator of their organization.
- Byass authentication (no authentication): Users must provide their email address, first name, and last name upon joining. No sign-in is required.
The authentication allow list can be set with the authentication method by selecting the Apply allow list checkbox:
- If there is no allow list specified, the event landing page will be available for all registrants.
- If there is an allow list specified, registrants will need to authenticate with the host-identified authentication method and be on the allow list to access the event page.
When there are restricted offers that are dependent on authentication, the chosen authentication method will be used to verify the registrant qualifies for the offer.
Additional authentication options after registration
Event hosts can customize authentication at join.
- Under the Security at Join section, select from the following options:
- Require authentication: When this checkbox is selected, attendees will be required to authenticate with the email that was used at registration when joining.
- Require additional authentication through a security code (for Zoom users): This option requires attendees to authenticate and initiates an email OTP verification to attendees who registered via email OTP. Attendees will be required to confirm a one-time password after authenticating when joining.
Create a group join link
When an event waives registration, event hosts create a group join link for the target audience. Each group join link can be associated with one authentication method. When an event supports multiple group join links, the authentication method can differ by link. Event hosts choose the Authentication Method from the same menu mentioned above. The configuration items mentioned above apply to group join users, too.
How to integrate your own marketing or registration
Integration and APIs can be used to collect attendee data from external sources.
For simple use cases:
- Have an external marketing event? Use Zoom Events to host your registration and set up a registration link for your attendees to register and provide lead generation data.
- Want to host an internal event? Set up a group join link for your event with the necessary authentication methods for your internal event and share it internally through chat channels or add it yourself to an existing calendar invite (similar to how Zoom Meetings and Webinars can be shared).
- Want to use your own registration process or a third-party registration platform? Either integrate with our APIs to feed the registrant data to Zoom Events, or manually extract the registrants and add them to Zoom Events through pre-registration.
For more complex mix-and-match scenarios:
- Have an event where you want to separate external registrants from your internal participants? Create an external registration link that is accessible to the public and also create a group join link for your internal audience with your own SSO provider or through other authentication methods.
- Have an internal event that has multiple groups of attendees that have different authentication methods? Create multiple group join links with different authentication profiles or create a single group join link and pre-register specific attendees.
- Have a specific group of attendees that need easier access? Create a group join or registration for your majority of attendees and pre-register this specific group of attendees with a fast join link for ease of access.