Scheduling a webinar with registration

Scheduling a webinar with registration requires your registrants to complete a brief form before receiving the link to join your webinar. This allows you to collect the names, email addresses, and other information from the registrants. You can choose to automatically approve anyone who registers or manually approve attendees.

Once you've scheduled a webinar with registration, you can:

• Import registrants via CSV
• Collect additional information by customizing your registration questions
• Edit the webinar emails and choose which emails to send
• Customize the registration page
• Use multiple URLs to track where your registrants are coming from
• Manage registrants and resend confirmation emails

Upon registration, the confirmation page in the web browser will not display the join link. Registrants will receive the join link through the Zoom registration confirmation email. This helps prevent attackers from obtaining a registration link using an email address they do not personally control and limit unwanted guests from joining meetings or webinars. However, admins can allow hosts to configure their registration settings to provide the join info on the registration confirmation page if the user registers less than 60 minutes before the meeting starts or if the meeting is already in progress. Displaying this info means that the user can join the session without verifying that the email address used to register belongs to them. 

Notes:

• Hosts can generate webinar reports, including the webinar Registration Report, that allows admins and users to generate different metrics and information reports.
• If you do not need to collect registrant information, you can schedule a webinar without registration. 
• If you schedule a recurring webinar with registration, then edit the recurring webinar to remove registration, the list of registrants will not be restored if you re-enable registration later; this specifically applies to only recurring webinars. Single-session webinars will restore a previous registration list.
• If disabled by an admin, you may not be able to add custom questions to your webinar registration.

This article covers:

• How to schedule a webinar with registration
• How to set up registration approval
  • Select automatic approval
  • Select manual approval
• How to customize Terms of Service and Privacy Policy links

Prerequisites for scheduling a webinar with registration

• Pro, Business, Enterprise, or Education account
• Zoom Webinars add-on 

How to schedule a webinar with registration

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Webinars. 
3. Select Schedule a Webinar.
4. Choose the desired webinar settings. 
5. In the Registration section, select the Required checkbox to require registration. If registration is required and the webinar is a recurring event, the below options will appear; specify one of the following options:
   • 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. 
   • 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.
   • 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.
   • Note: If you schedule a recurring webinar with registration, editing the recurring webinar will cause you to lose registration data, meaning registrants will have to register again.
6. Click Schedule.

Notes:

• If you want to convert your webinar to a meeting, click Convert this Webinar to a Meeting below the Webinar Options section after you schedule the webinar. Options like Q&A, multiple-answer questions, webinar-related email settings, surveys, and registration report will be deleted.
• If you also require authentication to join your webinar, your registrants will need to register with an email that is associated with an active Zoom account. This must be done before registration can be completed. Authentication profiles can also require the registrant to join the webinar with the account that matches the email they registered with. If you select Sign in to Zoom with specified domain, you can't add any domains that are included on the domain block list.

How to set registration approval

Before you send out the link for your registration page, you will want to ensure you have your registration approval settings configured to your needs. Below are details on how to set manual or automatic approval, but there are plenty of other options to configure registration, such as additional questions, registration caps, email settings, and others. 

Select automatic approval 

1. With your webinar now scheduled, scroll down to the bottom of the webinar details page and click the Invitations tab.
2. By Registration Settings, view the registration options.
   Next to Registration Settings, it will list Automatically Approve or Manually Approve.
3. If it lists Manually Approve, click Edit on the right side.
4. In the Registration tab, under Approval, select Automatically Approve.
5. Click Save All.
6. Copy the registration URL or the invitation to share with your attendees.

Select manual approval

1. With your webinar now scheduled, scroll down to the bottom of the webinar details page and click the Invitations tab.
2. By Registration Settings, view the registration options.
   It will list Automatically Approve or Manually Approve.
3. If it lists Manually Approve, click Edit on the right side.
4. In the Registration tab, under Approval, select Manually Approve.
5. Click Save All.
6. You can copy the registration URL or the invitation to share with your attendees.
7. After an attendee has registered, return to your Webinars page.
8. Click the name of the webinar to view the details, then click the Invitations tab.
9. To the right of Manage Attendees, select Edit .
10. Select the user(s) you want to approve and/or deny. You can select multiple registrants to approve or deny at the same time. If approved, they will receive an email with information on how to join the webinar.

How to customize the Terms of Service and Privacy Policy links

You can use your account profile to customize the URLs for your Terms of Service and Privacy Policy links. These links appear below the registration form.