Using The Registration Feature
The “Registration” tool in Zoom lets you keep a running list of who’s planning to attend your upcoming meetings and in what numbers, as well as offering control over who’s allowed to see and use your meeting links.
To make use of this feature, check the box marked “Require Registration” when scheduling the meeting.
With this feature enabled, the link you send to your guests is not the actual Meeting link, but a link to a Registration page, where guests will be prompted to enter their name and contact information. Only after that information is provided will they receive the Meeting link.
Here’s an example Registration page as your guests might see it:
By default, a name and e-mail address is all the information collected, but if you want or need more details, you can choose from a list of options. To modify the Registration form your guests will see, log into the portal at vcu.zoom.us and go to “Meetings.” Click on the name of the Meeting you want to edit and scroll to the bottom of the event page to find the “Registration” tab.
Next to the field marked “Registration Options” is an “Edit” link. Click on this to get to your custom controls.
On the “Questions” tab, you can add more questions for your registrants to answer beyond just “name” and “e-mail,” and you can decide which responses are mandatory before the form can be submitted.
The “Custom Questions” tab lets you create your own multiple choice or short-answer questions beyond what was available on the pre-assembled list.
By default, registration will be set to “Automatically approved,” meaning all a person has to do is apply, and they’ll be automatically added to your registrants list and presented with the Meeting URL. They’ll also receive a follow-up e-mail with he information needed to join the Meeting.
If you want more control over the approval process, return to the first “Registration” tab and change approval to “Manual.” With this setting enabled, you’ll need to revisit the Registration tab from time to time to see how many people have registered vs. how many are approved. If you click on the “view” link, you can see their names and decide which to approve.
You also have the option to be notified by e-mail every time someone registers. Depending on how big an event you’re expecting, this may or may not be an attractive option.
If you like, you can use the “Branding” tab to upload a banner to display on your Registration page, representing your department or your specific event.
Be sure to use the “description” field to provide an explanation of your event that encourages participation. If you forgot to enter a description when you scheduled the meeting, use the “Edit Meeting” button to update it.
To generate a .csv file of your complete registrants list, one that can be opened in Excel or another spreadsheet program, go to your account page and find the tab for “Reports.” Choose “Meeting” and select “Registration.” Select a date range that will include your event and perform a search. When you find the Meeting you want, generate and download your report.
“Registration” is a great way to help you organize and plan for your Zoom meetings, as well as a way to exercise greater control over who sees your meeting links. Consider using it for your next event.