Scheduling and customizing a meeting with registration

Scheduling a meeting that requires registration means registrants must provide their email and name to register for the event. You can include customized questions on the registration form, which allows you to capture more information about your registrants. Once this is scheduled, you can manage your registrants, resend confirmation emails, and can also generate meeting registration reports, if you want to download a list of people that registered.

If you don't need to collect this much information, you can schedule a meeting without registration required.

Requirements for scheduling meetings with registration

• Licensed host
• The meeting ID must be generated automatically instead of using your PMI
• The meeting cannot be a No Fixed Time recurring meeting 

Note: Customizing the registration options requires a Pro, Business, Education, or Enterprise account.

Limitations of scheduling with meeting registration

• Later this year, Zoom's meeting and webinar registration for attendees will change, so that upon registration, the join link will no longer be displayed on the confirmation page in the web browser. Registrants will instead receive the join link through the Zoom registration confirmation email. This change will help 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. Admins can allow hosts to configure their registration settings to provide the join info on the registration confirmation page, but this is disabled by default.
• The maximum number of registrants for each meeting occurrence is 4999. If you need more than the maximum, we recommend using a recurring meeting with registration, as each recurrence of the meeting series can have up to 4999 registrants.

How to enable registration for a meeting

If you also require authentication to join your meeting, 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 an account that matches the email they registered with.

Note: When scheduling a meeting with authentication required, hosts can add authentication exceptions (and import a CSV file to bulk upload authentication exceptions) using the participants’ names and email addresses. These participants will receive unique meeting invite links and bypass authentication.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Meetings.
3. Click Schedule a Meeting or edit an existing meeting.
4. In the Registration section, select the Required checkbox.
5. Click Save.
   After scheduling the meeting, the Registration, Email Settings, and Branding tabs will appear.

How to customize registration options

Note: This setting is only available to Pro, Business, Education, or Enterprise accounts.

After you schedule the meeting, you can customize registration options:

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Meetings.
3. Click the topic of your scheduled meeting. If you do not have a scheduled meeting, schedule a meeting.
4. At the top of the page, click the Registration tab.
5. In the Registration Options section, click Edit.
   The Registration pop-up window will appear.
6. Customize options on the following tabs as needed:
   • Registration tab 
     
     • When participants submit registration: 
       • Automatically Approve: Registrants will automatically receive information on how to join the webinar.
       • Manually Approve: The organizer must approve registrants before they receive information on how to join the webinar. Any registrants still pending will not be able to join the meeting. 
     • Send an email to host: Select this option if you want to receive an email when someone registers for your meeting. Participants will receive an email when you approve their registration.
     • Close registration after meeting date: Select this option if you want to prevent anyone from registering after the meeting date. Participants can still register on the event date, during the meeting, and after the meeting has ended for a period of 12 hours. For example, if you schedule a meeting for 9 AM with a duration of two hours, after the scheduled meeting ends at 11 AM, participants would still be able to register for the meeting for the next 12 hours. However, the registration link will no longer allow the participant to join the meeting. After 12 hours, participants can no longer register for the meeting.
       Note: If you enable this setting and make your meeting available on-demand, people can use the original registration link to register for the on-demand meeting recording.
     • Allow registrants to join from multiple devices: Select this option to allow meeting participants to join from multiple devices, such as computers and phones.
     • Restrict number of registrants: Select this option if you want to restrict the number of registrants for your meeting. Once the meeting has reached the specified number of registrants, no one will be able to register for the meeting.
     • Show social share buttons on registration page: Provides buttons to share the registration page to Facebook, Twitter, LinkedIn, or email.
     • Show join info on registration confirmation page: The join info is displayed on the confirmation web page if the user registers less than 5 min before the start of the session, or if the session 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.
   • Questions tab
     1. Select the checkboxes for the field(s) you would like to include on your registration page.
     2. (Optional) Select the Required checkbox if you want to make that field required.
        Notes:
        • First Name, Last Name, and Email Address are always required.
        • Some fields like Country/Region and State/Province will appear as dropdown menus for participants.
     3. (Optional) Click + Add Question to create a custom question.
        1. In the text box, enter the question.
        2. Choose the type of question: Short Text or Single Choice.
        3. (Optional) Select the Required checkbox if you want to require participants to answer the custom question.
        4. For single-choice questions, enter the answer options.
        5. (Optional) Repeat steps 1-5 to create more custom questions.
        6. Click Save to save your customized registration.
        7. (Optional) Click the pencil icon to edit the custom question.
        8. (Optional) Click the trash icon  to delete the custom question.
         
7. When finished, click Save All to save changes made on every tab and close the Registration window.

Note: If the meeting host changes a registration field to be required, any users that completed registration before the change will no longer have complete and valid registration. This means they will not be able to join with the registration links provided, and instead be redirected to register again. 

How to customize registration emails

After you schedule the meeting, click the Email Settings tab to customize email settings related to registration. To the right of each setting, click Edit to change the settings as needed and save.

• Select Email Language: Set the language that registrants receive emails in. You can set a specific language, or choose Same as recipients' default language to allow Zoom to automatically respond in the language they view the registration page in. 
• Email Contact: Adjust the contact information provided to registrants if they have questions about the meeting. 
• Confirmation Email to Registrants: Set if you want the confirmation email sent to registrants upon approval. If enabled, you can edit the email subject and make some additions to the body of the email template. Click Send me a preview email to view how the email will appear to registrants.
  Note: More extensive changes to the email template must be made by an admin within the account's Branding settings. 

How to customize registration branding

After you schedule the meeting, click the Branding tab to customize branding options for your registration page:

• Banner: Click Upload to add an image that appears at the top of your invitation page.
• Logo: Click Upload to add an image that appears to the right of the meeting topic on your invitation page, registration page, and email invitation.
• (Optional) Click Add Description to add alt text to the image. The description isn't visually displayed on the screen but helps people with visual impairments to access and understand the image.

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 for all meeting, webinar, and recording registration pages.

How to manage meeting registrants

After scheduling a meeting with registration, participants can individually register for your meeting, or you can bulk import registrants through CSV import.

On the Registration tab, click View to see a list of people that have registered for the meeting. Learn more about managing meeting registrants.