Where your registrants are captured
When registration is enabled with a Wistia form, every sign-up is recorded on your webinar's Audience page — this is the source of truth for who registered and, after the event, who attended. To open it, click "Audience" on your webinar's Overview page, or click the registrant count in the "Scheduled" tab.
If you've connected a marketing automation platform (HubSpot, Marketo, or Pardot) to your Wistia form, registrant and attendee data is also sent to the list you selected. So a single registrant can live in two places: the Wistia Audience page and your connected list.
Note
Granular registrant and attendance data only appears in Wistia when you use a Wistia registration form. If you use a MAP form (HubSpot, Marketo, or Pardot) as your registration form instead, Wistia doesn't store the registration data at all — it lives entirely in your marketing platform, and only limited analytics show in Wistia. See Getting Started with Webinar Registration.
Registrants aren't appearing
If your registrant count looks wrong or the list looks empty, work through these checks:
Confirm registration is enabled for the webinar, and that you're using a Wistia registration form. MAP-form registrations appear in your marketing platform, not on the Wistia Audience page.
Account for registrants added other ways. Imported (CSV) registrants and registrants collected via HubSpot Form Automation count toward your total but never came through your Wistia registration page, so your total can be higher than your page sign-ups.
If the Audience page shows "We're fetching your registrant list — hang tight!" try waiting a while, then refresh the page. If the list never loads, contact Support with a link to your webinar so we can investigate.
Registrants aren't syncing to my marketing platform
If registrants appear on your Wistia Audience page but not in HubSpot, Marketo, or Pardot:
Try re-syncing the integration by disconnecting and reconnecting the list. Connecting a list after registrations have already come in still syncs those earlier registrants.
Confirm the MAP is connected as your primary integration and that a list is selected on the "Registration form" tab.
For custom fields, make sure any field required in your MAP is also required on the Wistia form, and that no extra validations block the sync.
Watch for value mismatches. For example, Wistia submits "United States of America" while HubSpot expects "United States" — mismatched values fail to sync.
If it's still not resolved after an hour, reach out with details, and we'll take a look.
Confirmation emails aren't arriving
If enabled, Confirmation emails are sent automatically when someone registers and include a direct link to join the event. If registrants report they never got one:
Confirm an Account Owner or Manager has completed the account-wide Email Settings — Wistia can't send webinar emails until these are filled out.
Check that Confirmation emails are toggled "On" in the "Emails" tab of your webinar's "Customize" menu.
Ask the registrant to check their spam or junk folder.
If you turned confirmation emails on after registrations started, earlier registrants won't get one retroactively — share the event link with them directly instead.
Use "Send Test Email" to confirm emails are going out. Test emails can only be sent to an address on the same domain as the Account Owner's email.
Note
If you registered people through a MAP form, Wistia can't send webinar emails — confirmation, reminder, and follow-up emails must be sent from your connected marketing platform.
Tip
Attaching an ICS calendar file can lower deliverability for some inbox providers. If a batch of registrants isn't receiving emails, try disabling ICS attachments to see if delivery improves.
Still having trouble? Contact us!