Inviting speakers with a direct join link in zoom

There is an option for Zoom Events hosts to give conference speakers a direct link to join their event. Speakers can easily connect to a Zoom desktop session by clicking the direct join link, even if they are not signed in, with no credentials required, even when they are not signed in.

Direct join links can be created by hosts one week before the event starts in order to make it easier for speakers to participate. In order to provide plenty of time for hosts and speakers to rehearse before an event, the direct join link will allow hosts and speakers to rehearse in advance.

Additionally, this feature can also be used by event hosts in order to assist speakers who may experience problems during the registration process. It is designed to deal with situations in which a speaker finds out that he or she will not be able to join an event as soon as the session for which they were assigned is about to start because the direct join link is not available to them. As a result of various reasons, they may be unable to participate in the event. For example, they may have used their Zoom desktop client account for a different purpose, they may have forgotten their login information, or they may have registered with the wrong account.

As soon as the speaker clicks on the direct join link, an email will be sent to them that includes a link to join and a code to verify. It is possible for Speakers to join the target session on Zoom using the link and the verification code that has been sent to them.

This article covers:

• How to create a direct join link

  • View speaker information on the Direct Join Link for Speakers page

• How to manage the direct join link options

  • Copy the direct join link

  • Resend email

  • Delete the direct join link

  • Manage Note (for internal tracking)

• Limitation for the direct join link

Prerequisites for the direct join link

• Zoom desktop client

  • Windows: 5.8.6 or higher

  • macOS: 5.8.6 or higher

• Zoom mobile client

  • iOS: 5.8.6 or higher

  • Android: 5.8.6 or higher

• Pro, Business, Enterprise, or Education account

• Stripe or PayPal Business account is required to create paid events

• Zoom Events license

How to create a direct join link

1. Zoom Events can be accessed by signing in.

2. Click the Manage link at the top of the page to begin the process.

3. You can find the Events section in the left navigation menu.

4. The Upcoming tab can be found by clicking here.

5. Click the ellipses next to the conference event for which a direct join link needs to be created and then select the event for which you want the link.

6. In the Manage Registration window, click on the Manage button.

7. On the Manage Registration page, on the right side of the screen, click on the Registration Tools option.

8. To join the speakers directly, click the Direct Join button.

9. To create a Direct Join Link for Speakers, go to the Direct Join Link for Speakers page and click Create.
   

   Note: Until 1 week before your event, the Create button will be grayed out and will not be able to be clicked.
   There will be a window that appears titled Create direct join links for Speakers.

10. You will need to enter the following information in the Create direct join link for Speakers window:

    • Email to receive the link*: Please provide the speaker’s email address so that you can receive the link. The speaker’s email address can be selected from the speaker’s list or can be manually entered into the speaker’s field.
      

      Note: If you are a co-host, sponsor, or any other individual, you cannot create a direct join link for yourself. 

    • Target session*: In order to ensure the speaker attends the session that you would like them to attend, please select or enter the session.

    • Name shown in this session*: You will be asked to enter the name of the speaker who will be displayed in this session.

    • 
      Note (for internal tracking): Please enter a note with the information that you would like to receive (this will not be included in the mail). 

11. Then click on the Create button.

12. When the verification dialog box appears, click OK to confirm that you wish to proceed.

On the Direct Join Link for Speakers page, the direct join link you create will appear once it has been created.

View speaker information on the Direct Join Link for Speakers page

When you create a direct join link for a speaker, you will be able to view the following information for each of the speakers (by using a column view):

• Name: The name of the speaker is displayed, as well as his or her last name.

• Accessible Session: Provides a brief description of the speaker’s target session.

• Email to Receive the Link: This is the email address of the speaker who will receive the direct join link as soon as it is available.

• Email sent at: The email sent to the speaker will be displayed in the event, along with the date and time.

• Status: Indicates whether or not the direct join link was used during the sign up process.

• Action: Displays a Note (for internal tracking) icon and an ellipsis for direct joining link options as well as a Note (for internal tracking).

How to manage the direct join link options

In the following step, you can copy the direct join link, resend emails, or delete the direct join link, once the direct join link has been created.

Copy the direct join link

1. Directly join the site by creating a link for it.

2. Once you have accessed the Manage Registration page, you will be able to access a tool called Direct Join for Speakers.

3. The Speaker that you wish to copy the link for can be found on the Direct Join Link for Speakers page by clicking on the Speaker’s name.

4. By clicking on the ellipses next to their name, you will be taken to their profile.

5. Copy the link by clicking on it.

Resend email

1. You can create a link that will allow you to join directly.

2. Once you have accessed the Manage Registration page, you will be able to access a tool called Direct Join for Speakers.

3. You can resend an email to a speaker through the Direct Join Link for Speakers page by finding the speaker you want to resend an email to.

4. By clicking on the ellipses next to their name, you will be taken to their profile.

5. Please click on the link to resend the email.
   

     Note: This option will be disabled for a certain period of time after resending an email successfully, so you will not be able to resend it.

Delete the direct join link

1. Create a direct join link.

2. Access the Manage Registration page, then open the Direct Join for Speakers tool.

3. In the Direct Join Link for Speakers page, find the speaker with the link that you want to delete.

4. By their name, click the ellipses .

5. Click Delete Direct Join Link.

6. In the verification dialog box, click Delete.
   

   Note: Once a link is deleted, the speaker can no longer use it to join the target session. This will delete their access to the session.

Manage Note (for internal tracking)

A host can do the following if he/she has added a note to the direct join link before, or if the link has not yet been created:

1. Make sure you include an internal note with the direct join link.

2. Once you have accessed the Manage Registration page, you will be able to access a tool called Direct Join for Speakers.

3. Find the Speaker with the direct join link that you wish to delete on the Direct Join Link for Speakers page.

4. Then by clicking the Note icon next to their name, you will be able to track them internally.
   There will be a pop-up window displaying a Note (for internal tracking) once the button is clicked.

5. Click Edit in the pop-up window containing the note (for internal tracking) if you wish to do so:

   1. In the text box that appears after clicking Edit, make any necessary changes to your previous note.

   2. Click on Save once you have finished editing your note.

6. Please click on the OK button.

There will be a blank Note (for internal tracking) pop-up window displayed after clicking the Note (for internal tracking) icon on the host’s screen if he or she has not added a note previously in the direct join link creation process. It is possible for them to enter an internal note in the text box, and then click Save if they want their progress to be saved.

Limitation for the direct join link

It is important to note that the Direct join link for Speakers feature has the following limitations:

• There is a list of speakers/panelists on the event creation webpage which hosts can select from and invite to the event. The email address of the speakers will automatically be added to the list of Panelists for this session in the conference event creation process once they have received and clicked the direct join link.
  

  Note: The direct join link will become inactive at the same time if the host or co-editor deletes this email during the editing process of a session. 

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