Creating an OnZoom event series

During scheduling an event with multiple occurrences, hosts can choose to set the settings and information for each occurrence to be the same throughout. It is possible to schedule these meetings on a daily basis, a weekly basis, and a monthly basis.

It is possible for attendees to register for an event series by purchasing tickets for all of the events in the series. Attendees can also register for any of the dates in a series by logging in, and will receive a drop-in ticket that allows them to buy tickets for that date.

See one-time event creation instructions for more information on how to schedule one-time events, as well as instructions on how to schedule one-time events.

Prerequisites for creating an OnZoom event series

• There are four types of accounts: Professional, Business, Enterprise, and Education

• Account for PayPal Business

• Client for Zoom on the desktop

  • A version of Windows 5.6.3 or higher is required

  • A macOS version of 5.6.3 or higher is required

How to create an event series

Complete the Event Card section

This section of the Event Card must be filled out in order to enter information:

1. OnZoom requires that you sign in.

2. Then click the Create button.

3. Click the Convert All Zoom Meetings / Webinars button (optional).

4. For the event, enter the following information:

   • Event Name: The event’s name should be entered here.

   • Short Description: Use 140 characters or less to describe your event.

   • Category: Your event will be classified by the category you select.
     Note: You will see an option for Parents and Children under the Education and Family category. Choosing this option will require you to agree to the Host’s Code of Conduct before you can proceed with your booking. There are a number of rules and conditions that will need to be adhered to by anyone participating in a family-oriented event.

   • In order to track your own tags, you can click on Add Tags (Optional).

5. Select Webinar or Meeting as the event type you would like to create from the drop-down menu.

6. In the box titled Select if this will be a free event or a paid event, choose the Free or Paid option.

7. Under Date and Time:

   1. Please select a series.

   2. In order to start the event at a specific time, you must set the Start Time.

   3. Decide how long the event should last by setting the Duration.

   4. By clicking the down arrow next to the time zone, you will be able to select the time zone for the event.
      Note: Your Zoom profile will be used by default if the time zone you selected in the profile is set to the correct one.

8. Then click on the Save & Continue button.

Complete the Event Profile section

Your event profile can be customized with images, video links, and a description of the event in the Event Profile section.

Please complete the following sections of the Event Profile in order to enter information:

1. You can upload a mandatory cover image for your event under the Cover Image section by clicking the Add Cover button.
   Note: During the creation of an event, event creators have the option of manually resizing any image that was uploaded, or searching for an image to upload. In addition, it is also possible to resize images after they have been uploaded to the website.

2. If you choose to add more images to the profile of the event, then you may click the plus icon under Additional Video/Image.

3. (Optional) If you want your event to include a YouTube video on its page, enter the URL of the video you would like to include under YouTube Link.

4. It is optional to enter any additional information about the event under the About Event section.

5. On the Event page, you will find a section called Contact Information, where you will be able to enter the name of the contact.
   Note: You will be using your Zoom profile display name as your username by default.

6. The fundraising section of the registration form will have a toggle switch that can be toggled to On to allow charity funds to be raised as part of this event.

   • You can donate directly to the nonprofit of your choice if you know the name of the organization:

     1. You can browse the list of nonprofits that are registered with this site for donations by typing their name in the search box and clicking the name of the nonprofit that you wish to donate to.

     2. In order to search and add a different nonprofit, please click Edit in the left-hand menu.

     3. Then click on the Save button.

     4. You can set the fundraising goal by clicking Set Fundraising Goal (optional).

   • You may need help in choosing which nonprofits you would like to donate to if you need suggestions:

     1. You can search for nonprofits using the search bar on the left side of the page.

     2. Take a look at the Get Inspired section.

     3. Select a cause from the dropdown menu by clicking on the Choose a cause box.

     4. You can select a nonprofit organization by clicking on the Choose an organization box.

     5. Please click on the Add Nonprofit button.

     6. If you would like to add a second nonprofit, repeat these steps as necessary.

     7. Then click on the Save button.

     8. You can set the fundraising goal by clicking Set Fundraising Goal (optional).

7. Then click on the Save & Continue button.

Complete the Event Options section

The following information must be entered into the Event Options section to complete the event:

1. Select the level of visibility you wish your event to have under Event discoverability and registration access:

   • Public Event: Listed in the OnZoom Directory, this feature is accessible to all users and can be accessed and registered by all.

   • Exclude From Directory and Search: The event is not included in the OnZoom directory, but can be viewed and registered for by users through the OnZoom event link

   • Private Event Restricted to Invitees on the Guest List Only: This event can only be viewed and registered for by users you have designated.

     • In order to prevent OnZoom from sending email invitations to all users on your guest list, check I will send my own email invitations if you do not want OnZoom to send email invitations on your behalf.

2. In the Advanced Options section, you will find a toggle that will let you toggle the advanced options of the event between On (enabled) and Off (disabled):
   Note: Default settings are set to ensure your event is properly protected against disruption by using the highest level of security.

   • Joining the Event

     • For Webinar events:

       • Enable Q&A session: In order to enable this feature, the Host (or Alternative Host, if applicable) must enable a session for Q&A between Attendees and the Host

     • For Meeting events:

       • Attendee can join event 15 min before event starts: This option allows Attendees to join the event prior to the event starting, so they can join the event right away.

       • Waiting Room: It is important to note that once you enable this feature, Attendees will need to be manually admitted from the Waiting Room.

   • Event Security

     • Attendees can change screen names: It is possible for Attendees to change their display names during the event by enabling this feature.

     • Attendees can share their screens: As soon as attendees enable their screen sharing, they will be able to share their screens at their own discretion during your event.

     • Attendees can unmute themselves: It is possible for Attendees to unmute themselves at any time during your Meeting event by enabling this option.

Cloud Recording Settings and Access Permissions
Notes:

• In order to record the activity in your event, we only record what happens in the main room. During an event, activities within breakout rooms are not recorded, which means that they cannot be traced.

  • Currently, it is not possible to record meetings locally.

• Enable cloud recording: OnZoom’s event series will be able to be recorded when this setting is enabled. You will see a record button in the event controls through which you can start recording manually by pressing the start button. In addition to recording the audio and video of the participants, the host will also be recording the audio and video of the participants.

  Note: The Cloud Recording Settings feature must be enabled before the Access Permissions feature can be enabled, as well as any other Cloud Recording Settings features.

  • It is possible for hosts to choose from two different ways of displaying recorded sessions, once they enable the Enable cloud recording toggle to enable it:

    • Active Speaker with shared screen (auto-selected by default): There will only be video from the active speaker displayed on the recording if you are in active speaker view.

    • Gallery view with shared screen: It shows thumbnail displays of the meeting participants, which can expand and contract as participants enter and leave the meeting, in a grid pattern, which can be viewed in gallery view. Active speakers are located in the center of the page you are currently viewing, and are highlighted, making it easier for you to identify who is speaking right now.

  • In the Zoom web portal, you have the option to select more settings for recording from your account by clicking Advanced cloud recording settings.

Automatically record at start time: In the event that the recording option has been enabled, recording can be started automatically when the event begins.

• Include complimentary access to this event’s cloud recording with registration: Recording is automatically started when the event begins when this option is enabled. All people who are able to record both their video and audio—including the hosts—will be included in the video and audio recording. If the recording of the event is made available to registrants within 7 days after it has been performed, they will have the ability to access and view the recording in the cloud for the duration of the event. OnZoom Attendees will be able to view the recording of the event once they have registered for the event and have accessed their Ticket Dashboard, the Event Details page, and the Host Profile page, which will provide them with access to the recording.

• Notify attendees when recordings are available: This will allow attendees to be notified when recordings are available for viewing by enabling this setting.

• Live streaming

  • Allow webinar to be livestreamed to 3rd party platform: Adding this feature to your event will add a livestream button to the control panel for your event. In order to attend the event, attendees will need to agree to be livestreamed, which may affect the sale of tickets for the event. The livestreaming function is only enabled with the activation of this feature. It is important to note that livestreaming of your event does not start automatically; you will have to start it by yourself before it can begin.
    Note: If a ticket has been purchased for a pending event that has not yet taken place, the host can change the settings for live streaming and recording after the ticket has been sold.

• Manage Notifications
  

  • Turn on the following event notifications and emails:

    This is a setting that enables all of the event notifications listed below to be automatically enabled when this setting is enabled. This is a setting that needs to be enabled manually in order to receive the following notifications when this option is disabled:

    • Invitation to be an Alternative Host

    • Invitation for Attendees

    • Panelist Ticket

    • There is no longer an active ticket for the panelist

    • Reminder about the event

• In the Save & Continue window, click the Save button.

Complete the Tickets section

Notes:

• A Webinar event is the only event that has both panels and hosts available for purchase.

• The host is able to edit the ticket details of their event’s tickets after it has been published, even if the event already has registrants who have registered for it. In the fields Quality, Ticket Name, Description, and Registration Starts/Ends of the registration form you will be able to edit these fields, and they will apply to future registrations once you have updated them. A host can also add or remove guests from the guest list at any time.

Reserved Tickets

In this section, you will be able to see all the tickets that have been assigned to each role in the event series as you created it. Tickets for these special roles are reserved for those who will play alternative hosts and panelists during the event. A special role ticket will be issued to the user if he or she is an alternative host or panelist, as long as the user has such a role. All sessions are included with the purchase of this ticket.

Alternatively, an alternative host may start the meeting in place of the host. A panelist’s permissions include being able to view video, chat, and share their screen with you.

For special roles, you can reserve tickets under Reserved Tickets by following the steps below:

1. (Optional) Click the + Add button to the right of the Panelists section.

   • By email, you can add a panelist to the panel:

     1. Please enter the name of the panelist.

     2. The email address of the panelist should be entered here.

     3. Please click the Add button.

     4. Inviting another panelist is optional, but you can do so if you wish.

     5. Message that you want to include in the invitation to your panelists (optional)

   • Using a CSV file you can import the emails of multiple panelists at once by following these steps:

     1. Then click the Import from CSV button.

     2. Then click the Import button.

     3. If you want to import a CSV file, you must locate and select it, and then click the Open button.
        Note:

     4. Name and email address are the fields in the CSV file.

     5. In order to add the CSV file, you must first import it and then click Add.

     6. Then click the Save button.

2. If you wish to add an alternative host, click +Add to the right of the Alternative Hosts field.

   1. If you are using an alternative host, enter the name of that host.

   2. If you prefer to use an alternative host, enter the email address of that host.

   3. Please click the Add button.

   4. The next step is to invite another host as an alternative (optional).

   5. Write your alternative host’s invitation with a message that you would like to be sent with it (optional).

   6. Save the file by clicking the Save button.

It is possible to view details of a ticket for a role by clicking on the View Details link.

The panelists and alternative hosts will receive an email invitation once your event has been published.

Tickets for attendees

1. In the section where you can buy tickets for registration (paid) or get free tickets (free):

   • There are a number of options you can choose from when purchasing series tickets:

     • + Add Drop-In Ticket: Attendees will be able to choose from a variety of dates to attend your event.

     • + Add Entire-Series Ticket: Make it possible for attendees to participate in the entire series of events.

     • There is a possibility that your event will offer both drop-ins and tickets for the entire series at the same time.

2. When you are creating tickets for a paid event, you will need to select the kind of ticket you are creating at the top of the Create Ticket box.

3. Depending on if the event is a Paid event, you will need to enter the ticket cost under Price per Ticket.

4. Set the number of tickets that are available for each event in the Ticket Quantity for Each Event section.
   Notes:

   • As long as this does not exceed the capacity of your event, you will have a maximum of 999 tickets (for example, if you have a capacity of 1000).

   • There is still time after a ticket is sold for the quantity of the ticket and the guest list to be edited.

5. If you would like to add a ticket name (for example, Early Bird, General Admission, etc.) enter this information.

6. It is possible to add a description to the type of ticket or to include a message for your attendees by clicking +Add Description.

7. Set the dates and times of when registration will start and when the sale will begin under the Registration/Sale Starts section.
   Notes:

   • A restricted number of attendees can register for a paid ticket as a result of the payment provider requirements of the OnZoom host account. Payment providers (Stripe or PayPal) will determine when registration is available for paid tickets according to their requirements.

   • The attendees will be able to view the open date of registration for the paid events and will be able to choose to receive an email reminder to complete registration as soon as it is accessible on the paid events page.

8. Upon clicking Customize… (Optional), you will be able to specify when the ticket sale will end and what time it will end, as well as what date and time. In order to reset the Registration/Sale Ends time to End for each occasion, click Default.

9. Ticket types can be selected from the Set Visibility Rules section:

   • Public: The event associated with this ticket type is visible to all users and can be registered for.

     • Private: This ticket type can only be purchased by invited users.

10. The following options are available if you select Private:
    Note: Registrations can only be made by designated users and cannot be made on behalf of others.

    • Invite attendees by email addresses: Email invitations will be sent to the addresses you add. Users can either manually enter their email addresses or import them from a CSV file. You will need to create a Zoom account (with the email address that you added or imported) before an attendee can sign up for your event if their email address is not associated with a Zoom account.
      Note: This ticket type can only be viewed and registered for by users on the guest list.

      • Send an email invitation to users who want to be added to the guest list for your event:

        1. Make sure the Email address check box is selected.

        2. Add users by clicking + Add users.
           You will see a pop-up window asking you to add users to the guest list.

        3. Select Enter email addresses from the pop-up window.

        4. Enter the users’ email addresses in the Invited Users box.

        5. Save the file.

        6. For additional email addresses, click Add (optional).

        7. View, search, or delete the email addresses of your guests by clicking View (optional).

      • Adding multiple email addresses to the guest list of your event is as simple as following these steps:

        1. Make sure the Email address check box is selected.

        2. Add users by clicking + Add users.
           A pop-up window will appear asking you to add users to your guest list.

        3. To import email addresses from CSV, select Import from CSV in the pop-up window.

        4. Import the file.

        5. Click Open after finding and selecting your CSV file.

        6. Click Add after importing the CSV file.

        7. Save the file.

    • Invite members of specified company domains: Registration for events can be done by members of the domains you specify. Specify the domains where users can register. A comma should be added between each domain if using more than one.

      • You can create a guest list for your private event by adding users from a specified @domain:

        1. Check the box next to Invite members of a specific domain.

        2. You may enter multiple domains if they are all valid.
           Note: The domain abc.co can be added to invite all members of ABC company (who have name@abc.co e-mail addresses).

        3. Save the file.

    • Invite members of my Zoom account: A Zoom invitation will be emailed to members of your account. Your event can only be registered for by users who are members of your account.

11. Note: Users with designated status can only register for themselves and not on behalf of others.

12. Note: Registrations can only be made by designated users and cannot be made on behalf of others.

13. Save the file.
    Click Save to save the file:

    • Event invitations will be sent to the email addresses of the invited attendees if your event has already been published.

    • After you have published your event, the event invitation will be sent to the guests’ email addresses via the email address you provided when you published your event.

14. To add more types of tickets, click + Add Ticket (Optional).

15. (Optional) Enter a message you would like to include in the confirmation email you send to your registrants.

16. The ticket cancellation policy should be set if this is a paid event. In the default setting, the cancellation policy specified in the section of your account dedicated to ticket cancellation policies will be used.

17. Publish will allow you to publish your event on the event page. Save will allow you to save the event as a draft and keep it for later.
    Note: As long as you are not yet ready for the public to be able to see and register for your event, you can publish it to see a preview of the listing:

    1. Click on the Return to Event Options button to return to the previous page.

    2. If you select Exclude from Directory and Search under Discoverability and Registration Access for your event, you will be able to exclude it from the search and directory results.

    3. Click on the Publish button at the bottom of the Tickets section.

How to add tickets to a sold-out event series

As soon as your event is created, you will need to add a second ticket to the event if you wish to increase the number of tickets available for your event after that event has already been created.

Additions to an event series that is already sold out can be made as follows:

1. OnZoom requires that you sign in.

2. Click Manage in the top-right corner of the page.

3. Select Events from the navigation menu at the top of the page.

4. On the tab that says Upcoming, click the link.

5. If you wish to enlarge the upcoming event, choose the ellipsis to the right of the event.

6. To edit an event, click the Edit Event button.

7. There is a section called Tickets in the menu.

8. It is possible to add tickets to one-time events, drop-in events, or entire series events by clicking the + Add Tickets or + Add Drop-In Ticket button.

9. Please enter the required information regarding the series tickets.

10. Save the changes by clicking the Save Changes button.