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Webinar registration (Sparks for Teams)

Last updated: February 2026
This document describes webinar registration with optional approval — for use in Sparks and the Sparks app.

Overview​

For webinars, the host can require participants to register before the event. Optionally, approval can be manual: the host sees registrations and can approve or reject them. Only approved participants get meeting access (join link or token).

  • Registration required: Invitation link leads to the sign-up page (name, email, optional custom questions).
  • Approval: Automatic (immediate access) or manual (host approves/rejects).
  • Emails: Confirmation after sign-up; with manual approval, email with join link after approval; rejection email to the participant.
  • Close registration: Manually by the host or automatically X minutes before start (e.g. 1 hour).
  • Invited participants only: Optionally only email addresses from the calendar attendee list can register.
  • Join access: Before issuing a meeting token, the server checks that the participant is registered and (with manual approval) approved.

For participants​

  • Sign up: Open the webinar link (e.g. …/meeting/xyz or Account …/webinar/register/xyz). Enter name and email, answer optional questions, submit.
  • Approved immediately (auto): Message “You can join the meeting now”; same link leads to join.
  • Pending approval (manual): Message “You will be notified once you are approved.” Email with join link after host approval. Optional: check status with the same email address.
  • Registration closed: If the host closed registration or the deadline (e.g. 1 hour before start) passed, a message is shown; sign-up is no longer possible.

For hosts​

  • Setup: When creating/editing a webinar (meeting type “Webinar”), enable “Registration required”. Choose approval: Automatic or Manual. Optional: “Only invited participants can register”, “Close registration”, “Close registration before start” (30 min, 1 h, 2 h, 24 h), custom questions (text or single choice).
  • Management: In the calendar for the webinar, menu item “Registrations” (or in the Account web UI under /webinar/manage/:appointmentId). List with name, email, status (pending/approved/rejected), optional answers. Actions: Approve, Reject. Optional: “Close registration” / “Reopen registration”, export as CSV.
  • Emails: With SMTP configured, participants receive: confirmation after sign-up; with manual approval, email with join link after approval; on rejection, a short “not accepted” email.

Technical (brief)​

  • Server: Table webinar_registrations; table appointment_registration_config. Endpoints: GET/PUT …/config, POST …/register, GET …/status, etc. Token endpoint POST /api/get-token checks registration when require_registration is set.
  • App: MeetingLandingPage; NewMeetingDialog; WebinarRegistrationsDialog.
  • Account: WebinarRegisterPage (public sign-up), WebinarManagePage (protected management). Same API as the app.
  • Server env: SMTP for emails; MEETING_JOIN_BASE_URL for the join link in approval emails.