Managing Zoom Sessions registrants


The Zoom Sessions Manage Registrants tab provides a single location for the event organizer to easily manage their registrants and event registration, helping them create successful events. Zoom Sessions event organizers can access registrant information to manage tasks related to individual or group registrants and the invited registrants.

The registration management feature provides support for hosts to manage their registrants at the event level. This also allows hosts to pre-register Zoom Sessions guests. Hosts can view, sort, and filter their events’ special roles and the regular attendees' info and registration status.

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

This article covers:

Prerequisites for managing Zoom Sessions registrants

How to access the registration management page

As the event host, you can access the registration management page for your upcoming and past events.

Notes:

To access the registration management page:

  1. Create a single-session event or recurring sessions event.
    You can also edit an upcoming event to access event setup.
  2. In the event setup menu, click Registration & Join, then click Manage Registrants.
    The registration management page will be displayed.
  3. Click the Registrants tab.

Types of registration status

You can send a message and resend the event invitation to all registrants. You can also remove registrants from the event guest list.

Registered

Registrants who register and join a Zoom Session event will have the Role of attendee. On their profile card, their Status will display as Registered when they have registered for the event.

Note: Guest roles' registration status will also change from Invited to Registered when they accept their event invitation and register for their event.

Pre-registered

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

If the host sends an invitation with an event join link to pre-register for an event to a registrant, the event participant will have the Pre-registered registration status. Hosts can also upload 4 fields as part of the CSV template—first and last names, email addresses, registration sources, and unique IDs—during the pre-registration process. If the first and last names are added, that will show on the attendee's profile card.

Pre-registered attendees do not need to register again.

Notes:

Pre-registered Invited

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

Pre-registered Invited means that a pre-registration was done, but attendees must still register for the event. Their Registration Status will display as Pre-registered Invited when they have registered for the event. On their profile card, they will also have the PRE-REGISTERED INVITED label next to their name.

Invited

When registrants have been invited to a free or paid event, they can join the event from their invitation email. Additionally, the host can invite registrants to an event as a special role. On their profile card, their registration status will be displayed as Invited. These attendees' roles will depend on how they are invited to the event:

Once these invited registrants have accepted the event invitation and registered for the event, their registration status will change to Registered and a date/time stamp of their registration will appear under their Registered status.

Group Join Link

If a registrant joins through a group join link, their registration status is updated to Group Join Link. This status is reflected on the Manage Registration page and in the registrant details panel.

Direct-join

Zoom Sessions hosts can create a direct join link for event speakers. The direct join link allows speakers to quickly join a session on the Zoom desktop client, even when they are not signed in, with any credentials.

Registrants who have been invited as speakers with a direct join link by a host will have the registration status, Direct-join. Their role will always be Speaker and their email will always be displayed.

You can send direct-join speakers a message and can also resend direct-join invitations.

How to check the status of invitation and registration emails

The Registrants tab displays a list of all registrants and their registration details. The Registration Status column displays the status of the invitation and registration emails directed to the event's attendees and special role users—whether the email is in the process of being sent or has already been sent, or was not delivered successfully—so you know if the email needs to be resent or not.

  1. Access the Registrants tab.
  2. In the list of registrants, find the registrant(s) you are checking on to view the status of the email(s) directed to them:
    • Search by a name or email
    • Filter by roles
    • Filter by registration status
    • Filter by ticket type
  3. Check the Registration Status column to find the registration status of the email(s) directed to the registrant(s) you are checking on.
  4. (Optional) Access the registrant's profile card to see more details and available actions.

How to send messages to all registrants

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

  1. Sign in to Zoom Events.
  2. In the navigation menu, click the top 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 .
  5. Click Send Message to Registrants for upcoming events. Click Send Post-Event Message to Registrants for past events.
    A 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 view registrant information

For upcoming or canceled events, you can view registrant information and registrant profile cards.

  1. Access the Manage Registrants page of the event that you want to manage.
  2. View registrant information in the following columns at a glance:
    Note: The email and country will be shown if a registrant opts in to share their info.
    • Name: This shows the registrant’s first and last name.
    • Email: This shows the email address that the registrant used for the event.
    • Ticket (paid events): This shows the event ticket name(s) that the attendee registered for.
    • Registration Status: This shows if the registrant is invited or registered to the event.

How to access registrants' profile cards

  1. View registrant information of an attendee whose information you want to view.
  2. To the right of the attendee, click the dropdown arrow .
    The attendee’s profile card will be displayed.
  3. View information about the attendee:
    • Name: This shows the registrant’s first and last name.
    • Email: This shows the email address that the registrant used for the event.
    • Join Link: This shows the attendee's available join links to the event if it needs to be shared. You can Copy the join link. Hosts can extract all join links for their registrants so that they can send join links individually to their registrants (either individually or in bulk) instead of using Zoom to deliver the information.
    • Authentication Method: This shows the registrant's authentication method for the event (i.e., Authenticate via email, Authenticate via Zoom, or Authenticate via SSO).
    • Role: View the role(s) the registrant has for their upcoming events.
    • Attendance Type: Displays if the attendee is virtual, in-person, or hybrid.
    • Session: This shows the recurring session(s) that the attendee registered for.
      • Reserved sessions will also appear. 
    • Event Access: This shows the registrant's level of access to the event (i.e., full attendee access).
    • Status (registration): This shows if the registrant is invited or registered to the event.
    • Registration Source: This shows the platform that the attendee registered from.
    • Registration Link: This shows the web link that the attendee registered from.
    • Attendance: This shows if the registrant has Joined or Not Joined the event.

Send Message

Notes:

To send a message to a registrant:

  1. Access the registrant profile card of the attendee to whom you want to send a message.
  2. In their profile card, under their name, click Send Message to send a message.
    A Send Message pop-up window will appear.
  3. In the pop-up window, enter your message in the text box.
  4. Click Send.

Manually check in a registrant to an event

  1. Access the registrant profile card of the attendee to whom you want to manually check-in.
  2. On their profile card, click Check In.
    A confirmation window will appear.
  3. In the window, click Confirm Check In.
    Checking in will grant the registrant to the event. 
    Note: You cannot undo the check-in for users. This setting is for an event-level check-in.

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 cannot resend invitations to registrants.

  1. Access the registrant profile card of the attendee to whom you want to resend an invitation.
  2. At the bottom of their profile card, click Resend Invitation to resend your event invitation.
    A Resend Invitation pop-up window will appear.
  3. In the pop-up window, click Resend to confirm.

Resend Order Confirmation

  1. Access the registrant profile card of the attendee to whom you want to resend an invitation.

  2. At the bottom of their profile card, click Resend Order Confirmation to resend an attendee’s order confirmation.
    A Resend Order Confirmation pop-up window will appear.
  3. In the pop-up window, click Resend to confirm.

Remove from Guest List

  1. Access the registrant profile card of the attendee that you want to remove from your event’s guest list.
  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 Yes, Remove to confirm.

Copy join link

  1. Access the registrant profile card of the attendee that you want to copy the join link.
  2. To the right of Join Link, click Copy.
    The join link will be copied to your clipboard.

Copy registration link

  1. Access the registrant profile card of the attendee that you want to copy the registration link.
  2. Under Registration Link, click Copy Registration Link.
    The registration link will be copied to your clipboard.

How to export a list of registrants

This CSV file includes registrants with tickets and join links. Invited guests are not included. For a detailed attendee and registrants report, access the Analytics Registration & Ticketing tab.

  1. Access the Manage Registrants page.
  2. Click the Registrants tab.
  3. At the top of the page, click Export Registrants to download a CSV file.

Notes:

How to filter registrants

  1. Access the Manage Registrants page.
  2. Click the Registrants tab.
  3. Click the All Registration Status dropdown to filter by registration status.
    You can filter by All Registration Status, Invited, Registered, Pre-registered, and Pre-registered Invited.

Once you choose your filter, the list of registrants will be filtered accordingly.

How to search for registrants

  1. Access the Manage Registrants page.
  2. Click the Registrants tab.
  3. In the search box, enter a registrant’s name or email.
    Note: The search is also a fuzzy search, which matches an entered term closely instead of exactly. You can search by a partial name or email. Additionally, if you enter a few letters of a registrant’s name, you can view all emails that include those letters.