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Manually approve subscribers

This article explains how to configure webinars so that you have to manually approve each subscriber for maximum webinar security.

Dewi avatar
Written by Dewi
Updated today

If your webinars require a high level of security, you might want to consider manually approving every single subscriber that signs up for them. This article outlines exactly how to configure this, allowing you to set it up without fear of missing something.

Step 1: Enable the ‘Send viewing link only per email’ setting

The first thing we want to do is enable the ‘Send viewing link only per email’ setting so that the confirmation page doesn’t show subscribers their viewing link or redirect them to the webinar immediately.

Follow these steps to enable sending the viewing link only per email:

  1. Find your webinar in your webinar overview and click its title

  2. Click ‘Edit webinar’

  3. Go to ‘Registration’

  4. Go to ‘Settings’

  5. Activate the switch next to ‘Send viewing link only per email’

An image of the 'Send viewing link only per email' switch

Step 2: Remove viewing link from confirmation email

The second step is to remove the viewing link from your webinar’s confirmation email. So long as this viewing link is sent with the email, subscribers will be able to access the webinar as soon as their registration is done.

Follow these steps to remove the viewing link from your email:

  1. Find your webinar in your webinar overview and click its title

  2. Click ‘Edit webinar’

  3. Go to ‘Emails’

  4. Click ‘Edit’ on the confirmation email

    An image of the confirmation email as seen in the webinar wizard email list

  5. Hover the mouse over the email preview and click ‘Edit email’

    An image of the email preview in the webinar wizard

  6. Click the block with the webinar title, broadcast time and view webinar button

  7. Click the garbage bin icon that appears below the selected block

An image showing the 'Delete' button for a block in the email editor

The change saves automatically and you’ve now removed the webinar viewing link from your confirmation email.

Step 3: As you collect registrations, manually remove undesired subscribers

You’ll want to manually keep an eye on the registrations your webinar receives in the webinar’s statistics, then remove the ones you don’t approve from the list.

Follow these steps to remove subscriptions from your webinar:

  1. Find your webinar in your webinar overview and click its title

  2. Click on 'Statistics'

  3. Go to the 'Registrations' tab

  4. Click ‘All subscribers’

  5. Find the subscriber you want to remove from the webinar

  6. Click on the button with three dots by that subscriber

  7. Click ‘Unsubscribe subscriber’

An image of the option menu for subscribers in the 'Statistics'

This removes the subscriber’s registration and is a very important step as we’re using WebinarGeek’s email system to send the viewing link to all the remaining subscribers once you’re happy with the list, as otherwise they would still receive the new email.

Step 4: Close registration once you’re happy with your subscriptions

As you near the broadcast date of your webinar, consider closing the registrations. This makes it easier to ensure that nobody signs up last-minute between removing the subscribers you don’t want and sending the viewing link to your approved subscribers.

Follow these steps to close registration for the webinar:

  1. Find your webinar in your webinar overview and click its title

  2. Click ‘Edit webinar’

  3. Go to ‘Registration’

  4. Disable the switch next to ‘Allow registrations via registration page’

An image of the 'Allow registrations via registration page' switch

This shuts down the ability to register for the webinar from the registration page.

Step 5: Use a reminder email to send the webinar viewing link to your remaining subscribers

Finally, we’ll want to make sure to deliver the webinar viewing link to the remaining subscribers that you’ve ‘approved’. We’ll do this by making a reminder email and immediately sending it.

Follow these steps to create and configure the reminder email with the webinar viewing link:

  1. Find your webinar in your webinar overview and click its title

  2. Click ‘Edit webinar’

  3. Go to ‘Emails’

  4. Click ‘New email’ in the top right

  5. Select ‘Reminder email’

  6. Choose ‘New template’ or use an existing one if you’ve made one before

  7. Modify the email to your liking but make sure the ‘View webinar’ button is in the email

  8. Once done, click ‘Create email’ in the top right

  9. Change any settings you’d like to change, such as the sender name or email address

  10. Scroll down to ‘Send email now’

  11. Check the box for the broadcast you want to send the email for

  12. Click ‘Send now’

Your approved subscribers will now receive the email with their webinar viewing link!

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