Why it matters
Without guest capture, many online events end with a list nobody can use: a screen full of display names like a first name, a nickname or a device label. The host knows a crowd was there but not who. Registration lists help, but they include people who never showed up and miss people who were forwarded the link.
Capturing guests at the door closes that gap. You know who attended, you can thank them personally, send the replay to the right people, follow up differently with attendees and no-shows, and see which events your community actually comes to.
How guest capture works
In a typical setup, guests arrive at the event page and see a short form before they enter. They type a first name and email, the details are saved against that event, and they move on to the waiting room or the live session. If the guest is already signed in to the host's site, the step can be skipped. Afterwards, the host exports the list or sends it automatically to a CRM or email tool.
The best forms ask for as little as possible. Every extra field costs some guests at the door, so ask only for what you will actually use.
Good practice for capturing guests
A few habits keep guest capture useful and respectful:
- Ask for the minimum: first name and email are usually enough.
- Say why you are asking, for example so you can send the replay and slides.
- Tag each guest with the event they attended, so lists stay meaningful over time.
- Decide in advance what follow-up each guest will receive, and send it promptly.
- Respect consent: only add people to marketing emails if they agreed to it.
- Keep the data with you and the tools you choose, and do not share it with others.
Guest capture versus registration
Registration happens days or weeks before the event, on a landing page. Guest capture happens at the moment of entry. Many hosts use both: registration to build the invitation list and send reminders, and capture to confirm attendance. Some events skip registration entirely, especially community calls and internal meetings, and rely on capture alone.
Writing the door message
The words above the form do more work than the form itself. A line such as enter your name and email so we can send you the replay and the slides tells guests exactly what they get in return. Keep it to one sentence, use the host's voice, and avoid anything that sounds like a sign-up wall. If the event is internal, say so: for example, we use this to record attendance for the all-hands. Guests who understand why they are asked are far more comfortable answering, and the list you end up with is cleaner.
Guest capture in BrandedRooms
Every BrandedRooms room asks guests for a first name and email at the door, or recognises them if they are already signed in, and tags each one with the event they joined. On every paid plan you can export the list as a CSV and see a live attendee list during the event. On a Branded Room, guest details are sent to your CRM or email tool with tags, and follow-up funnels move guests on to the replay, an offer or the next date. Whether email is required is your choice for each room. Guest details belong to you and the tools you connect; they are never sold or shared with other customers.