Managing Zoom Events registrants

As an event organizer, Zoom Events allows you to manage your registrants and your event registration from a single location, enabling you to create successful events by effectively managing your registrants. Event organizers can access registrant data in Zoom Events, so they can manage tasks relating to individual or group registrants and the registrations made by those registrants directly from Zoom Events.

Registration management is a feature that allows hosts and event organizers to manage registrants at the event level in an easy and efficient manner. There is an option for event hosts and organizers to view, sort, and filter the special roles of the regular attendees as well as their information and registration status for specific events.

This article covers:

• Types of registration status

  • Registered

  • Pre-registered

  • Invited

  • Gifted

  • Direct-join

• How to access the registration management page as the host

  • Access the registration management page during event creation

  • Access the registration management page after event creation

• How to check the status of invitation and registration emails

• How to send messages to all registrants

• How to view registrant information

  • Access registrant profile card

• How to export a list of registrants

• How to filter registrants

• How to search for registrants

Prerequisites for registrant management

• Zoom desktop client

  • Windows: 5.8.6 or higher

  • macOS: 5.8.6 or higher

• Zoom mobile client

  • iOS: 5.8.6 or higher

  • Android: 5.8.6 or higher

• Pro, Business, Enterprise, or Education account

• Zoom Events license

Types of registration status

Registered

As a participant in a Zoom Event, registrants are assigned the role of a participant once they register and join. As soon as they register for the event, their Registration Status will display as Registered when they have completed the registration process. The green REGISTERED label will also appear on the profile card of the individual, as well as the green background on the card itself.

Moreover, under the element Registered, the time and date of their registration will be displayed in addition to the name and status of their registration.

It is possible to send a message to registered registrants and resend the order confirmation to them.

Pre-registered

Pre-registrants will also be able to see the status of their pre-registration from both internal as well as external pre-registration sources.

The event participant is automatically assigned the status of Pre-registered when the host sends an invitation which includes an event join link which can be used to pre-register for an event to the registrant. Additionally, during the pre-registration process, the host can also upload four fields as part of the CSV template—first and last names, email addresses, registration sources, and unique IDs—as part of the CSV template. An attendee’s profile card will display the first and last name if they add their first and last name to the event registration form.

Registration is not required for those who have already pre-registered. The blue pre-registered label will appear next to the name of the participant on their profile card. It is possible to send a message to pre-registered registrants and resend the event invitation to them if you wish.

Invited

Registrations for free or paid events can be joined by registrants by clicking on the button in their invitation email once they have been invited. The host of an event can also offer registrants the opportunity to participate in the event as a special role. There will be a blue INVITED status label next to their name on their profile card indicating that their registration status is Invited, and they will be able to view their registration history. It will depend on how each attendee is invited to the event how their roles will differ:

• In the event that a host wants to invite attendees by means of a free or paid ticket, he or she can do so by using their email address, a specific company domain, or their Zoom account. As a result, they will be categorized as guests in the role display.

• It is possible for hosts to invite other users as special roles to participate in their events as guests. During some of the sessions, they will be displaying their special roles as a substitute host, a moderator, a panelist, a speaker, a sponsor or sponsor representative, an interpreter, or a moderator.

• When registrants have been invited to join an event as a booth owner or booth representative, they will be able to join the event from the email of their invitation to the event. Their registration status will be indicated at the bottom of the Manage Registration page as Invited, and they will be able to see a blue INVITED status label next to their name on their profile card. There will be a display of their role as Expo on the page. Users can be filtered based on Expo by hosts.

There will be a date/time stamp appearing under the Registered status of these invited registrants once they have accepted the invitation to the event and registered for it. Their registration status will change to Registered once they have accepted the invitation and registered.

In order to resend the invitation to the invited registrants, you may send a message and re-send a message.

Gifted

Gifted participants are those who have been given a ticket as a present by someone else. They will have the role of Gifted participants. In addition to using Anonymous for their first and last name, there will also be a red GIFTED label next to their name, notifying you that the name does not appear in the Name column or on their profile card, but Anonymous will appear for their name.

There is an option to send them a message and they can resend the gift ticket to the gifted registrant.

Direct-join

A Zoom Events host can create a direct join link for conference speakers so that they can join the conference directly. Speakers can easily join a Zoom desktop session through direct join links, even when they have not signed in, with no credentials, even with no sign in, when using the Zoom desktop client.

The registration status Direct-join is given to those registrants who have been invited to speak via a direct join link provided by the host. Whenever their role is Speaker, their email address will always be displayed and their role will always be Speaker.

Using the direct-join feature, you have the option of sending a message to speakers, as well as resending invitations to speakers.

How to access the registration management page as the host

It is possible for you, as the event host, to access the registration management page for your upcoming and previous events by visiting this link.

Access the registration management page during event creation

1. Set up an event for the conference.

2. On the Manage tab, you will find the Registration tab, which you can access by clicking on it.

3. The Registrants tab will appear once you click on it.
   On the next page, you will be able to manage your registrations.

Access the registration management page after event creation

1. Zoom Events can be accessed by signing in.

2. Using the navigation menu, click on My Events to see a list of upcoming events.

3. The tabs for Upcoming and Past can be found by clicking on them.

4. Click on the pencil icon next to the event you wish to manage in order to make any changes.

5. Go to the Registration tab in the Manage section, which is located under the Manage section.

6. The Registrants tab will appear once you click on it.
   On the next page, you will be able to manage your registrations.

How to check the status of invitation and registration emails

A list of all registrants will be displayed on the Registrants tab, along with their registration details. There is a column on the Registration Status that indicates the status of the invitation and registration emails directed to the event’s attendees and special role users-whether the email is in process of being sent, whether it has already been sent, or whether it was not delivered successfully. This column lets you know whether the email needs to be resent or not.

1. There is a tab called Registrants that you can access.

2. Locate the registrant(s) on the list of registrants that you would like to check the status of the email(s) that have been sent to them in order to see if they have received them:

   • Enter a name or an e-mail address to search

   • Roles can be filtered according to their importance

   • Select the registration status you wish to filter by

   • Ticket types can be filtered by clicking the filter button

3. If you would like to find out the registration status of the email(s) that you have directed to the registrant(s) that you are checking on, please use the Registration Status column.

4. In order to see more information and to see what actions may be taken for the registrant, you can access their profile card (optional).

How to send messages to all registrants

Messages can be sent both before and after the event to all registrants so that they are aware of what is happening.

1. Zoom Events can be accessed by signing in.

2. Click on the My Events link in the navigation menu.

3. The tabs for Upcoming and Past can be found by clicking on them.

4. You can find the event that you wish to manage by clicking on the ellipses next to it.

5. To send a message to registrants for upcoming events, click on the Send Message to Registrants button. Send a post-event message to past event registrants by clicking Send Post-Event Message to Registrants.
   This will result in a pop-up window appearing on your screen.

6. Please fill out the text box on the pop-up window with the message you wish to convey.

7. You will be able to send your message as soon as you have finished writing it.

How to view registrant information

It is also possible to view the registrant information and the profile cards of those who have registered for an upcoming or canceled event.

1. Click on the Registration link for the event you wish to manage and you will be brought to the registration page.

2. Take a quick glance at the following columns to get a quick overview of registrant information:
   

   Note: If a registrant opts in to share their information, their email address and country will appear in the registration form.

   • Name: This field displays the first and last names of the registrant.

   • Email: The email address shown here is the one that was used by the registrant of the event to register for the event.

   • Role: In order to view the registrant’s role(s) for their upcoming events, click on the role(s) of the registrant.

   • Registration Status: The registration status shows whether or not the registrant has been invited to attend the event or has registered.

   • Tickets: This is a list of the name(s) of the tickets that the attendee registered for during the event registration process.

   • Attendance: This is a number that indicates whether or not the registrant has attended the event and if he or she has not.

Access registrant profile card

1. The attendee’s registrant information can be viewed by selecting the attendee name from the list.

2. Click the drop-down arrow to the right of the attendee’s name to access the drop-down menu.
   There will be a profile card displayed for each attendee.

There is also the following information displayed on the attendee’s profile card, in addition to his or her Name, Email, Role, (registration) Status, Ticket, and Attendance:

• Session: An attendee’s registration indicates which session(s) he or she has registered for at the event.

• Registration from: This indicates where the attendee registered from, either through an app or web link.

• Registered multiple event orders: This shows which roles the attendee has in each event that has been registered.

• Join links: This is where the attendee will be able to find all the join links he/she has access to for the event, if they need to share it. If you would like to copy the link to join, you can do so.

There are a number of actions that you can perform when you access the registrant profile card, including:

• Send Message

• Resend Invitation

• Resend Order Confirmation

• Resend Gift Ticket

Send Message

1. Send a message to an attendee by accessing the registrant profile card of the attendee for whom you would like to send a message.

2. To send a message to a user, click Send Message under their name on their profile card.
   There will be a pop-up window that appears that allows you to send a message.

3. Using the text box in the pop-up window, enter the message you would like to send.

4. Please click on the Send button.

Resend Invitation

1. To resend an invitation to an attendee, you will need to access the profile card of the registrant that you want to resend an invitation to.

2. You will be able to resend your invitation to your event by clicking the Resend Invitation link at the bottom of their profile card.
   You will be prompted with a popup window asking you to resend the invitation.

3. Click the Resend button in the pop-up window if you would like to confirm the message.

Resend Order Confirmation

1. To resend an invitation to an attendee, you will need to access the profile card of the registrant that you want to resend an invitation to.

2. You can resend an attendee’s order confirmation by clicking the Resend Order Confirmation link located at the bottom of their profile card.
   The Resend Order Confirmation pop-up window will appear when you click on the button.

3. To confirm your request, click Resend in the pop-up window that appears.

Resend Gift Ticket

1. To resend an invitation to an attendee, you will need to access the profile card of the registrant that you want to resend an invitation to.

2. In their profile card, you will find a link that says Resend Gift Ticket at the bottom.
   In the pop-up window that appears, click Resend Gift Ticket.

3. Click the Resend button in the pop-up window if you would like to confirm the message.

How to export a list of registrants

Every Zoom Event host has the option to download a full list of registrants and export it as a CSV file.

1. On this page, you will be able to register.

2. To view the list of registrants, click on the Registrants tab.

3. To download a CSV file, click Export on the top right corner of the page.

There are the following details about the registrant in this CSV file:

• Display Name

• Email Address

• Marketing Opt-In

• Role(s)

• Ticket

• Registrant Status

• Attendance Status

• Direct Join status (associated with the invited Speaker)

• Registration Source Link

How to filter registrants

1. The Registration page can be accessed by clicking here.

2. To view the list of registrants, click on the Registrants tab.

3. To filter by roles, click the dropdown menu that says All Roles.
   It is possible to filter the list of attendees by All Roles, Special Roles, Guests, Attendees, and Expo Attendees.

4. You can filter registration statuses by selecting All Registration Status from the dropdown menu.
   There are several filters available for you to choose from, including All Registration Status, Invited, Registered, Pre-registered, Gifted, and Direct-join.

5. You can filter the event ticket options by clicking on the All Tickets dropdown menu.
   Depending on the ticket options (the names of your tickets) for your event, you can filter the results.

There will be an automatic filtering of the registrants’ list as soon as you choose your filter.

How to search for registrants

1. The Registration page can be accessed by clicking here.

2. To view the list of registrants, click on the Registrants tab.

3. Please enter the name or email address of a registrant in the search box.
   

   Note: This is also a fuzzy search, which means that the terms that are entered are matched as closely as possible instead of exactly. In order to search for a person, you can enter a partial name or an email address. As an added benefit, you can view all emails that include a few letters of the registrant’s name by simply entering a few letters of the registrant’s name.

All content and images credit goes to https://support.zoom.us