In order to make sure that each event has the same settings and information, hosts can schedule events to run on multiple occurrences at the same time. A weekly, daily, and monthly meeting schedule can be set up to accommodate your needs.
A series of events allows attendees to register for a single event or purchase tickets for the entire series of events. Alternatively, host’s can also offer drop-in tickets, which allow attendees to register for specific dates in the event series by making a purchase of a ticket on that day.
If you are looking for instructions on how to schedule one-time events, you can find more information in the instructions for building one-time events.
The following are the topics covered in this article:
- How to create an event series
- Complete the Event Card section
- Complete the Event Profile section
- Complete the Event Options section
- Complete the Tickets section
- How to add tickets to a sold-out event series
Contents
Prerequisites for creating an OnZoom event series
- A Pro account, a Business account, an Enterprise account, or an Educational account
- An account with PayPal for business
- A Zoom desktop app can be downloaded from the website
- Windows: 5.6.3 or higher
- macOS: 5.6.3 or higher
How to create an event series
Complete the Event Card section
In order to fill out the Event Card section, you must enter the following information:
- Log into OnZoom by entering your username and password.
- Click the Create button to begin the process.
- On the OnZoom Events page, click the Convert an Existing Zoom Meeting / Webinar into an OnZoom Event option (optional).
- In order to create an event, please enter the following basic information:
- Event Name: This is the name that will be used to identify the event.
- Short Description: Describe the event as briefly as possible in 140 characters or less.
- Category: You will need to choose the category in which you would like to place your event.
Note: The option Events intended for parents with their children will appear on the left hand side of the screen if you select the Education and Family category. Choosing this option will require you to agree to the Host’s Code of Conduct before proceeding with the next step. Attendees will have to agree to abide by the Attendee’s Host Code of Conduct when attending a family-oriented event. - If you want to add your own tags to track your activities, click on Add Tags (Optional).
- Please select Webinar or Meeting as your event type from the drop-down menu under Select the event type you wish to create.
- Please select either Free or Paid under Select if this is a Free or Paid event.
- In the date and time field, please enter the following information:
- Select Series.
- Set the Start Time of the event.
- Set the Duration of the event.
- The time zone for the event can be selected by clicking on the down arrow next to the date and time.
Note: You will be automatically redirected to your Zoom profile’s time zone, which is set by default in your profile.
- Save & Continue is the next step that you need to take.
Complete the Event Profile section
Your event profile section enables you to upload images, provide links to videos, as well as describe your event in more detail.
In order to complete the Event Profile section, you need to enter the following information:
- You can upload a mandatory cover image for your event under the Cover Image section of the event management system.
Note: In order to fit all uploaded images into the image window, the event creator can manually resize all uploaded images and search for images to upload before uploading them to the event. Furthermore, after an image has been uploaded, it is possible to resize it. - The option to add up to two additional images to the event profile can be found under Additional Video/Image, by clicking on the + icon.
- If you would like to add a YouTube video to the event page, you can enter the URL of the YouTube video under YouTube Link (optional).
- It is optional to provide any further information about the event under About Event.
- Please enter the name of the contact person that will appear on the event page under Contact Info.
Note: As a default setting, your Zoom profile page will be populated with your display name. - To raise funds for a nonprofit 501(c)(3) organization in the event, you can turn the toggle switch to On under the Fundraiser section by clicking the toggle switch.
- You can make a donation to a nonprofit if you have the name of the organization you wish to support:
- Select the nonprofit you wish to donate to by typing the name of the organization in the search box, and then click on the name of the organization to select it from the list.
- To add another nonprofit, click Edit to search for it and add it to the list of nonprofits.
- Save your changes by clicking the Save button.
- It is possible to set a fundraising goal by clicking the Set Fundraising Goal button (optional).
- You may need some assistance in determining which nonprofits to give to if you need it:
- Find a nonprofit by using the search bar on the left side of the page.
- You can get inspired by clicking the Get Inspired button.
- From the dropdown menu on the right side of the Choose a cause box, you can select a category from which to donate.
- You can choose a nonprofit organization by clicking on the Choose an organization box at the top of the page.
- To add a nonprofit organization, click the Add Nonprofit button.
- It is possible to add another nonprofit by repeating these steps (optional).
- In order to save your changes, click the Save button.
- The setting of the fundraising goal can be done by clicking on Set Fundraising Goal (optional).
- You can make a donation to a nonprofit if you have the name of the organization you wish to support:
- Click the Save & Continue button to continue the process.
Complete the Event Options section
In order to fill out the Event Options section of the form, enter the following information:
- You can select the level of visibility you want for your event under the Event discoverability and registration access section:
- Public Event: All users, who have been added to the OnZoom Directory, will have access to view and register for this service.
- Exclude From Directory and Search: OnZoom does not include it in its directory, but it is accessible to users who have the event link in order to view and register for the event
- Private Event Restricted to Invitees on the Guest List Only: This event can only be viewed and registered for by users you designate.
- In case you do not want OnZoom to send email invitations to guests on the guest list, choose I will send my own email invitations in case you do not want OnZoom to do so.
- You can toggle the event’s advanced options to either On (enable) or Off (disable) under the Advanced Options section of the event’s settings page:
Note: The default settings on your account are set to the highest level of security so that your event is not disrupted by unauthorized users.- Joining the Event
- In the case of Webinar events, please follow the instructions below:
- Enable Q&A session: The Moderator (and Alternative Moderator, if applicable) can get access to the Attendees for Q&A sessions if they enable the Moderator to do so
- Meeting events are handled as follows:
- Attendee can join event 15 min before event starts: In this way, participants are able to join the event before the event starts by enabling this feature.
- Waiting Room: Attendees will need to fill out a special form in the Waiting Room that you will setup once you enable this option.
- In the case of Webinar events, please follow the instructions below:
- Event Security
- Attendees can change screen names: You can enable this feature in order to give attendees the ability to change their display name at any time during your event.
- Attendees can share their screens: It is possible for attendees to share their screen at their discretion during the course of your event if you choose to enable this option.
- Attendees can unmute themselves: As long as this option is enabled, Attendees will be able to unmute themselves at their discretion at any point during your Meeting.
- Cloud Recording Settings and Access Permissions
Notes:-
- It is only the activity in your event’s main room that is recorded during the event. This event does not record any activity that takes place in breakout rooms during the event.
- There is currently no support for recording meetings locally at this time.
- Enable cloud recording: The OnZoom event series can be recorded if you enable the recording feature. As soon as you click the record button, you will be taken to the event controls where you will have to manually start recording the event. A video and audio recording will be made of all the participants, including the host, who have their audio and video enabled.
- Note: The Cloud Recording Settings and Access Permissions features have to be enabled before the other features, Cloud Recording Settings and Cloud Recording Settings, can be enabled.
-
- It is possible for hosts to select one of two different presentation options for recorded sessions when they enable cloud recording by clicking the Enable cloud recording toggle:
- Active Speaker with shared screen (auto-selected by default): During recording, only the video of the active speaker will be displayed if you are in active speaker view.
- Gallery view with shared screen: It is possible to see thumbnail displays of participants as part of the gallery view, in a grid pattern, which enlarges and contracts with participation as more and more people are added and removed from the meeting. In order to recognize who is currently speaking, the active speaker is highlighted on the current page you are viewing and is repositioned on the top of the page.
- From the Zoom web portal in your account, you can access additional recording settings by clicking the Advanced cloud recording settings button.
- It is possible for hosts to select one of two different presentation options for recorded sessions when they enable cloud recording by clicking the Enable cloud recording toggle:
- Automatically record at start time: In the event of an event being recorded, the recording will begin automatically when the event starts when the recording is enabled.
- With your registration, you will receive complimentary access to the cloud recording of this event: Whenever the recording starts, the recording will be automatically started once the event begins by enabling the feature. Participants who are enabled for video and audio recording, including the host, will have their video and audio recorded. The recorded version of your event will be made available in the cloud within a week of the event date so that all event registrants can view the recording for 7 days from the date it was released. A registered OnZoom Attendee can view the recording of the presentation by visiting the Event Details page, the Event Dashboard, or the Host Profile page once they have registered for the event.
- As soon as the recordings are available, notify the attendees as follows: The attendees will receive a notification as soon as the recordings are available for viewing by enabling this option.
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- Live streaming
- Allow webinar to be livestreamed to 3rd party platform: You can enable this feature to add a livestream button to the in-event controls when you enable the feature. To attend the event, attendees will be asked to agree that they will be livestreamed as part of their registration process, which may in turn affect ticket sales. The livestreaming function is the only one that is enabled when this feature is enabled. It is important to remember that the livestreaming of the event does not start automatically. You will need to start it manually if you wish to begin the livestreaming.
Note: As soon as a ticket for a pending event has been sold, the host has the option to change the settings for live streaming and recording enablement that will be applied to that event as well.
- Allow webinar to be livestreamed to 3rd party platform: You can enable this feature to add a livestream button to the in-event controls when you enable the feature. To attend the event, attendees will be asked to agree that they will be livestreamed as part of their registration process, which may in turn affect ticket sales. The livestreaming function is the only one that is enabled when this feature is enabled. It is important to remember that the livestreaming of the event does not start automatically. You will need to start it manually if you wish to begin the livestreaming.
- Manage Notifications
- Turn on the following event notifications and emails:
- There will be an automatic turn on of all the following event notifications once this option is enabled. During this time, you will have to manually enable all the following event notifications when this is disabled:
- An invitation to become an alternative host has been sent out
- Attendees are invited to this event by sending them an invitation
- Ticket for the panelists
- It is no longer possible to purchase a ticket for a panelist
- Reminder about the event
- Joining the Event
- Click the Save & Continue button at the bottom of the page.
Read it also –
Complete the Tickets section
Notes:
- In Webinar events, there is a separate Ticketbox for the Panelist Ticket and a separate Ticketbox for the Alternative Host Ticket.
- It is possible for the Host to make changes to an event’s ticket details after it has been published, regardless of whether it already has registrations or not. There are a number of fields that can be edited, including the Quantity, Ticket Name, Description, Registration Starts/Ends fields. Once updated, the changes will be applied to any future registrations. In addition, Hosts have the option of adding or deleting guests from their guest list.
Reserved Tickets
Under this section, you will find a list of the tickets that have been assigned to the various roles in the conference as you created it. This is a reserved ticket for Alternative Hosts as well as Panelists, two roles with special responsibilities. It is mandatory that this user receives a special role ticket if he or she has the alternatives host or panelist role. It is possible to access all sessions with this ticket.
Alternative Hosts can start meetings on the behalf of the Host in the event that the host is unable to do so. It is possible for panelists to participate in video, chat, and screen sharing sessions.
You can reserve tickets for special roles under Reserved Tickets by following these steps:
- Click the “+ Add” button to the right of the Panelist Ticket box to add another panelist ticket.
- If you would like to add a Panelist by email, please follow these steps:
- The name of the panelist should be entered here.
- In the Email box, enter the e-mail address of the Panelist.
- Add a new item by clicking the Add button.
- The Panelists can be invited again if they wish (optional).
- The Panelist invitation should be accompanied by a message that you would like to include in the invitation.
- From a CSV file, you can import the email addresses of multiple Panelists as follows:
- To import data from a CSV file, click the Import from CSV button.
- You can import the file by clicking the Import button.
- If you want to import a CSV file, find and select it, and then click Open when you are finished.
Note: Name, Email address are the two columns in the CSV format. - After importing the CSV file, click on the Add button to add the file to the list.
- Save the changes by clicking on the Save button.
- If you would like to add a Panelist by email, please follow these steps:
- In the Alternative Host Ticket box, to the right of the “Add an Alternative Host Ticket” button, click on the button.
- The Alternate Host’s name needs to be entered here.
- The email address of the Alternative Host should be entered here.
- Add the items to your cart by clicking the Add button.
- It is possible to invite another Alternative Host at this point (optional).
- If you would like to write a message to send along with your invitation to alternative hosts, please do so.
- Save the file by clicking the Save button.
When you click View Details, you will be able to see who has been assigned a ticket for a specific role.
A confirmation email will be sent to the Panelists and alternative host once your event has been published.
Tickets for Attendees
Configure the registration settings according to your needs
To create a registration questionnaire that registrants will have to complete during the registration process, click on the Customize Registration Settings button and select the details you would like registrants to include during the registration process.
Note: It is possible for an event creator to edit, add, or delete registration questions once an event has been published.
- Privacy Policy tab: The Privacy Policy Link field allows you to add the link to your organization’s Privacy Policy; the link will appear when users register for the conference and it will allow them to view it.
- Note: There will be a problem if you do not provide the link to the Privacy Policy that your organization has if you do not provide the link to the Registrant’s Details and Custom Questions tabs.
- Registrant’s Details tab: If the registrant is required to provide the detail(s) you choose as part of the registration process, then check the box next to the field(s) you select as part of the registration process; if the registrant is required to provide the details you select, then check the box next to the Required column. Select all the boxes under their respective columns under the Field and/or Requirement box at the top of the window by checking the box next to each.
- On the Custom Questions tab, you will find the following options: You can add more questions to your survey by clicking + New Question. Different types of questions can be used to obtain feedback on what matters to you the most.
- You can save your settings by clicking the Save All button.
Attendee tickets can be added by following these steps:
- It is located in the section titled Tickets for Registration (paid) or Free Tickets (free) and it can be found here:
- When purchasing a series event ticket, you will have the option of selecting either of the following:
- You can add a Drop-In Ticket to your event so that attendees can opt to attend on a day of their choosing.
- It is possible to add an Entire-Series Ticket to your account allowing attendees to join the entire series of events.
- There is the possibility of adding both drop-in and whole-series tickets to your event if you wish.
- When purchasing a series event ticket, you will have the option of selecting either of the following:
- When creating a ticket for a paid event, you have the option to select whether the ticket will be free or a paid ticket at the top of the box.
- The price per ticket for the event if it is a paid event can be entered under Price per Ticket if it is an optional field.
- You can set the number of tickets available for each event by selecting the Ticket Quantity for Each Event option.
Notes:- As long as you do not exceed the Event Capacity – 1 (for example, if your capacity is 1000, you will be allowed to sell 999 tickets).
- Despite the fact that a ticket has already been sold, it is still possible to change the quantity and list of guests.
- If you want to enter a ticket name (for instance, an early bird, an all-access ticket, etc. ), you should enter it.
- The (+Add Description) option allows you to add a description for the type of ticket or a message for the attendees, depending on the type of ticket.
- In the Registration/Sale Starts section, you can specify the date and time on which the tickets will be available for sale beginning on the registration or sale date.
Notes:- As a result of the payment provider requirements of the OnZoom host account, attendees who pay for tickets are limited in their ability to register. As for the payment provider (Stripe or PayPal), the availability of the paid ticket registration will depend on the requirements of that provider.
- As soon as the paid event page is live, attendees will be able to view the registration open date and decide if they would like to be notified by email when their registration is open to complete the registration process.
- (Optional) Click the Customize… button at the bottom of the page and you will be able to set the time and date when the sale of tickets will take place. By clicking on the Default button, you will be able to set all of the Registration/Sale Ends time to be the same in each of these occurrences.
- The invite attendees toggle can be toggled on or off by clicking the toggle for On or off by clicking the toggle for Off.
Note: There is a limit of one registration per designated user and it is not possible for designated users to register on behalf of other designated users. - The registration process for your event can be managed in the following ways:
- Invite attendees by email addresses: There will be an email invitation sent to the email addresses you add. In the Invited Users field, you can either manually enter the email addresses of the invited users or import them from a CSV file. The Attendee will be required to sign up for a Zoom account (with their email address that you added/imported) before they can register for your event if the email address you added or imported is not associated with a Zoom account, in which case the Attendee will be required to register for a Zoom account (with their email address that you added/imported).
- Note: This ticket type can only be viewed and registered for by users who have been added to the guest list.
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- Here are a few steps that will guide you through the process of adding guests to your event’s guest list via email:
- It is possible to invite participants by email address by ticking the box in the Participants can be invited by email address section.
- Adding a new user is as easy as clicking the + button.
A pop-up window will appear asking you to add users to your guest list. - When the pop-up window appears, select Enter email addresses from the list of options.
- Enter the email addresses of the users you would like to invite in the Invited Users box.
- Please click on the Save button at the bottom of the page.
- It is possible to add more users via email by clicking on the Add button (optional).
- Using this option, you will be able to view your guest list, search for guests, or delete emails from your guest list.
- Adding multiple users’ email addresses to the guest list of your event is as simple as following these steps:
- If the email address option is selected, the attendees will be notified via email.
- You can add users by clicking the + Add users button.
A pop-up window will appear asking you to add users to the guest list. - Select Import email addresses from a CSV file in the pop-up window that appears.
- You will be able to import your data once you click Import.
- When you have located and selected the CSV file you wish to import, click on the Open button to begin the import.
- In order to add the CSV file to the list, click Add once the file has been imported.
- Save the file by clicking on the Save button.
- Here are a few steps that will guide you through the process of adding guests to your event’s guest list via email:
- Invite members of specified company domains:
- If you specify a domain on the Event Details page, only members of that domain will be able to register for events. To make sure users can register on the specified domains, you will need to enter the specified domains. In the case of using multiple domains, a comma should be added between each domain to separate them.
- A private event’s guest list can be customized in such a way that all users from a specified @domain can be added to it:
- You can select the check box that says Invite members from specific domains of your company.
- It is possible to enter more than one valid domain at the same time.
Note: As an example, if you want to invite all the employees of ABC company (who all have the email address name@abc.co), then you can add abc.co as the domain. - Please click on the Save button to save your changes.
- A private event’s guest list can be customized in such a way that all users from a specified @domain can be added to it:
- Invite members of my Zoom account: You will be able to send an invitation via email to the members of your Zoom account. In order for your event to be registered for, only those users who belong to your account will be able to do so.
- Save the changes by clicking the Save button.
Once you have clicked the Save button, you will see the following:- As soon as your event has been published, an email invitation will be sent to the e-mail addresses of the people who have been invited.
- As soon as you publish your event, the invitation for the event will be emailed to the invitees, even if the event has not been published yet.
- You can add more types of tickets to your account by clicking + Add Ticket (Optional).
- Please enter a message in the space provided for your registrants to receive a confirmation email.
- The cancellation policy for this event should be set if it is a paid event. You can set your own policies regarding cancellations in your account’s Cancellation Policy section, which will be used by default.
- You have the option to publish your event or save it as a draft, which will allow you to publish the event or save it as a draft.
Note: You may publish an event only for the purpose of seeing a preview of the listing and registering for the event is not yet available for public viewing but you would like to see a preview of the listing: -
- You will be redirected back to the section where you can customize the event.
- Select the Exclude from Directory and Search option under Event discoverability and registration access for Private Events Restricted to Invitees Only on the Guest List under Event discoverability and registration access.
- Click on the Publish button in the Tickets section at the bottom of the page.
How to add tickets to a sold-out event series
There are two ways in which you can increase your event’s ticket availability after you have already created it, namely adding an additional ticket and deleting the old ticket.
A series of events that has sold out can be expanded by adding additional tickets:
- Join OnZoom by logging into your account.
- Click the Manage button in the top-right corner of the screen.
- Select Events from the navigation menu at the top of the page.
- Select the Upcoming tab on the left-hand side of the screen.
- When you are viewing an upcoming event, click the ellipses to the right of the event.
- Select Edit Event from the drop-down menu.
- Go to the Tickets section of the website.
- It is possible to add tickets to one-time events, add drop-in tickets to series events, or add full series tickets to series events by clicking the following button.
- Please enter the required information regarding the series ticket you are purchasing.
- Save your changes by clicking the Save Changes button.
Frequently Asked Questions
How do you make an event on OnZoom?
- Zoom Events can be accessed by signing in.
- Click the Create button.
- Choose an event.
- To assign the event to a hub, click the dropdown menu under Create Event for.
- You can also convert existing Zoom Meetings or Webinars into Zoom Events.
How do I create a Zoom Webinar Series?
- Visit the Zoom website and sign in.
- Click on Webinars.
- At the top of the page, click the Schedule A Webinar button.
- Optionally, enter a description of the webinar topic.
- Decide when the first webinar will occur, what the duration will be, and what timezone it will be in.
How do you make Zoom events fun?
- Rock, paper, scissors. …
- Contest for background designs. …
- (Hosted) Online Office Games…
- The unbirthday. …
- We’re just having a damn good time (hosted)…
- Every week, a frame. …
- Games for whiteboards. …
- Time for a snack.
How do I create a private Zoom event?
- Zoom Events must be logged in.
- Click the Create button.
- Choose an event.
- Edit an existing event or create a new one. …
- Click Save & Continue after completing the Event Card section.
- Click Save & Continue after completing the Event Profile section.
How do I enable public events in Zoom?
- Access Zoom’s web portal by signing in.
- Navigate to the Settings section of the navigation panel.
- Navigate to the Meetings tab.
- Make sure List events on the Public Event List is enabled under In Meeting (Advanced).
- Click the toggle to enable the setting if it is disabled.
How do you charge for a zoom event?
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