This article covers registration options for webinars, scheduling a webinar, and inviting attendees and panelists.
- Host can either automatically approve all registrants or manually approve them.
- Automatically Approve - All registrants to the webinar will automatically receive a confirmation email with details on how to join the webinar.
- Manually Approve - The host of the webinar must manually approve or decline a registrant. If a registrant is approved, they will receive an email with details on how to join the webinar.
- Host can add customize registration questions.
- Host can pull Webinar reports on the registration.
- Host can turn off registration for the webinar. Note: When registration is turned off, attendees will still be required to enter their name and email address.
- How to schedule a Webinar that requires registration
- How to schedule a Webinar without registration
Things to remember:
- A non-recurring webinar ID will expire 30 days after the meeting is scheduled for, but the webinar cannot be started after the scheduled date/time. If you edit the webinar in the Previous Webinars tab and reschedule for a later day, it can be started again and will remain on your list of previous webinars for another 30 days past the new scheduled date. You can restart the same webinar ID as many times as you would like before the scheduled date.
- A recurring webinar ID will expire 365 days after the webinar is started on the last occurrence. You can re-use the webinar ID for future occurrences.
- Scheduled webinars can be started at any time before the scheduled time. The links will not expire or become invalid unless it is past the scheduled date for a non-recurring webinar or has not been used for over 365 days for a recurring webinar.
Attendees vs. Panelists
Panelists are full participants in the webinar:
- Panelists can view and send video, screen share, annotate, etc.
- Panelists do not count towards the maximum number of attendees for the webinar, but rather are limited by the maximum meeting capacity.
- Panelists will receive an email invitation separate from the attendees of the webinar, which includes their unique join URL and other joining information.
Attendees are view-only participants in the webinar:
- Attendees can be unmuted by the host.
- Attendees view of the webinar is controlled by the host.
- The maximum number of attendees is determined by your webinar license.
- Attendees can interact with the host and the panelists through the Q&A and in-webinar chat.
Inviting Attendees & Panelists
If the webinar does not require registration, the host can copy the join link and share it with attendees.
If the webinar requires registration, the host will need to share the registration link and have the attendees complete the registration form. Once registered, they will receive an email notification with a unique join link. If an attendee tries to join with a generic join link or the Webinar ID, they will be routed to the registration page to complete registration.
There are three different ways to invite attendees to register:
- Copy the registration URL and share through email, post on a website, etc.
- Select Copy the invitation to view and copy the invitation created by Zoom, then send it out to attendees.
- Select Email me the invitation to receive a copy of the Zoom invitation that can then be forwarded to potential attendees.
Starting a webinar
There are a few ways to start a webinar.
- Sign into Zoom and click Webinars. Find the webinar, and click Start.
- In the Zoom desktop client, click on the Meetings tab. Find the webinar, and click Start.
- If you have added this to your calendar, click on the link displayed on your calendar reminder.