Webinar registration and attendees

A webinar takes registrations once it is published. Share its registration page's address: Copy is beside it in the Registration page band of the webinar's page.

The registration page

The registration page shows the webinar's cover picture, title, time and length, its description under About, and its hosts, co-hosts and speakers under Speakers, with their job titles and bios. The time is given in the webinar's time zone, with a line in the visitor's own time when that differs.

Under Registration is the form: Name, Email, your registration questions, and Register. When Personal or the team has a Newsletter, the form also has a box with Email me and the Newsletter's name. It is never ticked for the visitor.

People need no Magpie account to register. What they see and are emailed is in Register for a webinar.

Who can register

Choose Who can register in the Registration band:

• Anyone: each person who registers will be registered and emailed their join link.
• Anyone with your approval: each registration will wait for you to approve it, and the person will be emailed that the host will confirm it.
• Nobody: registration closed: the registration page will say registration is closed and show no form.

People waiting for approval have Approve and Decline on their row of the attendee list and on their own page. Approve will register them and email them their join link with a calendar invitation. Decline asks first, then will email them that their registration was not accepted, without a reason. A declined person who registers again will not be registered or emailed.

With approval on, there is no waiting list: everyone waits for approval, and Approve is refused once the webinar is full.

Capacity and the waiting list

Capacity is the most people who can be registered. Leave it empty for No limit.

How many attendees one webinar can have also depends on the plan of Personal or the team:

A team that still runs on its owner's Pro plan has Pro's limit. When the plan's limit is lower than the capacity, or there is no capacity, the plan's limit is the capacity, and the Capacity row names it.

When a webinar that Anyone can register for is full, its registration page says so and offers Join the waiting list in place of Register. People who join it will be emailed that they are on the waiting list. When a place opens, because you remove an attendee or raise the capacity, the person who joined the waiting list first will be registered at once and emailed their join link. Lowering the capacity will not remove anyone.

Registration questions

The Registration questions band adds up to 5 questions, asked after the name and email address.

1. Select Add question.
2. Enter the Question.
3. Choose the Answer: Short answer, or Choice from a list with 2 to 8 Options, one per line.
4. Select Add question.

Each question has a Required switch, and an optional choice question also offers No answer. Change a question's words, kind or options where they are shown, and its place by dragging it or with Move up and Move down. Answers are shown on each attendee's page, in the attendee list and in the CSV file. Remove question will stop a question being asked, and the answers already given to it will no longer be shown on attendees' pages or in the CSV file.

Add attendees yourself

Add attendee, in the attendee list's page bar, asks for a Name and an Email. The person will be registered at once, without approval and even when the webinar is full, up to the plan's limit. Email them the confirmation with their join link is ticked; untick it to add them without that email. They will still get the reminders.

Import attendees adds a list:

1. Choose a File (CSV, TSV or text, up to 5 MB), or paste names and email addresses, one person a line, such as Dana Lee <dana@example.com>. A file's header row can name its email and name columns.
2. Leave Email them the confirmation with their join link ticked, or untick it.
3. Select Import attendees.

One import adds up to 1,000 people, each registered at once. A list that would take the webinar past the plan's limit will add nobody, and the message will say how many more fit.

After an import, a message will say how many were added. The lines left out will be listed above the attendee list, each with its line number and why, until you select Dismiss or import again. A line is left out when it has no email address or not a valid one, when its address is listed twice, when the person is already registered, waiting for approval or on the waiting list, or when they were declined earlier. Someone declined earlier will be registered only when you add them with Add attendee. Someone you removed will be registered again, with a new link.

Add attendee and Import attendees are offered while the webinar is published and not cancelled.

The attendee list

The Attendees row in the Registration band opens the list, for members with edit access and team admins. Its tabs are All, Registered, Waiting for approval, On the waiting list, Declined and Removed, each with a count, and the search finds a name or an email address. Each row shows the person's state, when they registered (in the webinar's time zone) and how: Registration page, Added by a host or Imported.

Export CSV will download every attendee, one row each: their name, email address, state, when and how they registered, the source, medium and campaign they came from, whether they joined the Newsletter, and their answer to each registration question. Times are in the webinar's time zone.

While registrations arrive, each host and co-host will be emailed at most once every 24 hours with the number of new registrations since the last email, and how many people are now registered, waiting for approval and on the waiting list.

An attendee's page

A name on the attendee list opens the person's page. Their name can be changed where it is shown; their email address cannot. The page shows:

• Contact: their contact in Contacts. Registering, or being added, will find the contact in Personal or the team with their email address, or add one, and the contact's history will show the registration. When Contacts is at its plan's limit, no contact will be added and the registration will go ahead.
• Newsletter: Yes when they ticked the box and are on the Newsletter. It is shown when Personal or the team has a Newsletter.
• Time zone: the zone their browser was in when they registered.
• Came from: where they came from, when the registration page recorded it (see below).
• Answers to the registration questions.
• Emails: each email sent to them or waiting to be sent, with when, and whether it was Sent, Waiting, Sending, Failed or Skipped. A failed email says what to do next. Not certain it was sent means sending stopped part-way. Magpie will not send that email again: use Resend join link or Resend confirmation if they did not get it.

Beside their name:

• Approve and Decline, while they wait for approval.
• Resend join link will email a registered attendee their confirmation again, with the same join link. Resend confirmation, shown while they wait for approval or are on the waiting list, will email that confirmation again. Each can be used once every 10 minutes, while the webinar is published and not cancelled.
• Remove attendee, in More. Their join link will stop working, emails not yet sent to them will not be sent, and their place will go to the waiting list. They stay on the list under Removed, and if they register again they will get a new link.

Where attendees came from

To see where registrations come from, add utm_source, utm_medium or utm_campaign to the registration page's address where you share it, such as ?utm_source=newsletter at the end. When someone registers after opening the page from such an address, their page shows the tags under Came from, and the CSV file has them in its Source, Medium and Campaign columns.

If something else goes wrong, Contact support.