Managing Zoom Events registrants

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Zoom Events registration management provides a single location for the event organizer to easily manage their registrants and event registration, helping them create successful events. Zoom Event organizers can access registrant information to manage tasks related to individual or group registrants and the registrants made by them.

The registration 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 the regular attendees' info and registration status.

This article covers:

Prerequisites for registrant management

  • Zoom desktop client
    • Windows: 5.7.6 or higher
    • macOS: 5.7.6 or higher
  • Zoom mobile client
    • iOS: 5.7.6 or higher
    • Android: 5.7.6 or higher
  • Pro, Business, Enterprise, or Education account
  • Zoom Events license

Notes:

  • There is a dependency with Windows' Webview package for Windows platform; while version 5.7.6 does support Zoom Events, it may cause a blank lobby experience for hosts.
  • For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

Types of registration status

Note: If the registrants opt-in to share their detailed info, you can view their email and country.

Registered

Registrants who register and join a Zoom Event will have the Role of Attendee. Their Registration Status will display as Registered when they have registered for the event. On their profile card, they will also have the green REGISTERED label next to their name.

Additionally, under their Registration Status, the date and time of their registration will be displayed under their Registered status.

Note: Guest roles' registration status will also change from Invited to Registered when they accept their event invitation and register for their event.

You can send a message and resend order confirmation to registered registrants.

Pre-registered

The pre-registration status of both internal and external pre-registrants will be displayed.

If the host sends an invitation with an event join link to pre-register for an event to a registrant, the event participant will have the Pre-registered registration status. They do not need to register again. On their profile card, next to their name, they will have the blue PRE-REGISTERED label.

For internal and external registrants who have been pre-registered, their registration status is pre-registered by default. Their first and last name will not appear under the Name column or on their profile card; instead, Anonymous will be displayed for their name. You can send a message and resend the event invitation to pre-registered registrants.

Notes:

  • If a registrant is pre-registered first, they cannot register as a regular attendee; however, they can be assigned special roles. If a registrant has registered as a regular attendee first, they can be pre-registered and assigned special roles.
  • Pre-registered guests can participate in all sessions.

Invited

When registrants have been invited to a free or paid event, they can join the event from their invitation email. Additionally, the host can invite registrants to an event as a special role. Their registration status will be displayed as Invited, and their profile card will have a blue INVITED status label next to their name. These attendees' roles will depend on how they are invited to the event:

  • A host can create a free or paid ticket and choose to Invite Attendees by email address, members of a specified company domain, or members of their Zoom account. These invited attendees' role will be displayed as Guest.
  • A host can invite other users to participate in their event as a special role. Their special role will be displayed as alternative host, panelist, speaker, sponsor, sponsor representative, interpreter, or moderator in some sessions.
  • When registrants have been invited to an event as an Expo role⁠—booth owner and booth representative⁠—they can join the event from their invitation email. On the Manage Registration page, their registration status will be displayed as Invited, and their profile card will have a blue INVITED status label next to their name. Their role will be displayed as Expo. Hosts can filter users by Expo.

Once these invited registrants have accepted the event invitation and registered for the event, their registration status will change to Registered and a date/time stamp of their registration will appear under their Registered status.

You can send a message and resend the event invitation to invited registrants.

Gifted

Registrants who have been gifted a ticket from another participant will have the role of Gifted. Their first and last name will not appear under the Name column or their profile card; instead, Anonymous will be displayed for their name as well as the red GIFTED label next to it.

You can send them a message and resend the gift ticket to gifted registrants.

Direct-join

Note: This registration status is only available for conference events.

Zoom Events hosts can create a direct join link for conference speakers. The direct join link allows speakers to quickly join a session on the Zoom desktop client, even when they are not signed in, with any credentials.

Registrants who have been invited as speakers with a direct join link by a host will have the registration status, Direct-join. Their role will always be Speaker and their email will always be displayed.

You can send direct-join speakers a message and can also resend direct-join invitations.

How to access the Manage Registration page as the Host

As the event host, you can access the registration management page for your upcoming and past events.

Note: If you are not the host, you cannot view the registration management page (and registrants’ summary of information) or send messages to registrants.

Access from hub profile

  1. Sign in to Zoom Events.
  2. In the top-right corner, click Manage.
  3. In the left navigation menu, click the hub dropdown menu and select the hub you want to manage.
  4. Under the hub you want to manage, click Event Listings.
  5. Click the Upcoming Events or Past Events tab.
  6. Find the event you want to manage and click the ellipses more-button__1_.png.
  7. Click Manage Registration.
  8. Click the Registrants tab.
    The Registrant Management page will be displayed.

Access from your event list

Note: You cannot manage registrants from events in the Drafts tab.

  1. Sign in to Zoom Events.
  2. In the top-right corner, click Manage.
  3. In the left navigation menu, click My Events.
  4. Click the Upcoming or Past tab.
  5. Find the event you want to manage and click the ellipses more-button__1_.png.
  6. Click Manage Registration.
  7. Click the Registrants tab.
    The Registrant Management page will be displayed.

How to send messages to all registrants

You can send a message to all registrants before and after the event starts.

Note: For each occurrence in an event series, you can send only one event-related message to all registrants before the occurrence starts. After you send an event-related message to an occurrence in the series, you will not able to select that occurrence again.

  1. Access the Manage Registration page.
  2. Find the event you want to manage and click the ellipses more-button__1_.png.
  3. Click Send Message to Registrants for upcoming events. Click Send Post-Event Message to Registrants for past events.
    A pop-up window will appear.
  4. In the pop-up window, enter your message in the text box.
  5. When you’re finished writing your message, click Send.

How to view registrant information

For upcoming or canceled events, you can view registrant information and registrant profile cards.

  1. Access the Manage Registration page of the event that you want to manage.

  2. View registrant information by the following columns at a glance:
    Note: The email and country will be shown if a registrant opts in to share their info.
    • Name: This shows the registrant’s first and last name.
    • Email: This shows the email address that the registrant used for the event.
    • Country/Region: This shows the country/region that the registrant is from.
    • Role: View the role(s) the registrant has for their upcoming events.
    • Registration Status: This shows if the registrant is invited or registered to the event.
    • Attendance: This shows if the registrant has Joined or Not Joined the event.

Access registrant profile card

  1. View registrant information of an attendee whose information you want to view.
  2. To the right of the attendee, click the dropdown arrow forward-arrow-button.png.
    The attendee’s profile card will be displayed.

In addition to Name, Email, Country/Region, Role, Registration Status, and Attendance, the attendee’s profile card also displays the following:

  • Session: This shows the event session(s) that the attendee registered for.
  • Registration from: This shows the platform or web link that the attendee registered from.
  • Registered multiple event orders: This shows the attendee’s different roles for each registered event.

When you access the registrant profile card, you can also do the following actions:

  • Send Message
  • Resend Invitation
  • Resend Order Confirmation
  • Resend Gift Ticket

Send Message

Notes:

  • The host can send up to 2 messages to an individual registrant (including pre and post-event) per event.
  • For drafted events, you cannot send messages to registrants.
  1. Access the registrant profile card of the attendee that you want to send a message to.

  2. In their profile card, under their name, click Send Message to send a message.
    A Send Message pop-up window will appear.
  3. In the pop-up window, enter your message in the text box.
  4. Click Send.

Resend Invitation

Note: You can only resend an invitation for upcoming events. For drafted events, you cannot resend invitations to registrants.

  1. Access the registrant profile card of the attendee that you want to resend an invitation to.

  2. At the bottom of their profile card, click Resend Invitation to resend your event invitation.
    A Resend Invitation pop-up window will appear.
  3. In the pop-up window, click Resend to confirm.

Resend Order Confirmation

  1. Access the registrant profile card of the attendee that you want to resend an invitation to.

  2. At the bottom of their profile card, click Resend Order Confirmation to resend an attendee’s order confirmation.
    A Resend Order Confirmation pop-up window will appear.
  3. In the pop-up window, click Resend to confirm.

Resend Gift Ticket

Note: This option is only available for gifted ticket registrants.

  1. Access the registrant profile card of the attendee that you want to resend an invitation to.

  2. At the bottom of their profile card, click Resend Gift Ticket.
    A Resend Gift Ticket pop-up window will appear.
  3. In the pop-up window, click Resend to confirm.

How to export a list of registrants

Hosts can download a list of registrants and export a CSV file for any Zoom Event.

To download a list of registrants:

  1. Access the Manage Registration page.
  2. Click the Registrants tab.
  3. In the top right corner, click Export to download a CSV file.

This CSV file contains the following registrant details:

  • Display Name
  • Email Address
  • Marketing Opt-In
  • Country/Region
  • Role(s)
  • Registrant Status
  • Attendance Status
  • Direct Join status (associated with the invited Speaker)
  • Registration Source Link

Notes:

  • Contact information will not be displayed for those registrants who opted out of sharing contact info with the Zoom Event host.
  • If registrants refund their ticket, that registrant will not appear in the CSV download.

How to filter registrants

  1. Access the Manage Registration page.
  2. Click the Registrants tab.
  3. By the search box, click the All Roles dropdown to filter by roles.
    You can filter by All Roles, Special Role, Guest, Attendee, and Expo.
  4. To the right of the All Roles dropdown, click the All Registration Status dropdown to filter by registration status.
    You can filter by All Registration Status, Invited, Registered, Pre-registered, Gifted, and Direct-join.

Once you choose your filter, the list of registrants will be filtered accordingly.

How to search for registrants

  1. Access the Manage Registration page.
  2. Click the Registrants tab.
  3. In the search box, enter 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.

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