Using Zoom Events registration management

Last Updated:

Zoom Events registrant 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. 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.

This article covers:

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

How to access registration management

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

Access registration management during event creation

  1. Create an event.
  2. Under the Manage section, access the Registration tab.
    The registration management page will be displayed.

Access registration management after event creation

  1. Sign in to Zoom Events.
  2. In the navigation menu, click My Events.
  3. Click the Upcoming or Past tab.
  4. Find the event you want to manage and click the pencil icon pencil-button.png.
  5. Under the Manage section, access the Registration tab.
    The registration management page will be displayed.

Manage Registration

In the top right of the Registration page, you can find and use Registration Tools:

  • Direct Join for Speakers: Allow speakers to join a session without registration.
  • Source Tracking for Attendees: Track where your attendees register from.

On this page, you can access the following tabs:

How to manage Registration Tools

Create Direct Join Link for Speakers

Hosts can create direct join links for speakers one week before an event starts, allowing speakers to join 10 days before the event. The direct join link is intended to provide a significant amount of lead time for hosts and speakers to rehearse ahead of an event.

Note: The 10-day timeframe is based on the event start time, as it’s specifically 240 hours beforehand.

For more information, please visit this support article on Direct Join Link for Speakers.

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 Registration page.

  2. In the top right of the Manage Registration page, click Registration Tools then click Source Tracking for Attendees.
  3. Click + Add.
    A pop-up window will appear.
  4. In the Add Source Tracing Link 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.
  • Action: Choose to copy, edit, or delete the tracking link.

How to manage registrants in the Registrants tab

For more information, please visit the support article on how to manage 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 Registration 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 forward-arrow-button.png 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 Registration 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, to the 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
  • Ticket Type
  • 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
  • Purchaser (email)
  • Marketing Opt-In
  • Gross Income
  • Payment Provider
  • Status

Search for registrant orders

  1. Access the Manage Registration 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

For more information, please visit the support article on how to cancel 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

For more information, please visit the support article on how to refund a registrant.

Search for refunds

  1. Access the Manage Registration 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 Registration 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 Registration 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.

Editing Registration tab features

This table displays the features found under this tab, the different stages of the event cycle, and whether or not the feature is editable at that stage of the event.

Feature

Editable after event is  published or is upcoming

Editable after a ticket has sold Editable during live event Editable post event
Resend Invitation  
Remove from Guest List  
Send Message  
Direct Join Link for Speakers  
Orders  
Refunds        

Zoom Community

Join the 100K+ other members in the Zoom Community! Login with your Zoom account credentials and start collaborating.