Using Zoom Events registration management

With Zoom Events’ registrant management, you can easily manage all of your registrants and registrations in one place, helping you build a successful event by managing your registrants and registrations in one location. As an organizer of a Zoom Event, you will have the ability to access registrant information to handle any tasks that need to be handled regarding individual or group registrants as well as registrations made by them. Also, they can use registration tools in order to create direct links for speakers to join the event or to track who has been invited to the event.

In order to assist hosts and event organizers with managing their registrants, the registrant management feature provides them with a means of managing all registrants in one place. It is possible for hosts and event organizers to view, sort, and filter the attendees’ information as well as their registration status for their upcoming events as well as their special roles.

This article covers:

• How to access registration management
  • Manage Registration
• How to manage Registration Tools
  • Create Direct Join Link for Speakers
  • Create Source Tracking for Attendees
• How to manage registrants in the Registrants tab
• How to manage the Orders tab
  • View registrant ticket status
  • Types of ticket status
  • Export registrant order information
  • Search for registrant orders
  • Cancel an order for an event
• How to manage the Refunds tab
  • Types of refund status
  • Refund a registrant
  • Search for refunds
  • Filter refunds
  • Sort refunds
• Edit Registration tab features

Prerequisites for using registration 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
• Stripe or PayPal Business account is required to create paid events
• Zoom Events license

How to access registration management

Detailed information about your upcoming and past events can be found on the Manage Registration page.

Access registration management during event creation

1. An event can be created by creating a new one.

2. You can access the Registration tab under the Manage section of the page.
   In the following page, you will be able to manage your registration.

Access registration management after event creation

1. Zoom Events can be accessed by signing in.
2. Click on the My Events link in the navigation menu.
3. Select the Upcoming tab or the Past tab from the drop-down menu.
4. Click the pencil icon next to the event you wish to manage in order to manage it.

5. The Registration tab can be accessed under the Manage section.
   In the next step, you will be able to access the registration management page.

Manage Registration

Registration Tools are located at the top right hand corner of the Registration page on the left side of the page.

• Direct Join for Speakers: Speakers can join a session without having to register in advance.

• Source Tracking for Attendees: Track the source from which your attendees are registering for your event.

On this page, you will find a variety of tabs to choose from, including the following:

• Registrants

• Orders

• Refunds

How to manage Registration Tools

Create Direct Join Link for Speakers

If the host provides speakers with direct join links a week before the event begins, the speakers will have the ability to join the event ten days before it begins, allowing them to be prepared for it. A direct join link will be provided to the hosts and speakers as early as possible so that they can rehearse and prepare for the event ahead of time. This is our intention to ensure that no time is wasted.

You can find more information about Direct Join Links for Speakers in this support article.

Create Source Tracking for Attendees

A unique event link can now be generated based on each keyword and hosts will be able to track the metrics regarding how many visitors and registrants view the event by clicking on each link. When you share the event registration page in multiple locations, you can track the source of your registrants to see where they come from, if you wish to track the source of your registrants. The source tracking links can be customized based on the type of medium and keyword you use to invite attendees to your event. In order to see which platform users register on, you can, for instance, share one source tracking link on Facebook and another on Twitter, in order to see where they are registering from.

In order to track how many people visit the registration page and how many people complete the registration, you can create up to 50 unique registration URLs for different platforms, and share this unique link with your team.

It is not possible to customize the URL of the unique source tracking links since they are automatically generated.

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

2. To access the Source Tracking for Attendees option, click on Registration Tools in the top right-hand corner of the Manage Registration page.

3. Click on the + Add button.
   There will be a pop-up window that appears.

4. As soon as you open the window for adding the source tracing link, enter the name of the source (e.g. Facebook, LinkedIn, etc).

5. Click on the Add button.
   In the Source Tracking Links list, you will be able to see the name of your source.

The following information can be found on this page:

• Source Name: Using this field, you will be able to see the name of the source that you are tracking.

• Visitors: The number of visitors to the site who used the link as a source is shown here.

• Registrants: The number of people that used the source link shows the number of people who registered.

• Tracking Link: The tracking link displays the URL of the source where you are tracking.

• Action: The tracking link can be copied, edited, or deleted depending on your preference.

How to manage registrants in the Registrants tab

In order to find out more about how to manage registrations and how to use the Registrants tab, please visit the support article on how to do so.

How to manage the Orders tab

It is possible to view the following information in the Orders tab:

• Order Number: This is the number of the order placed by the registrant.

• Order Time: The time and date when the order was completed can be found in this field.

• Tickets Sold: The number of tickets sold is included in this category.

• Purchaser: Included in this information is the purchaser’s email address.

• Status: The status of their order can be found here. The status of their account can be displayed as follows:

  • Completed: We have successfully registered the registrant and there will be no refunds or changes to the ticket.

  • Ticket Status Changed: This status appears when multiple tickets are registered or bought at the same time, even if the statuses of the tickets differ.

  • Order Canceled: A cancellation has been made by the registrant for their order/ticket.

  • Event Canceled: This event has been canceled by the host due to unforeseen circumstances.

View registrant ticket status

1. On the Manage Registration page, you will find a number of options.

2. To view your orders, click on the Orders tab.

3. If you would like to view the registrant order, navigate to the Orders tab and search for it.

4. To view more information about the ticket, click the right arrow on the ticket.
   As a result, you will see the following information:

   • Ticket: This field shows the name of the ticket that the registrant purchased at the event.

   • Registrant: This is the email address of the person who registered.

   • Status: Provides information about the current status of the ticket.

Types of ticket status

• Completed: There are no refunds or changes to tickets that need to be made.

• Voided (Attendee canceled ticket): The ticket has been voided by the registrant by cancelling it.

• Voided (Host canceled event): In this case, the host cancelled the event and voided the registrant’s ticket.

• Voided (Host canceled order): In the Manage Registration page, the Host was able to cancel the order.

• Voided (Attendee was reported): Due to the fact that the ticket holder was reported to the host during the meeting, the ticket has been voided

• Voided (Host refunded): The request for a refund has been approved by the host.

• Voided (Host refunded 50%): A request for a refund was approved by the host only for 50% of the amount.

Information about the order of the registrant can be exported

The information about the orders of registrants can be exported. The Export button can be found to the right of the Orders tab on the page. There will be a CSV file displayed that contains information about orders and registrations. Depending on the host’s custom questions and the registrant’s opt-in status, some information will be included or excluded in this report.

As for upcoming or current events, the CSV file will display the following columns if the event is upcoming or current:

• Order ID

• Order Time

• Tickets Sold

• Purchaser Email

• Marketing Opt-In

• Order Status

• Display Name

• Ticket Type

• User Selected Question (displayed depending on if the Host has custom questions and whether the registrant is opting in or not)

• Custom Question (the question displayed will depend on whether or not Hosts have custom questions and whether or not the registrant has opted in)

In the case of paid events, the following columns will be displayed in the CSV file:

• Order ID

• Order Time

• Tickets Sold

• Purchaser (email)

• Marketing Opt-In

• Gross Income

• Payment Provider

• Status

Search for registrant orders

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

2. The Orders tab will appear once you click on it.

3. It is possible to search for a registrant by their name or email in the search box.
   

   Note: As well as being a fuzzy search, it also matches a term close in proximity to its entered definition, rather than precisely matching it. A partial name or an email address can be used to search. As well as this, you are also able to view all emails that contain a particular letter in the registrant’s name if you enter a few letters from their name.

Cancel an order for an event

To learn more about how to cancel an order for an event, please visit the support article on how to do so.

How to manage the Refunds tab

You can find the following information in the Refunds tab of your account:

• Refund ID: The refund ID of the registrant is included here.

• Refund Time: The refund time refers to the time and date when the refund will be made.

• Order Number: This is the number of the order placed by the registrant.

• Refund Ticket: The number of refund tickets that the registrant will receive as a result of the refund request.

• Payment Provider: Registrants can use their own payment providers, such as Stripe or PayPal, to pay for their registration.

• Purchaser: This includes the name and email address of the person who registered for the event.

• Status: The status of the refund process for the registrant is included in this information.

Types of refund status

• Refunded: It has been confirmed by the host that the attendee has received a refund.

• Refund Requested: Attendee submitted a refund request.

• Refund Request Rejected: An attempt to request a refund has been rejected by the host.

• Refund Failed: An error occurred during the refund process.

• Refund in Progress: The host approved a refund, but the refund is being processed at the moment.

• Refunded (50%): As a result, the registrant received a partial refund from the host.

Refund a registrant

If you would like to learn more about how to refund a registrant, please visit the support article here.

Search for refunds

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

2. On the Refunds tab, click the Refunds button.

3. Using the search box at the top of the page, enter the order number of a registrant.
   

   Note: Not only is the search a fuzzy search, but it is also a “close match” search in which the entered term is matched closely rather than exactly. Using a partial number as a search term is also possible.

Filter refunds

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

2. On the Refunds tab, click the Refunds button.

3. You can filter the refund status by clicking the All Status dropdown menu at the bottom of the search box.
   It is possible to filter your refunds by All Status, Refund Requested, Refunded, Refund Failed, or Refund Request Rejected depending on the status.

Sort refunds

1. Visit the Manage Registration page to find out how to manage your registration.

2. On the Refunds tab, click the Refunds button.

3. The Start date and End date boxes can be found just to the right of the filter dropdown menu.

4. The calendar in the pop-up window will allow you to select a date range.
   Depending on the date range you select, your results will be filtered accordingly.

Edit Registration tab features

This table is designed to display the features that are available under this tab, as well as the stages of the event cycle, as well as whether the feature is editable at each stage of the event cycle.

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