Using Zoom Events registration management

This post was most recently updated on July 22nd, 2022

The Zoom Events registrant management tool enables event organizers to easily manage their registrations and registrants in a single location, thus contributing to the success of their events by simplifying the registration process. It is possible for Zoom Event organizers to access registration data so they can manage tasks related to individually registering or registering with a group of individuals or groups they have created. A registration tool can also be used to create a direct link for speakers to join or to track the source of attendees so they can be contacted after the event.

This feature allows hosts and event organizers to manage their registrants at the event level by providing them with the tools they need to manage their registrants more effectively. As well as viewing, sorting, and filtering the special roles, regular attendees’ details, and registration status of their events, the event hosts and event organizers can also make allocations.

There are several topics covered in this article, including:

  • 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

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
  • There are four different types of accounts: Pro, Business, Enterprise, and Education
  • In order to create a paid event, you will need a Stripe or PayPal Business account
  • License for Zoom Events is required in order to use this feature

Notes:

  • The version 5.7.6 of Zoom Events does support Zoom Events, but it may cause a blank lobby environment for hosts due to a dependency with Windows’ Webview package for the Windows platform.
  • It is strongly recommended that hosts update to the most recent version of the Zoom desktop client/mobile application in order to be able to take advantage of the latest Zoom Events and Webinar features.

How to access registration management

It is only possible to manage registrations on the Manage Registration page.

For your upcoming events and past events, you will be able to access the registration management page.

Access registration management during event creation

  1. Set up a conference event in your calendar.
  2. You can access the Registration tab under the Manage section of the screen.
    In the next step, you will be taken to the registration management page.

Access registration management after event creation

  1. Join Zoom Events by logging in with your Zoom account.
  2. Click on My Events in the navigation menu at the top of the page.
  3. To see what’s upcoming or what’s past, click the tabs Upcoming or Past.
  4. Click the pencil icon next to the event that you wish to manage and find the event you wish to manage.
  5. You can access the Registration tab by going to the Manage section and clicking the Registration tab.
    It will take you to the registration management page where you can manage your registration.

Manage Registration

On the Registration page, to the right of the name field, you will find and be able to use the following Registration Tools:

  • Speakers can join directly by clicking on the following link: A session can be joined by speakers without the need to register for it.
  • Attendees can track their source of information by using the following tools: Track where your attendees are registering from and where they are coming from.

Please find below a list of the tabs that are available on this page:

  • Registrants
  • Orders
  • Refunds

How to manage Registration Tools

Create Direct Join Link for Speakers

As long as the event host creates a direct join link one week in advance, speakers will be able to join 10 days in advance, allowing them to get familiar with the event before it begins. Using a direct join link will enable hosts and speakers to rehearse ahead of the event with a significant amount of notice, allowing them to prepare well in advance.

Note:

It is based on the start time of the event, which is 240 hours before it’s scheduled to start, that the 10-day period applies.

You may find more information on Direct Join Links for Speakers in this support article that can be found here.

Create Source Tracking for Attendees

Note:

It is only possible for public conference events to register for the Source Tracking for Attendees registration tool. The source tracking of internal events will not be included in the event.

The host now has the ability to create a unique link for every keyword, then measure how many registrants and visitors are viewing the event from each link based on the metrics. If you share the event registration page in multiple locations, you will be able to track the location of your registrants if you use source tracking. For each type of medium and keyword that you use to invite attendees, you can create a unique source tracking link so that you can track the results. Using the source tracking link, you might be able to see which platform users register on if, for example, you share it on Facebook and another on Twitter.

In order to track how many people visit and complete the registration process on the registration page, you can create up to 50 unique registration URLs for each of the platforms and share them with others.

As a result of the automatic generation of the source tracking links, it is not possible to customize the unique URL that is generated.

Note: It is not permitted for there to be duplicate source names.

  1. Go to the Manage Registration page in order to manage your registration.
  2. You can find Source Tracking for Attendees as well as the Registration Tools in the top right corner of the Manage Registration page.
  3. To add a new item, click the + Add button.
    You will see a pop-up window appear on your screen.
  4. It will appear a pop-up window where you will need to enter the name of the source (for example, Facebook, LinkedIn, etc.).
  5. Add the item to your cart by clicking the Add button.
    In the Source Tracking Links list, you will be able to see the name of your source.

On this page, you can view:

  • Source Name: The name of the source that you are tracking will be displayed in this section.
  • Visitors: The number of visitors using the source link is shown here.
  • Registrants: The number of registrants using the source link is shown here.
  • Tracking Link: Here you will find the URL of the tracking source that you are using for tracking.
  • Action: The tracking link can be copied, edited, or deleted according to your preference.

How to manage registrants in the Registrants tab

Please refer to the support article on managing registrants and how to use the Registrants tab for more information on how to do this.

How to manage the Orders tab

This tab offers a number of resources to help you gather information about your order, such as the following:

  • Order Number: In this section you will find the order number of the registrant.
  • Order Time: The completion time and date of the order are also included in this section.
  • Tickets Sold: The number of tickets that have been sold is included in this report.
  • Purchaser: The email address of the purchaser is included in this information.
  • Status: The status of their order is included in this section. They can display their status in the following ways:
    • Completed: No refund or ticket changes are necessary for the registrant as they have successfully purchased their ticket.
    • Ticket Status Changed: If more than one ticket is purchased or registered, this status will appear if each ticket has a different status when that ticket is bought or registered.
    • Order Canceled: There has been a cancellation of the order/ticket by the registrant.
    • Event Canceled: There has been a cancellation of the event by the host.

View registrant ticket status

  1. Go to the Manage Registration page from the Manage Registration menu.
  2. Click on the Orders tab on the left side of the screen.
  3. Locate the registrant order that you are interested in viewing in the Orders tab.
  4. If you click the right arrow on the ticket, more information will be displayed on the screen.
    The following details will appear:

    • Ticket: This field displays the name of the ticket that the registrant has purchased.
    • Registrant: The email address of the registrant is displayed in this field.
    • Status: Details about the status of the ticket are shown in this section.

Types of ticket status

  • Completed: The ticket does not need to be refunded or changed in any way.
  • Voided (Attendee canceled ticket): During the registration process, the registrant canceled their ticket in order to voide it.
  • Voided (Host canceled event): In order to cancel the event, the Host voided the registrant’s ticket by cancelling the registration.
  • Voided (Host canceled order): Using the Manage Registration page, the Host canceled an order that had been placed.
  • Voided (Attendee was reported): Ticket holder’s ticket has been voided as the ticket holder was reported to the host during the meeting by the host
  • Voided (Host refunded): Refund requests have been approved by the host.
  • Voided (Host refunded 50%): There was a 50% refund request that was approved by the host.

Export registrant order information

You can export the information about the orders placed by registrants. To the right of the Orders tab on the left side of the page, click the Export button. This will display a CSV file with information about orders and registrations that have been made. According to the type of custom questions Hosts are asking, and the opt-in status of the registrant, some information will be included or excluded.

If the CSV file is used to display upcoming or current events, the following columns will be displayed:

  • Order ID
  • Order Time
  • Tickets Sold
  • Purchaser Email
  • Marketing Opt-In
  • Order Status
  • Display Name
  • Ticket Type
  • Depending on the host’s custom questions, as well as the opt-in status of the registrant, a user-selected question will be displayed.
  • Depending on the Host’s custom question and the registrant’s opt-in status, the custom question will display on the Registrant’s screen.

There will be the following columns in the CSV file if it is a paid event:

  • Order ID
  • Order Time
  • Tickets Sold
  • Purchaser (email)
  • Marketing Opt-In
  • Gross Income
  • Payment Provider
  • Status

Search for registrant orders

  1. On the Manage Registration page, you will be able to manage your registration.
  2. The Orders tab can be found by clicking on it.
  3. Using the search box, you can search for a registrant by using their name or email address.
    Note: In addition, the search is also a fuzzy search, which means that it matches a term close to where it appears rather than exactly matching it. By entering a partial name or an email address, you will be able to perform a search. It is also possible to view all emails that include those letters in the registrant’s name if you enter just a few letters of the registrant’s name.

Cancel an order for an event

If you would like more information about how to cancel an event order, please refer to the support article on how to do so.

How to manage the Refunds tab

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

  • Refund ID: The refund ID of the registrant can be found here.
  • Refund Time: This includes the date and time of the refund as well as the amount of the refund.
  • Order Number: In this field, you will find the order number of the registrant.
  • Refund Ticket: In this section, you can find out how many refund tickets the registrant receives as a result of the refund process.
  • Payment Provider: In this case, it is important to take into account the registrant’s payment provider, such as Stripe or PayPal.
  • Purchaser: The name and e-mail address of the registrant are included in this information.
  • Status: As part of this, the registrant will receive an update on the progress of his or her refund request.

Types of refund status

  • Refunded: The host of the event was able to refund the attendee successfully.
  • Refund Requested: There was a request for refund submitted by the attendee.
  • Refund Request Rejected: Refund requests have been rejected by the host.
  • Refund Failed: Refunds were not successful.
  • Refund in Progress: In order to process the refund, the host approved a refund request, but the refund has not yet been processed.
  • Refunded (50%): A portion of the registration fee was refunded to the registrant by the host.

Refund a registrant

It is recommended that you visit the support article on how to refund a registrant for more information.

Search for refunds

  1. To manage your registration, you will need to access the Manage Registration page.
  2. Please click on the Refunds tab on the left-hand side of the page.
  3. It is possible to search for registrants’ order numbers by typing them in the search box.
    Note: This is also a fuzzy search, so it does not match a term precisely, it matches it closely instead of exactly. A partial number can also be used to search.

Filter refunds

  1. Click on Manage Registration to access the page.
  2. You will find the Refunds tab on the left side of the screen.
  3. Using the dropdown menu by the search box, you can filter the results based on the refund status by selecting All Status.
    If you would like to filter by all statuses such as refund requests, refunds, refund failures, or refund rejections, you can do so.

Sort refunds

  1. On the Manage Registration page, you will be able to manage your registrations.
  2. Click on the Refunds tab on the left hand side of the screen.
  3. Click the Start date and End date boxes to the right of the filter dropdown menu.
  4. By using the pop-up calendar, you can select a date range that fits your needs.
    By selecting a date range, you will be able to filter your results according to your preferences.