Hosting OnZoom private events

Last Updated: December 15, 2021

An OnZoom event that is private can only be viewed and registered for by users with the private event’s link. It is useful for hosts who want to keep their event more secure and want a limited, specific audience. The OnZoom directory and search results do not include private OnZoom events.

This article covers:

• How to manage event visibility
• How to create an Exclude from Directory and Search event (private)
• How to create a Private Event Restricted to Invitees on the Guest List Only event (private and restricted)

Prerequisites for hosting OnZoom private events

• Zoom desktop client
  • Windows: 5.6.3 or higher
  • macOS: 5.6.3 or higher
• Pro, Business, Enterprise, or Education account

How to manage event visibility

OnZoom events can be created in three ways:

• Public Events:
• All OnZoom users can see and search events that are visible in the OnZoom directory or through search. You can register for the event on the OnZoom event page if you are an OnZoom user.
• Exclude from Directory and Search:
• OnZoom does not list or discover events that are excluded from its directory. Users with the private event link will be able to access the event for the purpose of viewing its details as well as registering for the event
• Private Event Restricted to Invitees on the Guest List Only:
• There are events that can be viewed and registered for only by the users on the designated guest list. Only the users on the guest list can see all the details of the event and submit their registrations for that event.

The private events feature is perfect for marketing your event in a private manner and for making it available to specific audiences outside of OnZoom, such as members of an email group or those participating in a social campaign.

When you need to share sensitive information with only a specific group of users, or to kick off a sales kickoff or to invite your VIP customers, private and restricted events are the best choice.

How to create an Exclude from Directory and Search event (private)

Note:

By default, public events are selected.

A private event can be created as follows:

1. Log in to OnZoom.
2. Select Create.
3. Edit an existing event or add a new one.
   Note:
4. If your event has already been registered, you cannot edit it.
5. Click Save & Continue after updating the Event Card.
6. Detailed event information must also be added to the Event Profile.
7. Click Exclude from Directory and Search under the Event Options section. Then click Save & Continue.
8. Finally, complete the Tickets section.
9. The event will be published if you click Publish. Otherwise, you can save a draft of the event by clicking Save.

How to create a Private Event Restricted to Invitees on the Guest List Only event (private and restricted)

Note:

By default, public events are selected.

Create a private and restricted event by following these steps:

1. Log in to OnZoom.
2. Select Create.
3. You can create new events or edit existing ones.
   Note:
4.  It is not possible to edit an existing event if registrations have already been received.
5. Click Save & Continue to complete the Event Card section.
6. Click Save & Continue to complete the Event Profile section.
7. Select Private Event Restricted to Invitees on the Guest List Only in the Event Options section, under Discoverability and Registration Access.
8. Select the check box I will send my own email invitations (optional).
9. Click Save and Continue.
10. Enter the required information under Create Ticket.
11. Make sure Only tickets for the following users can be created is selected.
12. Note:
13.  The Restrict Tickets to the Following Users Only option is enabled by default on every ticket. There is no way to disable this option unless you change your event to a Public Event or exclude it from the Directory and Search. When you are creating a private and restricted event, you will need to add at least one user to the guest list in order to save your event draft and continue with the event creation process.
    • To add guests by email to a private guest list, please follow the steps below.
      1. To add guests by email to a private guest list, please follow the steps below.
      2. Click on + Add users.
      3. Click on Enter e-mail addresses.
      4. Next, enter the e-mail addresses of the users whom you wish to invite.
      5. Then click Save.
      6. Optionally, click Add to add an additional user by e-mail.
      7. In order to view your guest list, search for guests, or delete email addresses from your guest list, click View (optional).
    • If you wish to import multiple users’ email addresses to the private guest list of your event:
      1. Check the User guest list box.
      2. Choose Users.
      3. Choose Import CSV addresses for users.
      4. Then click Import.
      5. To import a CSV file, locate and select it, then click Open.
      6. After the CSV file has been imported, click Add.
      7. Then click Save.
    • You can add all users from a particular @domain to the guest list for your private event by following these steps:
      1. Check the box next to Users from specified @domains.
      2. Provide a valid domain.
         Note:
      3.  You can, for instance, add abc.co as the domain to invite all ABC company members (with names@abc.co email addresses).
      4. You can add more valid domains by clicking Add.
      5. Then click Save.
    • Register only users who are members of your account for your event:
      1. Click the Users in my account checkbox.
14. The event can be published by clicking Publish or saved as a draft by clicking Save.