How do I work with registrations? | Webex

Webex allows you to determine for one event or a program of events whether the participants have to register beforehand. The benefits of a registration are that you as host can determine who can access the event, and that you are able to see who attended your event afterwards. You can also send the participants automatic reminders beforehand. 

If you work with a series of events (Program), participants can register for one or multiple events at once. You set up the registration in the Program. For events that are part of a Program you cannot set up deviating or special registrations. The registration form will be the same for all events.

If you do not work with a Program, but are planning a single event, then you can set up the registration for the session itself. Participants will then register for this specific event.

Set up registration for a Program

Go to Events on the Webex site, and create a new Program or edit an existing one.

Go to the Registration section.

  1. Select Yes for Registration ID required.
  2. If preferred you can add a password that participants have to enter before they can access the registration form. This is an additional safety measure to prevent other people than your group of students from registering. You must, of course, make the password known to your students.
  3. Uncheck Invite Friends. This way participants cannot send the link to the registration form to their friends after they are done registering.
  4. If preferred, add the address to a website the participants will be led to after registering. This could be the page of your Brightspace course, where they can find materials in preparation of the webinars.
  5. Click here for the Registration Form to customize the registration form in a new window.

To register the participants must fill in some data. You can change the registration form according to your own preferences.

  1. The miminal requirements are a name and email.
  2. Webex requests company and address details by default.
  3. You can uncheck them all at once with Uncheck All.
  4. If you wish, you can add your own questions to the registration. These can be open-ended questions, multiple choice or single choice questions. It can also be a drop-down list of choices.
  5. Click Save to save the changes.

Click Close to close the window.

Add any other changes or additions to the Program and click Create a Program / Update Program to save the Program.

Set up registration for an Event

Go to Events on the Webex site, and create a new Event or edit an existing one.

  1. For Registration, select Required.
  2. Make sure the session is not part of a Program.

Go to the Attendees & Registration section.

  1. With Attendees, you can manually add participants. For large groups it is not advised to add participants manually.
  2. Uncheck Invite Friends. This way participants cannot send the link to the registration form to their friends after they are done registering.
  3. You can put a limit on the number of registrations.
  4. If preferred, add the address to a website the participants will be led to after registering. This could be the page of your Brightspace course, where they can find materials in preparation of the webinars.
  5. Approval required allows you to approve of the applications before one can participate. Select No to approve all registrations automatically. Approval rules allows you to set certain rules, for example that all email addresses with @ru.nl will be approved automatically. Other registrations will be moved to a waiting list.
  6. If preferred you can add a password that participants have to enter before they can access the registration form. This is an additional safety measure to prevent other people than your group of students from registering. You must, of course, make the password known to your students.
  7. With Registration ID you can add an addtional security measure. Each participant will receive their own unique code to open the session.
  8. Click here for the Registration Form to customize the registration form in a new window.

To register the participants must fill in some data. You can change the registration form according to your own preferences.

  1. The minimal requirements are a name and email.
  2. Webex requests company and address details by default.
  3. You can uncheck them all at once with Uncheck All.
  4. If you wish, you can add your own questions to the registration. These can be open-ended questions, multiple choice or single choice questions. It can also be a drop-down list of choices.
  5. Click Save to save the changes.

Click Close to close the window.

The section Email Messages lets you set up which notifications a registered participant receives.

  1. Choose the format you want to use for the emails: flat text or HTML.
  2. Add a calendar file in the email as attachment, so participants can add the event to their schedule.
  3. Select when you want to send an email for registration and manual approval or rejection: Pending, Approved or Rejected. 
  4. Choose if and when you want to send Reminders.
  5. Choose of and when you want to send a Follow-up email after the event is finished. This can either be to the people who were present or the people who did register but did not attend.

Make any other changes or additions in the event and click Schedule This Event / Update Event to save the event.

View registrations

To see who has registered for an event, go to the planned event below Site Events. Click on the name of the event.

  • Click Manage Registrations.

You will now see an overview of all registrations, divided into Pending, Approved and Rejected. You can approve or deny participants here.

  1. Select one or multiple participants.
  2. Change the status of the participant.