How to Add Registrants to Your Webinar

You can manually add registrants to your live, hybrid, series, or automated (Watch Now) webinars. This feature allows you to invite attendees and streamline their registration process, including providing free access to paid webinars.

Key Points:

• Once added, registrants receive an email to confirm their registration and get the link to join the webinar.
• You can use this feature to provide free access to paid webinars.

 

Note: Adding registrants without permission may lead to account termination.

Table of Contents

• Steps to Add Registrants
• Adding Registrants to Automated Webinars
• Important Considerations

Industrial Use Case: Virtual Training Sessions

Many companies use WebinarNinja to host virtual training sessions for employees or clients. Manually adding registrants helps ensure that all necessary participants are included, even if they haven’t registered themselves. This is especially useful for time-sensitive or exclusive training sessions where attendance is critical.

Benefits:

• Direct Control Over Registrants: Add attendees easily to ensure critical participants don’t miss out, especially for exclusive or time-sensitive events.
• Seamless Confirmation Process: Once added, registrants receive all necessary details without having to register themselves, enhancing user experience.

Steps to Add Registrants

1. In My Webinars, find the webinar to which you want to add registrants.

2. Click Invite Registrants under the webinar title.

3. Confirm you have consent by checking the box that states you have permission to email the registrant.

4. A popup window appears with two options: Manually and Import.

Option 1: Manually Add a Registrant
 

The Manually tab is selected by default. Enter the following information:

• Email (required)

• Name (required)

• Company Name (required)

Click Invite Registrants to add the registrants.

The registrant will receive an email asking them to confirm their registration. After confirmation, they’ll receive a follow-up email with the link to join your webinar.

Option 2: Import a List of Registrants:
 

If you have multiple registrants, you can import them in bulk using an Excel sheet.

1. In the Add Registrant popup, click the Import tab.

2. Prepare an Excel file with registrant details.

   • Your file must include two columns: Name and Email.

   • You can download a ready-to-use template by clicking the Sample File link.

3. Click Upload to import your file.

Once uploaded, all registrants in the file will receive a confirmation email with the join link, similar to manually added registrants.

Adding Registrants to Automated Webinars

For automated webinars with both on-demand and scheduled options:

1. Click Show Sessions.

2. Choose the schedule for which the attendee should be registered.

3. Select Add Registrants.

4. Repeat steps 3-5 to complete adding registrants.

Note: Registrants for automated webinars will be added to the "Watch Now" option.

Important Considerations

• Free Access for Paid Webinars: You can use this feature to give selected registrants free access to your paid webinars. They’ll receive the same confirmation and join link as paid attendees.
• Email Consent: Always ensure you have the registrant’s consent to send emails. Failure to comply may lead to penalties, including account suspension.

Need more help?
Contact us via live chat at the bottom right or email us at support@proprofs.com.