Registration systems: how to choose the right system for events, participants and registrations
A registration system is a digital tool that takes registrations, gathers the participants in a list and sends confirmations and reminders automatically. Whether you are planning a customer event, a webinar, a conference or an internal training session, the right system saves time and gives the participants a smooth experience. Here we go through what a registration system is, which features you need, what it costs and how to choose the right solution. In Paloma you get started for free, with up to 80 participants per event.
What is a registration system?
A registration system is a digital tool used to collect registrations through a page online, manage participant lists in real time, send confirmations and reminders automatically and follow up participation and attendance.
In practice it replaces three things that would otherwise be handled by hand: the emails where people reply that they are coming, the Excel list where someone enters the names, and the reminders that someone has to remember to send. The participant fills in a form, ends up in the list right away and gets their confirmation without you doing anything.
Many modern solutions are part of a larger event platform where the whole flow, from invitation to follow-up, is handled in one and the same system.
Which features should a good registration system have?
A good registration system for companies and associations should be easy to use but still handle the whole event flow. These are the features to look for.
Registration without technical knowledge: you should be able to build the form and the page yourself, without code and without a designer. Read more about the fields in a registration form and about the page where registration happens.
Automatic confirmations and reminders: by email or SMS. The confirmation should go out right at registration and the reminder in the days before.
Participant list and export: everyone registered in one place, with the option to export to Excel. The guide on participant management goes deeper.
A limited number of places: registration should be able to close when it is full or when the last day has passed.
Segmentation of participants: so that different groups can get different information, for example speakers, exhibitors and visitors.
Payment: if the event costs money, the participant should be able to pay in the same flow as the registration.
Check-in: a way to tick off the participants on site, so that you know who actually came.
GDPR-compliant handling of personal data: clear information on where the data is stored, a data processing agreement and the option to delete after the event.
Integration with other systems: if the participants need to go into a CRM or another tool, ask about it before you choose.
When do you need a registration system?
A registration system fits many different types of events and activities.
Corporate events and customer events: breakfast meetings, customer meetups and launches where you want to know who is coming. For inspiration there is our guide on corporate events.
Webinars and digital events: registration gives you a list to send the link and reminder to. See the guide on how to plan a webinar.
Internal training and workshops: especially when places are limited or when the same course runs several times.
Conferences and larger events: where the participants make choices, for example seminar tracks, dinner or dietary requirements.
Associations: annual meetings, camps, tournaments and member meetups.
A good rule of thumb: as soon as you get more than about twenty replies, need to remind the participants or want to know who actually came, it pays to leave email and Excel behind.
Registration system or event platform: what is the difference?
It is common to mix up the terms registration system and event platform.
Registration system: a focus on registration and participants. You get a form, a participant list and confirmations.
Event platform: the whole flow from invitation to follow-up. Besides registration, it includes invitations, payment, reminders, check-in and evaluation.
The line is blurred, and most people who start with registration soon discover that they also want to send a digital invitation and a reminder from the same place. That is why it is wise to choose a system where you can start simple and add the rest when you need it. Paloma works that way: you can use just the registration, or the whole chain with an invitation by email, a reminder by SMS and follow-up afterward.
What does a registration system cost?
The price depends on how the provider charges. There are three common models.
A fixed monthly price: you pay the same amount regardless of the number of registrations. Predictable, and suits you if you hold events regularly.
A price per event: you pay for each event. Suits you if you have one or two larger events a year.
A fee per registration or ticket: common in ticketing systems. A low threshold, but the cost grows with the number of participants.
Always compare the total cost of a typical event for you, including fees for payment and SMS. Also check whether there is a lock-in period.
Free to start in Paloma: the free account includes up to 80 participants per event and one active event at a time, plus 250 emails and 5 SMS a month. You pay only when you need more participants, several events at the same time or want to sell tickets and take payment.
How to choose the right registration system
When you compare different registration systems, it is important to start from your own needs. Go through these questions before you decide.
How many participants will you handle? The number drives both the price and which features you need. Thirty people at a breakfast require less than a conference with several hundred.
Do you need automated communication? Confirmations and reminders that go out by themselves are what saves the most time.
Should the system integrate with other tools? If the participants are going on to a CRM or a newsletter, it is easiest when everything is in the same platform.
How important is simplicity compared with advanced features? A system that a colleague can take over without training is often worth more than a long feature list.
What support do you need? The day before the event you want to be able to get answers quickly, preferably from a real person.
Where is the personal data stored? A registration contains a name, an email address and sometimes dietary details. Ask where the data is stored and request a data processing agreement.
The best test is to set up a real event in a free account and sign up yourself from your phone. If you want to compare several alternatives side by side, there is our comparison of event tools.
Common mistakes when choosing a registration system
Choosing a system that is too advanced for simple needs. You pay for features that are never used, and it takes longer to get started.
Underestimating the need for automation. Without automatic reminders, the work lands on you again, and more people fail to show up.
Not thinking about follow-up after the event. Thank-you emails, evaluations and an invitation to the next occasion are easiest when the participants are already in the system.
Choosing a system without good support. Problems rarely turn up in good time.
Asking for too much in the form. Every extra field makes fewer people sign up. Only ask for what you need.
Forgetting the phone. Most people sign up from their phones, often straight from the invitation. Always test the registration there first.
Get started with a registration system in ten minutes
This is what the flow looks like in Paloma, from account to first registration.
Create a free account
No card details. The free account includes up to 80 participants per event, so you can test the whole flow before you pay anything.
Create the event
Enter the name, date and venue. Choose which fields the participants should fill in. Name and email go a long way.
Set up the confirmation and reminder
The confirmation goes out automatically at registration. Add a reminder by SMS the day before, and more people come.
Share the link
Put the link to the registration in the invitation, the newsletter or on social media.
Follow the registrations and check in
The participant list fills up in real time. Export to Excel, check in the participants with the app on the day of the event and send a thank-you afterward.
How AI is changing modern registration systems
AI is becoming an ever more important part of modern registration systems and event platforms. With AI it is possible to automatically optimize forms and pages for registration, create smart segments based on participant behavior, predict attendance and no-shows, automate communication and follow-up, and analyze results and improve future events.
It lets you work in a more data-driven way and create better experiences for your participants, without spending more time. The foundation is still the same: a clear registration, a list you trust and reminders that go out on time.
Summary
A registration system is a central part of a successful event. By choosing the right system, you can streamline the administration, improve the communication and create a better experience for your participants. Start with your needs, test with a real event and choose a system you can grow in.
Frequently asked questions about registration systems
What is a registration system?
A registration system is a digital tool that takes registrations for events, courses and activities, gathers the participants in a list and sends confirmations and reminders automatically. It replaces emails, Excel lists and manual ticking off.
What does a registration system cost?
It varies between providers. Common models are a fixed monthly price, a price per event or a fee per registration or ticket sold. With Paloma it is free to get started: the free account includes up to 80 participants per event and one active event at a time.
Is there a free registration system?
Yes. Paloma's free account includes a registration form, a participant list and confirmations for up to 80 participants per event, plus 250 emails and 5 SMS a month. You do not need to enter card details and can run a whole event before you pay anything.
What is the difference between a registration system and an event platform?
A registration system focuses on the registration itself and the participant list. An event platform covers the whole flow: invitation, registration, payment, reminders, check-in and follow-up. Many start with registration and grow into the rest.
Does a registration system suit associations and small events?
Yes. The benefit is greatest when you avoid keeping lists by hand, and that applies even to 20 participants. For annual meetings, courses, camps and tournaments, a free account is often enough.
Can you take payment in a registration system?
Yes, in most. In Paloma you sell tickets and take payment right in the registration with Swish, card or invoice, so that the participant pays in the same flow as they sign up.
Is a registration system GDPR-compliant?
It depends on the provider. Check where the data is stored, that you get a data processing agreement and that you can delete participants after the event. Paloma is a Swedish platform that stores data in Sweden.
Can the registration system send reminders by SMS?
Yes, if the system has SMS built in. In Paloma you send reminders by both email and SMS to everyone registered, for example the day before. It is one of the most effective ways to reduce the number of no-shows.
Do I need my own website?
No. You get a ready-made link to the registration that you share in the invitation, newsletter, SMS or on social media. If you have a website, you can put the link or the form there.
How long does it take to get started?
Count on under ten minutes for a simple event: create an account, enter the name, date and venue, choose the fields in the form and share the link.
Isn't Google Forms enough?
For a one-off collection of answers it is often enough. When you need confirmations, reminders, a limited number of places, payment or check-in, a real registration system saves a lot of manual work.
Try Paloma's registration system for free
Registration, the participant list, confirmations and reminders in the same tool. The free account includes up to 80 participants per event, so you can run your first event completely free of charge.
Create a free accountThis guide is about registration systems: features, cost and how to choose the right system for events, courses and association activities. Paloma is a Swedish platform for events, newsletters and SMS that has been around since 2003.