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Share Trainings, Manage Registration and Send Emails

Once you've scheduled and set up your training, you can invite attendees, as well as set up and manage registration.

Invite your attendees

View the Registration URL and Training ID

Registration settings

Approve, deny or cancel registration

Registrant details

Emails

Invite your attendees

1. Log in to your GoToTraining account.

2. Select My Trainings in the left navigation. Click the title of the training.

3. On the Manage Training page, select Share on the top-left corner.

Or, scroll down to the Share Your Training section, and select a delivery option:

  • Email Registration URL: Email the training registration info to anyone you wish to invite.
  • Copy Training Information: Copy and paste the training registration information onto a web page, document or wherever you'd like. To select all the text shown, click Select All to highlight everything, and then copy and paste it by right-clicking the highlighted text and selecting Copy. Or, you can select the highlighted text and press Ctrl + C on your keyboard to copy and then Ctrl + V to paste it somewhere.

View the Registration URL and Training ID

1. Log in to your GoToTraining account.

2. Select My Trainings in the left navigation. Click the title of the training.

3. On the Manage Training page, scroll down to the Share Your Training section where the Registration URL and Training ID is shown. You can click the Registration URL to see the registration form that your attendees see.

Registration settings

1. Log in to your GoToTraining account.

2. Select My Trainings in the left navigation. Click the title of the training.

4. On the Manage Training page, scroll down to the Share Your Training section.

5. Click Edit in the Registration and Payment Settings section to manage registration.

  • Price (paid trainings)
  • Attendee Limit
  • Close Registration
  • Automatic or Manual Approval
  • Registration Notification
Limit number of attendees

1. On the Manage Registration page in the Registration tab, you can limit the number of attendees who can register for your training. The default number of attendees can be up to 25, but you can enter a lower number in the Attendee Limit field if you wish. No one will be able to register if the attendee limit has been reached.

2. Click Save.

Set when registration closes

1. On the Manage Registration page, go to the Close Registration section.

2. From the drop-down menu, select when you would like to close registration. No one will be able to register if registration has been closed.

3. Click Save.

Add additional registration fields

1. On the Manage Registration page, you can select additional required or optional registration fields for your attendees to fill out:

  • Address
  • City
  • State/Province
  • Zip/Postal Code
  • Country
  • Phone
  • Organization
  • Job Title
  • Questions and Comments

2. Unless you select the "Required" check box next to each additional registration field, the added fields will be optional by default.

3. Click Save. You can click the Registration URL on the Manage Training page to see what your registrants will see.

Create, edit, sort or delete custom registration questions

1. On the Manage Registration page, go to the Create Your Own Question section. You're prohibited from soliciting confidential personal information (credit card information, social security numbers, etc.) in your registration questions.

2. Click New Question to create a registration question.

3. Select the type of question:

  • Short Answer: Provides registrants with an open-ended answer.
  • Multiple Choice (One Answer): Gives registrants the choice of selecting one answer from multiple options available.

4. Enter your question in the Question field. If you choose the multiple choice question type, enter at least 2 answers in the Answers field. If you want to add more than 3 answer options, click Add another answer.

5. Click Create to save your question.

  • To edit your question, click the actual question on the Manage Registration page. After you've made changes, click Update.
  • To make your custom question required, select the "Required" check box next to the question on the Manage Registration page.
  • To delete your question, click the Remove icon next to the question on the Manage Registration page.
  • To change the order of the questions, drag and drop a question up or down the list of questions on the Manage Registration page.

6. Click Save.

Automatically or manually approve registrants

1. On the Manage Registration page, scroll down to the Approval section.

2. Select 1 of the approval options:

  • Automatic Approval: Registrants will immediately receive information on how to join the training once they register.
  • Manual Approval: You must approve registrants before they receive information on how to join the training.

3. If you'd like to receive an email every time someone registers, select the "Registration Notification" check box. If you don't select this option, you can return to the Manage Training page where you can click Manage or the registrant number link in the Tracking Registrants section to approve or deny registrants.

4. Click Save.

Approve, deny or cancel registration

1. On the Manage Training page, scroll down to Tracking Registrants section.

2. Click Manage or the number of registrants to approve or deny registrants.

3. On the Registrants page, select 1 or multiple registrants from the Pending Approval tab, and then click Approve or Deny.

Approved registrants will receive a confirmation email and will be moved to the Approved tab on the Registrants page. You can still cancel their registration after they've already been approved, and they will be moved to the Deny tab.

Denied registrants will be moved to the Deny tab, where you can still approve them if you change your mind.

  • To view a registrant's details, click the registrant's name on the Registrants page:
    • Status: Pending Approval, Pending Payment, Approved or Denied
    • Registered: Date that the person registered for the training
    • Email: Registrant's email address
  • To export registration data to Excel, click Registration Report on the Registrants page.

Registrant details

1. On the Manage Training page, click the Registrants number link.

2. On the Registrants page, click the registrant's name to see that registrant's details. Depending on which settings you have enabled for the training, you may see the registrant's payment info (for trainings that require payment), registration details and test answers.

Emails

1. Log in to your GoToTraining account.

2. Select My Trainings in the left navigation. Click the title of the training.

3. On the Manage Training page, scroll down to the Email section.

4. Click Edit next to the type of email you want to send.

Send confirmation emails to registrants

1. Confirmation emails are immediately sent upon registration if automatic approval is enabled. If manual approval is enabled, confirmation emails are sent upon approval.

To resend the confirmation email, go to the Manage Training page.

2. Click View next to Tracking Registrants. On the Registrants page, click a registrant's name.

3. On the Registrant Details page, click Resend Confirmation Email.

Send reminder emails to registrants

1. On the Manage Training page, scroll down to the Emails section.

2. Click Edit in the Reminder Emails section.

3. On the Reminder Emails page, schedule your reminder email to be sent out to registrants by choosing one or more options:

  • 1 hour before the start date and time
  • 1 day before the start date and time
  • 1 week before the start date and time

You can select Send me a copy of the Reminder Email if you'd like to receive a copy as well.

4. You can enter custom text in the provided field. You can customize reminder emails until they're sent to attendees.

5. Click Save. You can view your changes in the Emails section on the Manage Training page. To preview how the email will look to attendees, select Preview.

Send follow-up emails to attendees

1. On the Manage Trainings page, scroll down to the Emails section.

2. Click Edit in the Follow-Up Emails section.

3. On the Follow-Up Email page, select the "Send Follow-up Email to Attendees" check box. One follow-up email can be sent to attendees up to 7 days after the training's scheduled end date.

4. Then choose when you'd like to send the follow-up email:

  • 1 hour after scheduled end date
  • 1 day after scheduled end date
  • 2 days after scheduled end date
  • 3 days after scheduled end date
  • 4 days after scheduled end date
  • 5 days after scheduled end date
  • 6 days after scheduled end date
  • 7 days after scheduled end date

You can select Send me a copy of the Follow-Up Email if you'd like to receive a copy as well.

4. Enter the email subject and body text in the provided field to customize the email.

5. Click Save. You can view your changes in the Emails section on the Manage Training page.

 

Send registration cancellation emails to registrants

1. On the Manage Training page, select Cancel at the top of the page. To cancel specific sessions for custom recurring trainings, click the Cancel icon next to the Training ID in the Date and Time section.

2. When you're prompted to confirm the training cancellation, click Continue.

Instead of canceling the training altogether, you can click change the date and time to reschedule the training.

3. If you have registered attendees, you'll be prompted to cancel registrations. On the Cancel Registrations page, click Cancel Training.

4. Now you can customize the text in the confirmation email that's sent to registrants and issue refunds for paid trainings. On the Send Registration Cancellation Email page, you can add your own body text and click Send when you're ready.

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