Managing Zoom Events registrants

Zoom Events registration management provides a single location for the event organizer to easily manage their registrants and event registration, helping them create successful events. Zoom Event organizers can access registrant information to manage tasks related to individual or group registrants and the registrants made by them.

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

Event organizers can access registrant information to manage tasks related to individual or group registrants and the invited registrants.

Learn more about creating a multiple-session event.

Requirements for registrant management

• Pro, Business, Enterprise, or Education account
• Zoom Events Unlimited license or Zoom Events Pay Per Attendee license
• Stripe or PayPal Business account is required to create paid events

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop /mobile application.

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:

• If you are not the host, you cannot view the registration management page (and registrants’ summary of information) or send messages to registrants.
• You cannot manage registrants from events in the Drafts tab.

To access the registration management page:

1. Create a multi-session event or edit an upcoming event to access the event setup.
2. In the event creation flow navigation menu, click Registration & join, then click Manage registrants.
3. Click the Registrants tab.

Types of registration status

Note: If the registrants opt-in to share their detailed info, you can view their email and country.

Registered

Registrants who register and join a Zoom Event will have the Role of Attendee. Their Registration Status will display as Registered when they have registered for the event. On their profile card, they will also have the green REGISTERED label next to their name. Additionally, under their Registration Status, the date and time of their registration will be displayed under their Registered status.

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

You can send a message and resend order confirmation to registered registrants.

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. On their profile card, next to their name, they will have the PRE-REGISTERED label. You can send a message and resend the event invitation to pre-registered registrants.

Notes:

• If a registrant is pre-registered first, they cannot register as a regular attendee; however, they can be assigned special roles. If a registrant has registered as a regular attendee first, they can be pre-registered and assigned special roles.
• Pre-registered guests can participate in all sessions.

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. Their registration status will be displayed as Invited, and their profile card will have a blue INVITED status label next to their name. These attendees' roles will depend on how they are invited to the event:

• A host can create a free or paid ticket and choose to Invite Attendees by email address, members of a specified company domain, or members of their Zoom account. These invited attendees' roles will be displayed as Guest.
• A host can invite other users to participate in their event as a special role. Their special role will be displayed as alternative host, panelist, speaker, exhibitor, interpreter, or moderator in some sessions.

• When registrants have been invited to an event as an Expo role⁠—booth owner and booth representative⁠—they can join the event from their invitation email. On the Manage Registration page, their registration status will be displayed as Invited, and their profile card will have a blue INVITED status label next to their name. Their role will be displayed as Expo. Hosts can filter users by Expo.

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.

You can send a message and resend the event invitation to invited registrants.

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 Events 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 Manage 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 name or email
   • 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.

Note: For each occurrence in an event series, you can send only one event-related message to all registrants before the occurrence starts. After you send an event-related message to an occurrence in the series, you will not able to select that occurrence again.

1. Sign in to Zoom Events.
2. In the left navigation menu, click the top dropdown arrow and select Across Hubs.
3. In the navigation menu, click Events.
4. Click the Upcoming or Past tab.
5. Find the event you want to manage and click the ellipsis .
6. Click Send Message to Registrants for upcoming events. Click Send Post-Event Message to Registrants for past events.
   A pop-up window will appear.
7. In the pop-up window, enter your message in the text box.
8. 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: This shows the event ticket name(s) that the attendee registered for.
   • Registration Status: This column lists the registration status of users in 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 event session(s) that the attendee registered for.
     • Reserved sessions will also appear.
   • Registered multiple event orders: This shows the attendee’s different roles for each registered event.
   • 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.
   • Ticket: This shows the event ticket name(s) that the attendee registered for.
   • 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:

• The host can send up to 2 messages to an individual registrant (including pre and post-event) per event.
• For drafted events, you cannot send messages to registrants.

1. Access the registrant profile card of the attendee to whom you want to send a message.

2. In their profile card, 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 a Zoom 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 who 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 who 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. Under 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.

Edit attendee permissions for special roles

Note: When an attendee has a special role, you can edit the access the special role should have for your event.

1. Access the registrant profile card of the attendee to whom you want to edit permissions.
2. In the section of the special role that you want to manage, click Edit Attendee Permissions.
   You will be directed to the Ticketing tab to manage Attendee Access for Special Roles.

How to view registration reports

1. Access the Manage Registrants page.
2. Click the Registrants tab.
3. At the top of the page, click Registration Reports.
   You will be directed to the Analytics Registration & Ticketing tab, and the panel with the standard reports will appear.

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.
   A CSV file will download, displaying the registrants' email addresses, join link, authentication method, and registration links.

Notes:

• Contact information will not be displayed for those registrants who opted out of sharing contact info with the host.
• If registrants refund their tickets, that registrant will not appear in the CSV download.

How to pre-register attendees

Hosts can pre-register users by directly sending them emails with event join links when publishing an event. Pre-registration eliminates the need for attendees to register before joining a Zoom Event. After being pre-registered for an event by the host, attendees will receive join links in an email invitation when the event is published. Hosts can control whether pre-registered guests will receive a join link, require registration, and receive email notifications.

Learn more about pre-registering attendees.

How to filter registrants

1. Access the Manage Registrants page.
2. Click the All Tickets dropdown to filter by event ticket options.
   You can filter by your event's different ticket options (your ticket names).
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-register 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. 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.