How to enable attendee registration for zoom meetings

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Scheduling

Overview

Scheduling a meeting that requires registration will require participants to register with their e-mail, name, and other optional questions, allowing you to capture more information about your attendees. Once this is scheduled, you can manage your registrants, resend confirmation emails, and can also generate meeting registration reports if you want to download a list of people that registered.

If you don’t need to collect this much information, you can schedule a meeting without registration required.

This article covers:

Prerequisites

  • Host user type must be Licensed
  • The meeting you are enabling registration for cannot use your PMI and cannot be a No Fixed Time recurring meeting.

Enabling registration for a meeting

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Schedule a New Meeting or edit an existing meeting.
  4. In the Registration section, make sure to select the Required check box.
    After scheduling the meeting, the Registration and Branding tabs will appear.
  5. Manage attendees: Click View to see a list of people that have registered for the meeting. Clicking on the registrant name will provide addition info about that person.

Customizing registration options

After you schedule the meeting, you can customize registration options:

  1. Click the Registration tab.
  2. In the Registration Options section, click Edit.
  3. Customize these options:

Registration tab

  • Automatic Approval: Anyone who signs up will receive information on how to join.
  • Manual Approval: Anyone who signs up will need to be approved by the host on the meeting management page.
  • Send an email to host when someone registers: Check this option if you want to receive an email when someone registers for your webinar. Attendees will receive an email when you approve their registration.
  • Close registration after event date: Check this option if you want to prevent anyone from registering after the webinar date and projected end time. Attendees can still register on the event date and once the webinar starts, as long as it is before the projected end time of the webinar. For example, if you schedule a webinar for 9AM with a duration of 2 hours, the registration will close at 11AM.
    Note: If you enable this setting and make your webinar available on-demand, people can use the original registration link to register for the on-demand webinar recording.
  • Allow attendees to join from multiple devices: Check this option to allow webinar attendees to be able to join from multiple devices, such as computers and phones.
  • Show social share buttons on the registration page: Provides buttons to share the registration page to Facebook, Twitter, LinkedIn, or email.

Questions tab

You can customize the question fields that appear in your registration page.

  1. Click the Questions tab.
  2. Check the Field(s) you would like to include on your registration page.
  3. (Optional) Check the Required box if you want to make that field required.
  4. Click Save All.

Note:

  • Name and email address are always required.
  • Some fields like Country/Region and State/Province will appear as dropdown menus for attendees.

Custom Questions tab

  1. Click the Custom Questions tab to add questions to your registration page.
  2. Click New Question to add a question.
  3. Choose the type of question: Short answer or Single answer.
  4. Check whether the question is required.
  5. Enter the question.
  6. For single answer questions, enter the answer options.
  7. Click Create. Repeat the above steps to create more custom questions.
  8. Click Save All to save your customized registration.

Customizing branding

After you schedule the meeting, click the Branding tab to customize branding options for your registration page:

  • Banner: Click Upload to add an image that appears at the top of your registration page.
  • Logo: Click Upload to add an image that appears to the right of meeting topic on your registration page. The logo also appears in the email invitation.
  • (Optional) Click Add Description to add alt text to the image. The description isn’t visually displayed on the screen but helps people with visual impairments to access and understand the image.

Customizing Terms of Service and Privacy Policy links

You can use your account profile to customize the URLs for your Terms of Service and Privacy Policy links. These links appear below the registration form.

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Scheduling

Overview

Hosts of meetings and webinars with registration can view and manage their registrants before the session is scheduled to start, allowing them ensure unwanted guest are not allowed in and to prepare for the audience that will be awaiting them. They can approve or deny registrants when using manual approval, or even resend confirmation emails.

This article covers:

Manually approving or denying registrants

When using manual approval of registrants, the host will need to approve or deny each registrant.

  1. Go to the Meetings or Webinars page in the web portal to find the event, click on the topic, and find the Invitations tab.
  2. Find the Manage Attendeesor Manage Registrantssection and click Edit on the right-hand side. This will open the list of registrants for this meeting or webinar. You can view three categories: Pending Approval, Approved, Denied/Blocked.
  3. Under the Pending Approval tab, you can view the list of unapproved registrants, click on the registrants name to view their registration details, and Approve or Deny their registration.
  4. (Optional) You can also approve or deny in bulk by selecting multiple registrants and clicking the Approve or Deny buttons.
  5. (Optional) If a registrant is denied, you will be able to send a custom message to them. Enter the custom message and click Send.

Notes:

  • Registrants uploaded by CSV (only available for webinar registration) will be automatically approved.
  • Registrants cannot be deleted, only approved or denied. If a participant registered with the incorrect information, they would need to register again with the correct info, or the host can correct the information in their own records after the report is downloaded.

Resending and accessing confirmation emails

After a registrant has been approved, Zoom will send them a confirmation email (unless disabled by the host) with their unique join link and other relevant information for joining the event. If someone has not received their email, the host can easily access that email, either to copy the information and send it with another service, or to resend that email from Zoom.

If the user is still having problems with receiving emails from Zoom, please review our email troubleshooting guide.

  1. Go to the Meetings or Webinars page in the web portal to find the event, click on the topic, and find the Invitations tab.
  2. Find the Manage Attendees or Manage Registrantssection and click Edit on the right-hand side. This will open the list of registrants for this meeting or webinar.
  3. Click on the Approved tab (this may not be visible if using automatic approval) and find the name of the registrant.
  4. (Optional) You can click Copy to view the registrant’s confirmation email and copy as much as needed of that email to send to them with other services.
  5. Click on their name and then the Resend Confirmation Email button to send the confirmation email to the registrant again.
  6. (Optional) You can also resend confirmation emails in bulk by selecting multiple registrants and clicking the Resend Confirmation Email button.

Zoom, currently the leading video conferencing platform, comes with several important features built into its platform. One important feature that could come in handy is that the platform enables attendee registration for the Zoom meetings.

With this registration feature, the host of the meeting can collect some important details about the participants. Also, there’s a system where the participants can be approved automatically if the host does not want to do it manually.

Follow this step-by-step guide which shows how you can enable attendee registration for the Zoom meetings.

How to enable registration in Zoom meetings

Step 1: Open Zoom website on your browser and sign in to the platform.

Step 2: Click on the “Meetings” tab in the “Personal” group of the left-hand pane. Now, schedule a meeting by selecting “Schedule A New Meeting.”

Step 3: While scheduling a meeting, you’ll see a “Registration” tab. Select the “Edit” button next to “Registration Options.”

Step 4: You will now be presented with three tabs — Registration, Questions, and Custom Questions.

Step 5: Go to the “Questions” tab and select which fields you would like to appear in the registration form, and also select if you want to field to be mandatory.

Step 6: In the “Custom Questions” tab, you can create new questions that can be added to the registration form.

Step 7: Once you are done finalizing question, click on the “Save All” in the bottom-right corner.

Do note that the attendee registration is only available for the paid users and free users would not find the “Registration” tab when trying to schedule a meeting.

We have published a few more Zoom how-to guides which can be quite helpful if you are stuck somewhere or just want to explore features of the video conferencing platform.

Zoom gives users the option to require attendees to register for Zoom meetings. You can ask for things like name and email, and set custom questions. This also increases your meeting’s security. Here’s how to enable attendee registration for Zoom Meetings.

Here’s aa few notes, however, before we get started. First, this option is only available to licensed users, which makes sense because you’d only use this feature in business meetings anyway. Also, you can’t use your Personal Meeting ID (PMI) for meetings that require attendee registration, though we recommend you never use your PMI for business meetings.

Enable Attendee Registration

In your web browser, sign in to Zoom and select the “Meetings” tab in the “Personal” group of the left-hand pane.

RELATED: How to Set Up a Zoom Meeting

How to enable attendee registration for zoom meetings

Now, you’ll need to schedule a meeting (or edit an existing one). In this case, we’ll schedule a new one, so we’ll select “Schedule A New Meeting.”

You’ll now enter all of the general information required for scheduled meetings, such as the meeting name, duration, and meeting’s date/time.

This menu is also where we enable the Attendee Registration option. About halfway down the page, you’ll find the “Registration” option. Check the box next to “Required” to enable the feature.

How to enable attendee registration for zoom meetings

Finally, select “Save” at the bottom of the screen when you’re finished adjusting the other scheduled meeting settings.

Registration Options

Once you save your scheduled meeting from the previous step, you’ll be in the meeting’s overview screen. At the bottom of the menu, you’ll see a “Registration” tab. Select the “Edit” button next to “Registration Options.”

The “Registration” window will appear. You’ll find three tabs: Registration, Questions, and Custom Questions.

In the “Registration” tab, you can adjust Approval and Notification options, as well as a few other settings. For example, you can select if you want to automatically or manually approve registrants, and have a confirmation email sent to you (the host) when someone registers.

You can also close registration after the meeting date, allow attendees to join from multiple devices, and display social share buttons on the Registration page.

How to enable attendee registration for zoom meetings

Adjust the settings accordingly, then head over to the “Questions” tab. Here, you can (1) select which fields you’d like to appear in the registration form, and (2) if the field is required or not.

How to enable attendee registration for zoom meetings

Here is a list of the available fields in the “Questions” tab. Note that the first name and email address are already required fields.

  • Last Name
  • Address
  • City
  • Country/Region
  • Zip/Postal Code
  • State/Province
  • Phone
  • Industry
  • Organization
  • Job Title
  • Purchasing Time Frame
  • Role in Purchase Process
  • Number of Employees
  • Questions & Comments

Once you’re finished here, move to the “Custom Questions” tab. You can now create your own questions to add to the registration form. You can give the registrants the freedom to leave any answer or limit it to a multiple-choice format.

When you’re finished writing your questions, select “Create.”

How to enable attendee registration for zoom meetings

Finally, select “Save All” in the bottom-right corner of the window.

Now, anyone who receives the link invitation to this Zoom meeting will be required to complete the registration form.

RELATED: How to Record a Zoom Meeting

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Video Webinar

Overview

The Zoom with PayPal integration allows you to charge a registration fee for your webinar through PayPal. Upon registering for your webinar, attendees will be taken to PayPal to complete payment. Once completing the payment, they will receive the webinar’s join information.

On-demand webinars can also require a registration fee. If someone registers before the webinar starts, they will have access to both the live webinar and the recording. If someone registers after the webinar starts, they will only be able to see the recording and will not be charged a registration fee.

If you enable this feature, Restrict number of registrants will be automatically enabled. The number of registrants can’t be higher than the capacity allowed by the host’s webinar license (for example, if the host has a Webinar 500 license, and the PayPal integration is enabled, the maximum amount of registrants allowed will be 500). However, the number of registrants can be restricted to a number lower than the maximum capacity.

Note: If registrants are using Paypal for the first time or paid with a new payment method, they may have a temporary $1 charge from Paypal.

This article covers:

Prerequisites

  • PayPal business or personal account
  • Zoom Webinar add-on
  • Webinar Scheduled with Registration

Note: This feature is currently being rolled out to all accounts with webinar licenses. If you do not have the option shown in the instructions below, contact Zoom Support.

Enabling the feature for your account

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then Webinar Settings.
  3. In the Registration Settings section, click Edit next to Allow option to charge registration fee.
  4. Check Allow option to charge registration fee.
    How to enable attendee registration for zoom meetings
  5. Click Connect to PayPal.
    How to enable attendee registration for zoom meetings
    A new window will open to login to your PayPal account.
  6. Enter your email address and select your country from the drop down menu.How to enable attendee registration for zoom meetings
  7. Click Next.
  8. Sign in to your PayPal account.
  9. Select whether this is a personal or business account.
  10. Review the terms of the PayPal and Zoom connection and click Agree and Connect.
    How to enable attendee registration for zoom meetings
  11. Click Return to Zoom Video Communications.
    How to enable attendee registration for zoom meetings
  12. In the Zoom web portal, click Save.

Turning on registration fees for your webinar

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Webinars.
  3. Click on the topic of the webinar where you would like to charge registration fees.
  4. On the Invitations tab, click Edit in the Registration Settings section.
  5. Check Charge registration fee through PayPal.
    How to enable attendee registration for zoom meetings
  6. Enter the amount that you would like to charge per registration, as well as the currency in which you wish to charge the fee.
  7. Click Save All.

Registering for a Webinar with Fee-based Registration

  1. On the registration page, the required fee will be listed below the registration fields. Complete the registration form and click Pay and Register.
    How to enable attendee registration for zoom meetings
  2. Click Continue to PayPal.
    How to enable attendee registration for zoom meetings
  3. Log in to your PayPal account or enter your credit card information to pay.
    How to enable attendee registration for zoom meetings
  4. After completing payment on PayPal, you will be redirected to Zoom. While the payment is processing, the window will stay Waiting for a Response from PayPal.
    You can close this window or leave it open until the payment is complete. You will receive an email after the payment is complete and you are registered for the webinar.

Viewing Registration Details in PayPal

You can view details about registration in PayPal.

  1. Sign in to your PayPal account.
  2. Under Completed, locate the name of the registrant that you would like to view full details for. Click on their transaction.How to enable attendee registration for zoom meetingsFull details about the transaction will now be displayed.How to enable attendee registration for zoom meetings

Cancelling registration as an attendee

If you cancel your registration for a fee-based webinar through Zoom before the start time of the webinar, you will be automatically refund the registration fee in 3-5 business days.How to enable attendee registration for zoom meetings

Refunding registration fees as the host

If an attendee cancels their registration before the start time of the webinar, Zoom and PayPal will automatically issue a refund for the attendee’s registration fee. However, if the host cancels the webinar, they will need to manually issue funds for all registrants. Learn how to issue a refund in PayPal.

What is the meeting voting feature

It is a function that can start voting during the meeting and collect answers from participants.

You can create multiple choice questions in advance for this vote.

You can also download poll reports after the meeting.

To use the voting function

  • The host user type must be Pro (Pro) or higher.
  • PC version 3.5.63382.0829 or higher, Mac version 3.5.63439.0829 or higher, Linux version 2.0.70790.1031 or higher
  • The voting feature is only available at scheduled meetings.
    Instant meetings do not have a voting feature.

Note: Only the original meeting host can use the voting feature. If host privileges are delegated to another user, that user can not use the voting feature.

Activate the Voting Function

■ Enable for all members in the organization

To enable the poll feature for all members in your organization, enable the poll feature in your account settings.

  1. An account owner or administrator with Edit Account Settings permission signs in to the Zoom web portal and clicks Account Settings .
  2. Go to the Polling option on the Meetings tab and make sure the settings are enabled.
    If the setting is invalid, click the status toggle to enable it. When the confirmation dialog appears, select Turn on to confirm your changes. (Optional) If you want this setting to be mandatory for all users in your account, click the lock icon and click Lock to check the setting.

Enable the voting function of members of a specific group

To enable the voting feature for all members of a particular group, enable the voting feature in group management.

  1. An administrator with edit permissions for the user group signs in to the Zoom web portal and clicks Group Management.
  2. Click the name of the group and click the Settings tab.
  3. Go to the Voting option under “Meetings (Basic)” on the Meetings tab and make sure the settings are enabled.
    If the setting is invalid, click the status toggle to enable it. When the confirmation dialog appears, select Turn on to confirm your changes.
    Note: If the option is grayed out, it is locked at the account level and needs to be changed at that level.
  1. (Optional) If you want this setting to be mandatory for all users in this group, click the lock icon and click Lock to confirm the setting.

■ Enable the voting feature for your own use

To enable Polling for your own use, enable polling in the meeting settings.

  1. Signed the Zoom web portal, [ setting of My Meetings , click the] case of the account administrator), or the Meeting Settings (in the case of account members).
  2. Go to the Polling option on the Meetings tab and make sure the settings are enabled.
    If the setting is invalid, click the status toggle to enable it. When the confirmation dialog appears, select Turn on to confirm your changes.
  1. Note: If the option is grayed out and can not be changed, you will need to contact your Zoom administrator as it is locked at the group or account level.

Create a poll

  1. Go to the ” My Meetings ” page and click on a scheduled meeting.
    If there is no scheduled meeting, schedule the meeting.
  2. From the meeting manager, scroll to the bottom and click Add next to the Voting options to begin creating your poll.
  1. Enter the title and the first question.
    For questions, check Single Select or Multiple Select.
  2. Enter the answer for the question and click Save below.
  3. If you want to add a new question, click Add Question to create a new question for the poll.
  1. You can add the More Options poll by repeating step 2.Note: You can add up to 25 votes for one meeting.

Start voting

  1. Launch a scheduled Zoom meeting with polling enabled.
  2. Select the Voting option in the menu bar.
  1. Select the vote to start.
  2. Click Launch Poll.
  1. Here, the participants in the meeting are asked to answer the voting questions.
    Participants will see a voting window similar to the one below.
  1. The participant selects an answer and submits it.
  2. The host can check the voting results on the fly.
  1. If you want the host to stop voting, you can end voting by clicking End Poll.
  2. If you want to share the poll results with the participants in the meeting, click Share Results.
    Click Resume Polling to resume voting. Participants can view the results of voting questions.
  1. Click Stop Sharing Results if you want to end sharing the poll results.

Download Poll Results Report

You can download the poll results report after the meeting.

  1. [ Report Go to].
  2. Select “Meeting”.
    If you held a webinar, select [Webinar].
  1. Select Voting Report.
  1. Adjust the date width to include the meeting date.
  2. Click Search.
  3. Select the relevant webinar (or meeting) and click Create CSV Report.
  4. The report is downloaded.You can get voting results in the following format:

To identify the voters of the poll results

Meeting preregistration is turned on.
The participant’s name and email address will be displayed.

If preregistration is not enabled, the results are displayed but the users are displayed as “guests”.

Related article
How to enable co-hosts and make participants co-host
Webinar Voting
[Administrator] Meeting report
Raise your hand at the webinar
How Interpreters and Participants Use Language Interpretation Features at Meetings and Webins

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This article covers how faculty can take attendance in a Zoom meeting.

Please note that the attendance report is available 30 minutes after a meeting is ended.

1. Log in to Zoom on the web.

2. Click Reports and then choose Usage.

3. Check that the date range at the top includes the session for which you want to take attendance. Then click on the Participants link for the session.

  1. Check that the date range includes the date of the session for which you want to take attendance. If not, adjust the date range and click Search.
  2. Then click the Participants link for the session.

4. Review the report. Check the Export with meeting data checkbox.

You can choose to export the report without the meeting data, but it’s recommended that you include it to avoid confusion if you download multiple reports.

  1. Notice that the same student joined the meeting twice. This happens when a student leaves the meeting and re-joins it. You won’t be able to tell if they left the meeting because of technical difficulties, but you can see how long they were in the meeting under Duration.
  2. Click Export with meeting data.

4.1. Click Show Unique users to see a collapsed list of each unique attendee and their total duration.

The Total Duration includes the total amount of time the student spent in the meeting even if they left/rejoined several times.

6. An Excel file will download to your computer. Open the Excel file.

You can click File > Save As to save this report with a new name and in Excel (.xlsx) format.

Non-registered and non-authenticated users pose a security risk. If you’re not sure whether a public Zoom event is the way to go, share the meeting link only with your close friends, co-workers, and clients. You can even password-protect it for another layer of security, and give out the password via other avenues than you do the invite link.

Registration

Registering for a meeting or webinar will intake a person’s name and email address. Other fields can also be requested or required, such as title, company, phone number, etc. Once registered, the host can automatically approve all registrants or manually approve each attendee. Once approved, the registrant will be sent a meeting link that is unique to this registrant. With no other safeguard in place, people outside of Mason can join the conference if they are registered.

Authentication

Authentication required for a meeting or webinar requires either

  1. a user has a Zoom account with confirmed email address at minimum, or
  2. a Zoom account tied to a confirmed Mason email address.

Guests to the university will not be able to join a meeting if you choose to require authentication with a Mason email address. To enable this option, you will need to select it in the meeting option when scheduling or editing a meeting.

How to enable attendee registration for zoom meetings

Consequences

Choosing to not use registration may leave your reporting lacking important information you would have otherwise wanted to have had captured. For example, you can better capture email addresses or individual attendee’s personal information. If you want to download a list of people that registered, see Generating Meeting Reports for Registration and Polling.

Note: Participants joining meetings with registration must use the Zoom desktop client or mobile app. They will not be able to join using the web client.

Choosing to not use authentication on your conference will allow anyone to join. Additionally, if you choose the more restrictive option (Zoom account must be a Mason email), people outside of Mason will be unable to join, but you can be assured that the people joining are authenticated with Zoom or Mason.

Note: If a participant does not have a Zoom account and this setting is enabled, they will not be able to join the meeting or webinar. In the more restrictive option (Zoom + Mason email), if a participant does not have a Zoom account tied to a Mason email, they will not be able to join the meeting or webinar.

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FAQ: How to retrieve the attendance list for a Zoom meeting?

As Zoom can support up to 300 users in a single session, the hosts may want to know who have joined the session and how long they stayed in the session and what time they leave the session. To this end, Zoom offers usage reports 30 minutes after a session is concluded.

To retrieve attendance list

  1. Visit https://eduhk.zoom.us and sign in with your EdUHK network account.
  2. On the Zoom portal, click Reports on the left panel and click Usage.
    How to enable attendee registration for zoom meetings
  3. Choose the time range and click Search and it will bring up a list of past meetings.
  4. From the meeting you look for, click on the number of participants.
    How to enable attendee registration for zoom meetings
  5. A pop-up screen with the list and details of participants will be shown. If you need to have a unique name list, tick the option “Show unique users
    How to enable attendee registration for zoom meetings
  6. You can generate an CVS file of the list by clicking the Export button.

Allow only authenticated users to join

Since participants can enter the name they wish to use, it might be difficult for the host to authenticate the participants’ identity. Hosts could choose to schedule a meeting with the “Only authenticated users can join” option on and all participants will need to log in Zoom with their EdUHK network account and password. Participants’ full name and email address will then be displayed in the list of meeting participants.

How to enable attendee registration for zoom meetings

Note: Zoom Reports can be retrieved for the last 12 months, with a search range of up to one month at a time. If a meeting is not started in 30 days and is batch deleted by Zoom, the reports for the meeting are also deleted. For details, please visit “Getting started with reports”.