How to Use Zoom Registration: Track Your Meeting Attendance

A graphic of Zoom displayed on a computer with a registration form

When you first think of Zoom, you probably imagine business teams holding virtual meetings or families catching up with each other. However, Zoom can be used for much larger meetings and webinars. If you’re considering holding a virtual event or conference, you should know that Zoom offers a great tool: meeting registration.

Zoom registration allows users to keep track of attendees, generate leads, limit the number of meeting participants, and more. If you think this feature could benefit you, this article can help you learn more.

What is covered in this article

Before we get into how to use Zoom meeting registration, let’s dive into the reasons why you might want to use it. If you’re still a Zoom newbie, make sure you check out our Zoom quick start guide before you go any further.

 

Reasons to use Zoom meeting registration

Zoom meeting registration is an option that allows participants to sign up to attend a meeting in advance using their name, email, and other information set by the meeting host. Using Zoom registration will allow you to do the following:

  • Track attendees
  • Collect personal information
  • Generate leads.

Setting up Zoom registration for meetings is a great way to ensure a limit on the number of attendees as well as gain some insight into your attendees. You’ll be able to pull a meeting registration report, which will tell you all relevant information about your participants, including their responses to any questions you’ve asked in the registration form.

IMPORTANT

In order to enable registration for a meeting, you must meet the following requirements:

  • You must be a Licensed user (i.e. have a Pro-tier or higher Meetings subscription, or a Zoom Video Webinars subscription).
  • The meeting cannot use your Personal Meeting ID (PMI).

 

How to set up Zoom meeting registration

  1. Go to https://zoom.us/signin and log into your account.

    Sign in page on web

  2. Click on Meetings. You will be shown a list of your scheduled meetings.

    Meetings link in navigation panel

  3. Click on Schedule a New Meeting to create a new meeting with registration. You can also click on the topic name of an existing meeting, then click on the Edit this Meeting button on the next page

    Upcoming Meetings screen

  4. In the meeting’s settings, locate the “Registration” section. Click the checkbox next to “Required”.

    Checkbox in Registration section
    (Image credit: Zoom.us)

  5. Once you have saved/scheduled your meeting, you will be shown an “Invite Attendees” section on the page. Follow the instructions below to learn how to manage attendees and access your registration options here.

 

Manage registered Zoom meeting attendees

  1. Under the “Invite Attendees” section, click on View.
  2. On the next page, you will be able to generate a current list of attendees and copy the invitation that was emailed to the attendees.
  3. To learn more about a specific attendee, click on their name.

 

Zoom meeting registration options

Editing your registration options will allow you to customize various settings, including how attendees are approved. Here are the two types of approval:

  1. Automatic approval: All registrants will be automatically added to the list of attendees and be given instructions on how to join the meeting.
  2. Manual approval: Registrants will need to be approved by the meeting host before officially becoming an attendee.

 

These are the steps to take when customizing your registration options.

  1. Under the “Invite Attendees” section, click on Edit next to “Registration Options”. This will take you to the Registration tab on that page.

    Registration tab
    (Image credit: Zoom.us)

  2. Under the “Approval” section, select whether you would like to Automatically Approve or Manually Approve your registrants.
  3. Under the “Notification” section, click the checkbox to mark it (if it isn’t already) if you would like to receive an email every time someone registers for the meeting.
  4. Under the “Other Options” section, click the checkboxes for the appropriate options to mark them (if they’re unmarked) if you would like to close registration after the event date and/or add social media sharing buttons to your registration page.
  5. If you would like to select the types of questions registrants are asked, click on the Questions tab. Then click the checkboxes for each additional question you’d like to ask to mark them (if unmarked). If you want these questions to be required fields, click the checkboxes next to each question in the “Required” column to mark all of the ones you want as mandatory.

    Questions tab
    (Image credit: Zoom.us)

  6. If you would like to add additional questions not included in the list of questions, click on the Custom Questions tab.

    Custom Questions tab
    Image credit: Zoom.us

  7. When you’re ready, click the Save All button.

 

How to schedule a Zoom Webinar with registration

Like all other meetings, you can also enable registration for your webinars. If you’d like to do this, these are the requirements you’ll need:

  • A Pro, Business, Enterprise, or Education-level Meetings account
  • The Zoom Video Webinars add-on

When you’re ready to schedule a webinar with registration, follow these steps:

  1. Go to https://zoom.us/signin and log into your account.

    Sign in page on web

  2. Click on Webinars.

    Webinars link in navigation panel

  3. Click on the Schedule a Webinar button.

    Schedule a Webinar button
    (Image credit: Zoom.us)

  4. While customizing your preferred webinar settings, click the checkbox next to “Registration” to require it for the webinar.
  5. If the webinar is recurring, select one of the following options:
    • Attendees register once and can attend any of the occurrences
    • Attendees need to register for each occurrence to attend
    • Attendees register once and can choose one or more occurrences to attend

      If you’d like to learn more, check out how to schedule a recurring meeting.

  1. Click on Schedule.

 

Setting Zoom registration approval

Similarly to other meetings, Zoom also allows you to customize the approval for your webinar registrants. Follow the instructions below to learn how to set up your webinar for Automatic Approval or Manual Approval.

 

Setting up a Zoom Webinar for Automatic Approval

  1. Once your webinar has been scheduled, scroll down to the “Invite Attendees” section.
  2. Your approval settings will be listed next to “Approval”. If it doesn’t already say “Automatically Approve”, click on Edit.
  3. Select Automatically Approve from the list of approval options.

    Automatically Approve option under Approval section
    (Image credit: Zoom.us)

  4. Click on Save All.
  5. If you want to share the registration details, simply copy the registration URL or click on Copy the Invitation.

    Webinar invitation page
    (Image Credit: Zoom.us)

 

Setting up a Zoom Webinar for Manual Approval

  1. Once your webinar has been scheduled, scroll down to the “Invite Attendees” section.
  2. Your approval settings will be listed next to “Approval. If it doesn’t already say Manually Approve, click on Edit.
  3. Select Manually Approve from the list of approval options.

    Manually Approve option under Approval section
    (Image credit: Zoom.us)

  4. Click on Save All.
  5. If you want to share the registration, simply copy the registration URL or click on Copy the Invitation.

    Webinar invitation page
    (Image credit: Zoom.us)

 

How to customize your Zoom Webinar registration

Zoom allows for many aspects of your webinar registration to be customized, including the registration process and the questions asked of attendees. If you wish to customize your webinar registration, you’ll need to meet the following requirements:

  • Have the Zoom Video Webinars add-on installed
  • Have a scheduled webinar with registration enabled

Follow the instructions below to learn more on how to customize your webinar registration features in the following order:

  1. Registration options
  2. Question options
  3. Custom question options

 

A. Registration options

  1. Go to https://zoom.us/signin and log into your account.

    Sign in page on web

  2. Click on Webinars.

    Webinars link in navigation panel

  3. Click on the topic name of the webinar you wish to customize.

    Upcoming Webinars list
    (Image credit: Zoom.us)

  4. Click on the Invitations tab.
  5. In the “Approval” section, click on Edit.

    Sections under Invitations tab
    (Image credit: Zoom.us)

  6. You should now be on the Registration page.

    Registration tab
    (Image credit: Zoom.us)

  7. Under “Registration”, click the checkbox next to “Required” to mark it (if unmarked) to enable registration prior to the webinar. Leaving the box unmarked will instead allow attendees to go to the meeting link and sign in using their name and email.
  8. Under “Approval”, select whether you would like to Automatically Approve or Manually Approve registrants.
  9. Under “Notification”, click the checkbox to mark it (if unmarked) if you would like to receive an email every time someone registers for the webinar.
  10. Under “Other Options,” click the checkboxes to mark off whichever settings you would like to enable (if their boxes aren’t already marked).
  11. Under “Tracking Pixel”, you can add the URL of any tracking pixels you would like to add to your registration page. These will track the number of visitors and successful registrants.

 

B. Question options

  1. Once you’ve finished customizing your Registration options, click on the Questions tab.

    Questions tab
    (Image credit: Zoom.us)

  2. You will be shown a list of fields that can be added to your registration form. Click on the checkboxes to the left of each item to add or remove it. You can click the checkbox to the left of “Field” if you would like to add all of the listed fields at once.
  3. To the right of the fields is the “Required” column. If you want to make sure your registrants provide an answer for some or all of your answer fields, click on the corresponding checkboxes in this column to mark them. If you’ve chosen to add all of the listed fields, you can click on the checkbox to the left of “Required” to make sure your registrants provide answers for every field. Any checkbox you leave unchecked in this column will let your registrants have the option of not answering the question.

PRO TIP

Some fields will appear as drop-down menus rather than answer boxes (e.g. State/Province and Country/Region). Take the time to familiarize yourself with all the fields once you’ve created your registration form.

 

C. Custom question options

  1. Once you’re done customizing your Question options, click on the Custom Questions tab.

    Custom Questions tab
    (Image credit: Zoom.us)

  2. If you’d like to add a custom question not listed in the previous tab, click on the New Question button.
  3. Choose the type of question you’d like to add. Your options are Short Answer, Single Answer, or Multiple Answer.
  4. Click the checkbox next to “Required” if you want your attendees to have to answer the question.
  5. Type your question in the space provided.
  6. If you’ve selected Single Answer or Multiple Answer, type your answer options in the space provided.
  7. Click on Create. Repeat these steps for each additional question you’d like to add.
  8. When you’re happy with your settings, click on the Save All button.

 

How to generate a Zoom registration or polling report

If you’re wanting to learn more about your meeting’s participants or poll answers, you can easily generate a registration report or a polling report.

The registration report contains the following information about participants:

  • First and last name
  • Email address
  • Date and time of registration
  • Approval status

 

The polling report contains the following information about participants:

  • Username and email address
  • Date and time they submitted their answer
  • The poll question and the participant’s corresponding answer

 

To make sure you get the best use out of your registration and/or polling reports, make sure you remember to pull them soon after your meeting. You will only be able to access reports for up to 30 days after the meeting. Also, if you delete a meeting from your schedule, you will be unable to retrieve any reports from that meeting. If you happened to pull a report before the meeting, make sure to pull a new one after the meeting to get the most accurate information from your attendees.

 

In order to be able to pull a meeting report, you will need to meet the following requirements:

  • Be the meeting host, have a role with Usage Reports enabled, or be the Account Admin or Owner (if hosting is new to you, make sure to check out how to host a Zoom meeting)
  • Have a Pro, API Partner, Business, or Education-level Meetings plan

 

When you’re ready to pull a meeting report, follow these steps:

  1. Go to https://zoom.us/signin and log into your account.

    Sign in page on web

  2. Click on Account Management, then click on Reports.
  3. Under the Usage Reports tab, click on Meeting. This will show you a list of your previous and upcoming meetings. You can search for a specific meeting by time range or meeting ID.

    Accessing meeting reports
    (Image credit: Zoom.us)

  4. Next to “Report Type”, click to select Registration Report or Poll Report.

    Report Type selection
    (Image credit: Zoom.us)

  5. Click on the drop-down menu underneath “Report Type” to select either Search by Time Range or Search by Meeting ID.
  6. Once you’ve made your selection and entered the appropriate details, click on the Search button.
  7. Locate the meeting(s) you wish to pull reports for, then click on Generate in the last column.

    Generate column next to a meeting
    (Image credit: Zoom.us)

  8. You will then be taken to the Report Queues tab. Click on Download to the right of each report you would like to download. All reports will download as .CSV files.

    Download column next to available reports
    (Image credit: Zoom.us)

 

That’s everything on Zoom registration for meetings. Now that you know all about this, make sure to check out our guide to Zoom’s features and how to set up a Zoom meeting.

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