Using Zoom Sessions registration management

Zoom Sessions registrant management provides a single location for the event organizer to easily manage their registrants and event registration, helping them create successful events. Zoom Sessions event organizers can access registrant information to manage tasks related to individual or group registrants and the registrants made by them. They can also use registration tools to create a direct join link for speakers or use attendee source tracking.

The registrant management feature provides support for hosts and event organizers to manage their registrants at the event level. Hosts and event organizers can view, sort, and filter their events’ special roles and regular attendees' info and registration status.

Learn more about creating a single-session event.

This article covers:

• How to access registration management
  • Manage Registrants
• How to manage Registration Tools
  
  • Create Source Tracking for Attendees
• How to manage 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

Prerequisites for using Zoom Sessions registration management

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

How to access Zoom Sessions registration management

The Manage Registrants page solely focuses on registration for your upcoming and past events.

1. Create a single-session event or edit an upcoming event to access event setup.
2. In the navigation menu, click Registration then click Manage Registrants.
   The registration management page will be displayed.

Manage Registrants

In the top-right corner of the Manage Registrants page, you can find and use the Registration Tools, Source Tracking for Attendees. Source Tracking for Attendees allows you to track where your attendees register from.

On this page, you can access the following tabs:

• Registrants
• Orders
• Refunds

How to manage Registration Tools

Create Source Tracking for Attendees

Note: The Source Tracking for Attendees registration tool is only available for public events. Internal events will not include source tracking.

Hosts can now generate a unique event link for each keyword and track the metrics on registrants’ and visitors’ event views through each link. Source tracking allows you to see where your registrants are coming from if you share the event registration page in multiple locations. You can create unique source tracking links for each type of medium and keyword you use to invite Attendees. For example, you can share one source tracking link on Facebook and another on Twitter, to see which platform users register on.

You can create up to 50 unique registration URLs for different platforms and share that unique link to track how many people visit the registration page and how many people complete the registration.

Source tracking links are automatically generated and the unique URL cannot be customized.

Note: You cannot have duplicate source names.

1. Access the Manage Registrants page.
2. In the top right of the Manage Registrants page, click Registration Tools then click Source Tracking for Attendees.
3. Click + Add.
   A pop-up window will appear.
4. In the pop-up window, enter a source name (e.g. Facebook, LinkedIn, and so on).
5. Click Add.
   Your source name will appear in the Source Tracking Links list.

On this page, you can view:

• Source Name: This displays the name of the source that you are tracking.
• Visitors: This shows how many visitors used the source link.
• Registrants: This shows how many registrants used the source link.
• Tracking Link: This displays your tracking source URL. You can copy the URL.
• Action: Choose to copy, edit, or delete the tracking link.

How to manage registrants in the Registrants tab

The Zoom Sessions Manage Registrants tab provides a single location for the event organizer to easily manage their registrants and event registration, helping them create successful events. Zoom Sessions event organizers can access registrant information to manage tasks related to individual or group registrants and the invited registrants.

Learn more about managing registrants and how to use the Registrants tab.

How to manage the Orders tab

In the Orders tab, you can view the following information:

• Order Number: This includes the registrant’s order number.
• Order Time: This includes the date and time that the order was completed.
• Tickets Sold: This includes how many tickets were sold.
• Purchaser: This includes the purchaser’s email address.
• Status: This includes their order status. Their status can display as:
  • Completed: The registrant successfully bought their ticket and no refund or ticket changes are needed.
  • Ticket Status Changed: When multiple tickets are registered or bought, this status appears if the tickets have different statuses.
  • Order Canceled: The registrant canceled their order/ticket.
  • Event Canceled: The Host canceled the event.

View registrant ticket status

1. Access the Manage Registrants page.
2. Click the Orders tab.
3. In the Orders tab, find the registrant order that you want to view.
4. Click the right arrow to display more ticket information.
   The following details will appear:
   • Ticket: Shows the name of the ticket that the registrant bought.
   • Registrant: Shows the registrant's email.
   • Status: Shows the ticket status details.

Types of ticket status

• Completed: No refund or ticket changes are needed.
• Voided (Attendee canceled ticket): The registrant voided their ticket by canceling it.
• Voided (Host canceled event): The host voided the registrant’s ticket by canceling the event.
• Voided (Host canceled order): The host canceled an order from the Manage Registrants page.
• Voided (Attendee was reported): The ticket is voided because the ticket holder was reported by Host in meeting
• Voided (Host refunded): Host approved a refund request.
• Voided (Host refunded 50%): Host approved 50% of a refund request.

Export registrant order information

You can export registrants' order information. In the Orders tab, in the top-right of the page, click Export. A CSV file with orders and registration information will be displayed. Some information will be included or excluded, depending on if Hosts have custom questions and the registrant's opt-in status.

For upcoming or current events, the CSV file will display the following columns:

• Order ID
• Order Time
• Tickets Sold
• Purchaser Email
• Marketing Opt-In
• Order Status
• Display Name
• User Selected Question (will display, depending on if Hosts have custom questions and the registrant's opt-in status)
• Custom Question (will display, depending on if Hosts have custom questions and the registrant's opt-in status)

For paid events, the CSV file will display the following columns:

• Order ID
• Order Time
• Tickets Sold
• Transaction Amount
• Purchaser (email)
• Order Status
• Display Name
• Ticket Type

Search for registrant orders

1. Access the Manage Registrants page.
2. Click the Orders tab.
3. In the search box, search by 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.

Cancel an order for an event

Zoom Sessions hosts can cancel their live event from the My Events page, resulting in their event ending immediately and the canceled event being removed from the Zoom Events directory. The host can cancel orders for their Zoom Sessions events.

Learn more about canceling an order for an event.

How to manage the Refunds tab

In the Refunds tab, you can view the following information:

• Refund ID: This includes the registrant’s refund ID.
• Refund Time: This includes the date and time of the refund.
• Order Number: This includes the registrant’s order number.
• Refund Ticket: This includes the number of refund tickets the registrant receives.
• Payment Provider: This includes the registrant’s payment provider, Stripe or PayPal.
• Purchaser: This includes the registrant’s name or email address.
• Status: This includes the status of the registrant’s refund process.

Types of refund status

• Refunded: The attendee was refunded by the host successfully.
• Refund Requested: Attendee submitted a refund request.
• Refund Request Rejected: Host rejected a refund request.
• Refund Failed: The refund failed.
• Refund in Progress: The host approved a refund, but the refund is being processed.
• Refunded (50%): The host partially refunded the registrant.

Refund a registrant

In the Refunds tab, you can view the registrants’ refund ID, refund time, order number, and other refund/payment details.

Learn more about refunding registrants.

Search for refunds

1. Access the Manage Registrants page.
2. Click the Refunds tab.
3. In the search box, search by a registrant’s order number.
   Note: The search is also a fuzzy search, which matches an entered term closely instead of exactly. You can search by a partial number.

Filter refunds

1. Access the Manage Registrants page.
2. Click the Refunds tab.
3. By the search box, click the All Status dropdown to filter by refund status.
   You can filter by All Status, Refund Requested, Refunded, Refund Failed, or Refund Request Rejected.

Sort refunds

1. Access the Manage Registrants page.
2. Click the Refunds tab.
3. To the right of the filter dropdown, click the Start date or End date box.
4. Select a date range from the pop-up calendar.
   Your results will be filtered by your selected date range.