By default the same person can book more than one session of a webinar. These settings let you give each person one seat at a time, let them move it, and let them cancel it themselves.
Where to find it:
Schedule tab, the Repeat Registrations And Cancelling panel.
Repeat registrations:
- Allow repeat registrations: the same person can book more than one session (default).
- One registration at a time: each person holds one active seat. Signing up again shows them their existing booking in their own time zone and sends their confirmation again, instead of booking a second seat.
With One registration at a time, set They can register again this many days after their booked session, from 0 to 365, 3 by default.
The tracking a person first arrived with, such as their affiliate, campaign and source, stays with that booking. The rule applies everywhere people register: the form, the shortcode and embed, the API and direct entry.
Letting people switch sessions:
Tick Let them switch to a different session before theirs starts. When someone with a booking picks another time in the session picker, the form offers to switch their seat. They keep their join link and their tracking. The confirmation is sent again with the new time, the reminders follow the new time, and your autoresponder receives the updated session time fields.
Switching works before their booked session starts and only to an upcoming session, so it suits one-off and recurring webinars with a picker.
Adding a cancel link:
Tick Add a "Cannot make it? Cancel your registration" link to the confirmation and reminder emails. Or put {cancel_link} anywhere in an email yourself.
The link opens a page with a confirm button, so nobody is cancelled until they press it. An email security scanner opening the link never cancels anyone.
What a cancelled registrant gets:
- No more emails for that seat
- No follow ups, and no no show tag
- The Cancelled behaviour tag in your connected autoresponders
- Their join link shows that the seat was cancelled, with a way to register again
They can sign up again straight away, and a new sign-up brings its own tracking.
Setting it up step by step:
- Open the Schedule tab.
- Choose One registration at a time and set the days.
- Tick Let them switch to a different session before theirs starts.
- Tick the cancel link option.
- Click Save.
A real example:
Maya's Kitchen Garden Plan uses One registration at a time with 3 days, switching on, and the cancel link on. Olivia books Tuesday, then picks Thursday on the form. She is offered a switch, keeps her link, and her reminders move to Thursday.
Good to know:
- A cancelled registration still shows in the Leads Log and the People list.
- To call off a whole session yourself, use Delete in Upcoming Sessions. See Scheduling Your Sessions.
Which setting to use:
- An evergreen webinar people watch once: One registration at a time, 3 days or more.
- A weekly live class people come back to: Allow repeat registrations.
- A webinar with a session picker: also tick switching, so people move rather than book twice.
- Any webinar: the cancel link helps your show-up rate, because the people who stay are the ones coming.
What the visitor sees when they sign up again:
With One registration at a time, the form shows their existing booking in their own time zone. Their confirmation email is sent again, at most once every ten minutes, because a lost first email is the usual reason people sign up twice.
How switching looks to the visitor:
- They open the registration page and pick a different time.
- They enter their email.
- The form offers to switch their seat to the new time.
- They confirm, and land on the thank-you page with the new time.
How the cancel page works:
- The person clicks the cancel link in an email.
- A page asks them to confirm.
- They press the confirm button. Their seat is released and their emails stop.
- The page offers a link to register again.
Where cancelled seats show:
- In the People list on Analytics and in the Leads Log
- As the Cancelled tag in connected autoresponders with Tag by behaviour
- In Email Performance, emails held back for cancelled seats show as Not sent with the reason
What to do next:
- Scheduling Your Sessions
- Tags And Custom Fields Sent To Your Autoresponder
Common questions:
Does switching send a new confirmation?
Yes. The confirmation is sent again with the new time, and the reminders follow it.
Can I cancel someone's seat myself?
Delete a session in Upcoming Sessions and choose to cancel its registrations, or move everyone to another session instead.