Webinar Registration Form: Fields, Template, 5 Reminders

Name and email, and then a field only when you can name what you will do differently because of the answer. Email is the follow-up chain and a name makes the later emails read as messages, so those two stay. A phone number earns its place when a WhatsApp reminder or a call will use it, and nothing else earns a place by default.

The best fields are the ones the visitor never sees. Where the person came from (the UTM tags on the link, the referring site, the landing page) should be captured as hidden inputs, not asked; 'how did you hear about us' is a question the URL already answered. In Webinly's registration form the five UTM parameters, the referrer and the landing page are recorded as hidden inputs, behind an off-screen honeypot, a CAPTCHA, rate limiting and disposable-address rejection.

Two exceptions push the form longer on purpose: a paid webinar, where the submit button becomes a checkout, and a heavily qualified session, where the drop-off is the point. For a free webinar aimed at cold traffic, neither applies.

Each row is a field people are tempted to add, the honest answer, and what the answer feeds. The third column is the test: a field that feeds nothing only ever cost you registrations.

Here is the whole form, written out. Replace the bracketed parts and keep the shape: a headline that names the outcome, one line on who it is for, the time with the city named, two fields, and a button that says what the click gets. Write the button in the first person and put the slot in it: 'Save my seat for Thursday 11 AM' beats 'Submit', and restating the slot gives someone who cannot make it one more chance to notice.

The form is one of seven moments, and the other six decide whether a name on the list becomes a person in the room. Here is the chain Webinly runs for every registration, on every plan.

The registration page is a page of its own, at a link like app.webinly.com/w/your-webinar, or on a domain you own on Pro and Scale. On it the form shows inline or opens as a popup from a button, field-for-field identical either way; the page builder page covers the blocks around it.

To register people from your own website, two routes. Build the form in Webinly Forms, which embeds inline or opens from a button or link in its own pop-up window, with an ending that registers the person for the webinar with the email they just typed. Or, on Pro and Scale, or Starter with the $9 a month API add-on, create the registration through the API from a form you already have. For your own list, a signed one-click link creates the registration on click.

Reminders go by email, and by WhatsApp once you connect a WhatsApp Business number: anyone who registered with a phone number and has not opened the room gets one WhatsApp message with their watch link 7 minutes after the start. There is no SMS. Arabic is not an add-on either: registration pages, forms, booking pages and the webinar emails run right to left, and the reminder subject and body are editable per webinar in Arabic or English.

The form is a step in the webinar wizard, not a separate product, so the schedule, the emails and the replay are set up with it and cannot drift apart. Six steps.

Only when something will use it within the hour. On a free webinar for cold traffic, a phone field reads as the price of admission being a sales call, and the visitor prices that in before they type. A number nobody calls is pure cost.

Two uses justify it: the WhatsApp watch link to people who miss the start, and a call from the contact record to the people who reached the pitch, which is what the Call button on a contact is for. Ask with the country code, so one number is always written one way and the WhatsApp step is never skipped for a missing code.

Registrations are unlimited on every Webinly plan. Starter is $39 a month and runs one automated or evergreen webinar at a time, with 300 evergreen viewers a month; it cannot broadcast live. Pro is $159 and adds live broadcasting with 12,000 attendee-minutes a month, rooms of 300, unlimited webinars, 2 co-hosts, no Webinly badge and your own domain. Scale is $349 for rooms of 1,000 and multi-day events. The price is per account, not per seat, and co-hosts are included; the pricing page shows every limit as checked against the product on 24 October 2026.

Two numbers sit around the form. On a first plan you pay $1 today and the plan price 7 days later, with one webinar and up to 50 registrations in between. And on a live webinar, room size is separate from registrations: extra people still get in at $0.50 each as a flex seat, billed after the broadcast, unless you lock the room to your plan size. To charge for registration itself, set a price on the webinar and people pay on Stripe or Tap as they register; the paid webinars page covers that flow.