Managing Zoom Sessions registrants

As an event organizer, the Zoom Sessions Manage registrants tab centralizes event registration management, allowing you to efficiently handle registrants and event details. You can also access and manage information for both individual and group registrants, as well as invited registrants.

This registration management feature helps hosts oversee registrants by allowing them to view, sort, and filter attendee information and registration status at the event level. It also enables pre-registration of Zoom Sessions guests.

Learn more about creating a single-session full event, single-session lite event, or recurring sessions event.

This article covers:

Prerequisites for managing Zoom Sessions registrants

How to access registration management, registrant information, and status of registration emails

Notes:

 

  1. Create a single-session event or recurring sessions event. You can also edit an upcoming event.
    You’ll be directed to the event setup page.
  2. To the left of the event setup page, click Registration & join, then click Manage registrants.
    The registration management page will appear.
  3. Under Manage registrants, click the Registrants tab.
    The following information about your registrants will appear:

Note: The email and country will be displayed if the registrant opts to share their information.

Types of registration status

You can send or resend event invitations to all registrants, and remove registrants from the guest list.

StatusDescription
Registered

Participants who register and join a Zoom Session event will have the role of attendee, with their status showing as Registered on their profile card. 

Note: Guest roles will also change from Invited to Registered once they accept the invitation and register.
Pre-registered

The pre-registration status for both internal and external pre-registrants will be displayed. 

  • When a host sends an invitation with an event join link, the participant will have a Pre-registered status. 
  • During pre-registration, hosts can upload a 4-field CSV with: 
    • First and last names (which will appear on the attendee’s profile card if provided)
    • Email addresses
    • Registration sources
    • Unique IDs

Notes:

  • Pre-registered attendees don’t need to register again.
  • Pre-registered participants cannot later register as regular attendees but can be assigned special roles.
  • Registrants who first register as regular attendees can later be pre-registered and assigned special roles.
  • Pre-registered guests can participate in all sessions.
Pre-register invited

The pre-registration status for both internal and external pre-registrants will be displayed. 

  • Indicates that pre-registration occurred, but attendees still need to register for the event. 
  • Their registration status will show as Pre-registered once they complete their registration, and this label will appear on their profile card.
Invited

Registrants with the Invited status can join a free or paid event directly from their invitation email. The host can assign special roles or create tickets for these attendees.

  • Invited registrants will have the guest role. The host can create free or paid tickets for them, and invite them by email, company domain, or Zoom account.
  • The host can assign special roles to invited registrants.

Notes:

  • Registrants invited to a free or paid event can join through their invitation email.
  • Once invited registrants accept and register, their status changes to Registered.
Group joinIf a registrant joins through a group join link, their registration status updates to Group join. This status is shown on the Manage Registration page.
Direct join

Hosts can create direct join links for event speakers, allowing them to quickly join a session on the Zoom desktop app without signing in or using their credentials. 

Speakers invited with a Direct join link will: 

  • Have the Direct join registration status
  • Always have the Speaker role
  • Always have their email displayed.
Note: Hosts can send messages to Direct join speakers and resend their invitations.

How to send messages to all registrants

Note: You can send a message to all registrants before and after the event starts.

  1. Sign in to Zoom Events.
  2. In the top-left corner of the page, click the dropdown arrow , and select Across Hubs.
  3. Click the Upcoming or Past tab.
  4. Find the event you want to manage and click the ellipsis .
    A small pop-up window will appear.
  5. In the pop-up window, click Send message to registrants for upcoming events or Send post-event message to registrants for past events.
    Another pop-up window will appear.
  6. In the pop-up window, enter your message in the text box.
  7. When you’re finished writing your message, click Send.

How to access and manage registrants through their profile cards

Available information and options in the profile card

Note: To access these options, access registration management and select a registrant.

 
SectionDescription
NameShows the registrant’s first and last name.
Send message 

Allows you to send chat messages to the selected registrant.

Notes:

  • The host can send up to 2 messages per registrant per event (pre- and post-event).
  • Messages can’t be sent for drafted events.
EmailDisplays the email address that the registrant used for the event.
RoleShows the registrant’s role.
StatusThis shows if the registrant is invited or registered to the event.
TicketThis shows the event ticket name(s) the attendee registered for.
Join link

Shows the registrant’s join links. 

Notes:

  • If you want to share the link, click the copy icon , then paste it on your preferred platform. 
  • Hosts can extract and send join links to registrants individually or in bulk, instead of using Zoom to deliver them.
Authentication methodThe registrant's authentication method for the event appears here, such as authentication through email, Zoom, or single sign-on (SSO).
Attendance typeDisplays if the registrant is virtual, in-person, or hybrid.
SessionThis shows the recurring session(s) the registrant registered for, including reserved sessions.
Event accessThis shows the registrant's level of access to the event, such as full attendee access.
Registration sourceThis shows the platform from which the attendee registered.
Registration linkThis shows the web link the attendee used to register. If you want to share the link, click the copy icon , then paste it on your preferred platform. 
AttendanceThis shows if the registrant has Joined or Not Joined the event.

Manually check in a registrant to an event

  1. Access registration management and select a registrant.
  2. On their profile card, click Check in.
    A confirmation window will appear.
  3. In the window that appeared, click Confirm check in.
    The registrant will be granted access to the event and their registration status will change to Checked in.
    Note: You can't undo check-in for users. This setting applies to event-level check-ins.

The registrant's status will change to Checked In on their profile card.

Resend invitation

Note: You can only resend an invitation for upcoming events. For drafted events, you can't resend invitations to registrants.

  1. Access registration management and select a registrant.
  2. At the bottom of their profile card, click Resend invitation to resend your event invitation.
    The Resend invitation pop-up window will appear.
  3. In the pop-up window, click Resend to confirm.

Resend order confirmation

  1. Access registration management and select a registrant.
  2. At the bottom of their profile card, click Resend order confirmation to resend an attendee’s order confirmation.
    The Resend order confirmation pop-up window will appear.
  3. In the pop-up window, click Resend to confirm.

Remove from guest list

  1. Access registration management and select a registrant.
  2. At the bottom of their profile card, click Remove from guest list to remove the attendee from your event.
    A confirmation window will appear.
  3. In the confirmation window, click Remove to confirm.

How to use additional actions in the registration management page

View registration reports

  1. Access registration management.
  2. In the top-left corner, under the Search registrant by name or email field, click Registration reports.
    You will be directed to the Analytics Registration & ticketing page, and the panel with the standard reports will appear.

Export a list of registrants

Notes: 

 

  1. Access registration management.
  2. At the top of the page, next to Registration reports, click Export registrants to download a CSV file.
  3. (Optional) Depending on your browser, you may need to grant permission to download the file. If prompted, allow permission to start the download.

Pre-register attendees

When publishing an event, hosts can pre-register users by sending them event join links via email. 

Note: Learn more about pre-registering attendees.

Filter registrants

  1. Access registration management.
  2. At the top of the page, next to the Search registrant by name or email field, click the All registration status drop-down
    A list of registration status filters will appear.
  3. Once you choose a filter, the list of registrants will be filtered accordingly.

Search for registrants

  1. Access registration management.
  2. In the top left corner, click the Search registrant by name or email field, and enter a registrant's name or email.
    Note: The search is a fuzzy search, matching terms closely rather than exactly. You can search by partial names or emails. Entering a few letters of a registrant’s name will show all emails containing those letters.