Share Webinars, Manage Registration and Send Emails - GoToWebinar

Find an Answer

Search GoToWebinar articles, videos and user guides   Your search term must have 2 or more characters.

Browse Articles

Share Webinars, Manage Registration and Send Emails

Once you've scheduled and set up your webinars, you can invite attendees, manage registration and prepare emails and materials.

Invite your attendees

Log in at https://global.gotowebinar.com.

2. Select My Webinars in the left navigation. Click the title of the webinar.

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

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

  • Email Me the Invitation: Email the webinar registration info to yourself. Then send the invite to attendees.
  • Copy Webinar Information: Copy and paste the webinar 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 Webinar ID

Log in at https://global.gotowebinar.com.

2. Select My Webinars in the left navigation. Click the title of the webinar.

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

Track registration sources

Log in at https://global.gotowebinar.com.

2. Select My Webinars in the left navigation. Click the title of the webinar.

3. On the Manage Webinar page, scroll to the Share Your Webinar section and copy the Registration URL.

4. Add the source to the end of Registration URL (e.g. https://attendee.gotowebinar.com/register/1751482784943615232?source=email). You can add sources to the Registration URL such as "?source=google", "?source=facebook" ,"?source=linkedin", etc. The source used cannot exceed more than 128 characters.

5. To view which sources registrants used to find your webinar, click Generate Reports in the left navigation and select Registration Report.

6. Select Generate Excel Report for the webinar you would like to track sources for. The Registration Report will display which source the registrant used.

Registration settings

Log in at https://global.gotowebinar.com.

2. Select My Webinars in the left navigation. Click the title of the webinar.

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

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

Set Registrant Limit

You can set a registrant limit so that no one can register for your webinar once the maximum amount of registrants has been reached. The registrant limit can be up to ten times your attendee limit (i.e., if your attendee limit is 100, then you could set your registrant limit up to 1,000).

1. Enter a number within your registrant limit into the box under Webinar Size.

2. Click Save. Once that many people have registered for your webinar, no one else will be able to register.

 

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
  • Industry
  • Organization
  • Job Title
  • Purchasing Time Frame
  • Role in Purchase Process
  • No. of Employees
  • 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 Webinar 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.

Note: You can create up to 20 custom 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 webinar once they register.
  • Manual Approval: You must approve registrants before they receive information on how to join the webinar.

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 Webinar page where you can click Manage or the registrant number link in the Manage Registration section to approve or deny registrants.

4. Click Save.

Direct registrants to a confirmation page

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

2. Click Edit next to Registration Settings.

3.Select 1 of the following options:

  • Direct registrants to the GoToWebinar confirmation page: Registrants will see a standard GoToWebinar confirmation page.
  • Direct registrants to your own confirmation page: Enter the website you would like registrants to be directed to post-registration.

4. Click Save to save your changes.

Create a webinar password

1. On the Manage Webinar page, click Edit next to Registration Settings.

2. Select the "Create a webinar password" check box to require your attendees to enter a password before joining a webinar.

3. Enter your password. You must send the password to your registrants or they won't be able to enter the webinar. For security reasons, GoToWebinar doesn't send the password for you.

4. Click Save to save your changes.

Registration tracking

Log in at https://global.gotowebinar.com.

2. Select My Webinars in the left navigation. Click the title of the webinar.

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

5. Click View in the Tracking Registrants section:

Approve, deny or cancel registration

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

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

3. On the Registrants page, select one 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: Waiting Approval, Approved or Denied
    • Registered: Date that the person registered for the webinar
    • Email: Registrant's email address
    • Registration Answers: Submitted responses to custom registration questions
  • To export registration data to Excel, click Registration Report on the Registrants page.
  • To resend the confirmation email, click a registrant's name from the Registrant's page, and then click Resend Confirmation Email on the Registrant Details page.

Emails

Log in at https://global.gotowebinar.com.

2. Select My Webinars in the left navigation. Click the title of the webinar.

4. On the Manage Webinar page, scroll down to the Email section.

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

Send confirmation emails to registrants

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

2. Click Edit in the Confirmation Email to Registrants section.

3. On the Confirmation Emails page, you can choose if you want to send a confirmation email to registrants by selecting the "Send Confirmation Email to Registrants" check box.

4. If you have selected the "Send Confirmation Email to Registrants" check box, you can then edit the email subject and enter custom text

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

If you want to resend confirmation emails, return to the Manage Webinar page and click Manage next to Tracking Registrants.

Send reminder emails to registrants and panelists

1. On the Manage Webinar 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 and panelists by choosing one or more options:

  • 1 hour before the webinar start date and time
  • 1 day before the webinar start date and time
  • 1 week before the webinar 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. To preview how the email will look to attendees, select Preview.

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 Webinar page. To preview how the email will look to attendees, select Preview.

Send follow-up emails to attendees and absentees

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

2. Click Edit next to Follow-Up Email to Attendees. If you want to send follow-up emails to absentees (registrants who don't show up), click Edit next to Follow-Up Email to Absentees.

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

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

  • 1- 6 weeks after scheduled end date
  • 1-6 days after scheduled end date
  • 1-6 hours 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.

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

6. Click Select a Recording to attach a recording to your email. You can upload recordings on the My Recordings page.

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

Related

Customize Your Webinar

Engage Your Attendees with Polls and Surveys

Schedule Similar Webinars

Cancel a Webinar

Practice a Webinar

Start a Scheduled Webinar