Hosting OnZoom private events

This post was most recently updated on July 23rd, 2022

A private OnZoom event can only be viewed and registered for by users who have been given the private event’s link. If you want to narrow down the audience to a specific group and would like to keep your event more secure, then this is useful for you. OnZoom does not list private events in its OnZoom directory or include them in search results for OnZoom users.

Notes:

  • In order to host on Zoom, you need to be a paid, licensed user.
  • This is determined by the host’s Zoom Meetings and Zoom Webinars licensing, which determines the number of tickets he or she can sell. There are optional add-on plans available if you wish to increase the number of tickets you can sell.
  • Even if a single-session event or a series of events has already been published, the host can still make edits to the ticket details of their event after the event has been published. As soon as the quantity, ticket name, description, and registration start and end fields have been edited, these changes will be reflected in future registrations and will affect any future registrations that follow. As well as being able to add or delete guests from the guest list, hosts can also edit the guest list.

In this article, we will cover the following topics:

  • 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
  • The following account types are available to you: Pro, Business, Enterprise, or Education

How to manage event visibility

OnZoom events can be created in three different ways:

  • Public Events: The list of OnZoom events is a public listing of events that can be viewed and accessed by all users through the OnZoom directory and search features. The event page for the event can be viewed and registered for by all OnZoom users.
  • Exclude from Directory and Search: OnZoom does not list events in its directory, and therefore they cannot be found by a search on the site, despite being excluded from it. In order to view the details of a private event and to register for it, only users who have been provided with the link for that event will be able to gain access to it.
  • Private Event Restricted to Invitees on the Guest List Only: Users added to a designated guest list are only able to view and register for events that are visible to the users who are included in that list. Only those users will be able to view the details of the event and register for the event.

It is ideal to market your private events outside of OnZoom if you want to reach a specific audience, like members of a specific email group or those who are part of a certain social campaign, outside of OnZoom.

If you need to share sensitive information with a limited group of users, the private or restricted events are ideal for this, such as a sales kick off or VIP event where sensitive information needs to be shared.

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

Note: It is selected by default that the event is a public event.

In order to create a private event, follow these steps:

  1. To access OnZoom, you will need to sign in.
  2. Click the Create button to begin the process.
  3. You can create an event or edit one that already exists.
    Note: An event that has already received a registration cannot be edited if a registration has already been received for that event.
  4. Click on the Save & Continue button after completing the Event Card section of the form.
  5. Click Save & Continue when you have completed the Event Profile section.
  6. If you want to exclude an event from being discovered and searched, select ‘Exclude from Directory and Search’ under the Event Options section. Please click on Save & Continue to continue the process.
  7. Please complete the section on Tickets as soon as possible.
  8. To publish or save the event as a draft, you need to click on Publish if you want to publish the event.

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

Note: The default setting is for public events to be selected.

The following steps will guide you through creating a restricted and private event:

  1. Log in to OnZoom by entering your username and password.
  2. After clicking Create, you will be taken to the creation page.
  3. The ability to create new events or edit existing events can be found within this section.
    Note: An event that has already received a registration cannot be edited if there has already been a registration for the event.
  4. Click Save and Continue when you are finished completing the Event Card section.
  5. Click Save & Continue when you have completed the Event Profile section of the form.
  6. You can select Private Events Restricted to Invitees on the Guest List Only from the drop down menu under Event Options, in the section discoveredability and registration access of the event.
  7. It is optional to check the I will be sending my own invitations via email box at the bottom of the page.
  8. Please click on the Save & Continue button in order to continue.
  9. The required information can be entered under the Create Ticket section in the Tickets section of the website.
  10. Make sure that the toggle next to Invite Attendees is turned on so that they can be invited.
    Note: Each designated user may only register for one account, and may not register on behalf of another user.
  11. Your event registration process can be managed in the following ways:
    • Invite attendees by email addresses: There will be an email invitation sent to the email addresses that you add. The Invited Users field can be manually entered or a CSV file can be imported if the email addresses are manually entered or imported from a CSV file.
      • The following steps can be taken to add people to the guest list for your event by email:
        1. Make sure the box that says Invite attendees by e-mail addresses is checked.
        2. To add users to your account, click on the + Add a user button.
          There will be a pop-up window that will appear asking you to add users to the guest list.
        3. Select the Enter email addresses option in the pop-up window that appears.
        4. In the Invited Users box, you will need to enter the email addresses of the users who have been invited.
        5. Please click on the Save button to save the changes.
        6. You can also add more users by e-mail by clicking Add (Optional).
        7. If you want, you can view your guest list as well as search for guests or delete their e-mail addresses by clicking View (Optional).
      • It is possible to import multiple users’ email addresses to the guest list of your event in the following way:
        1. Check the box that says Invite attendees by email addresses if you want to invite them by email addresses.
        2. You will be able to add users by clicking the + Add users button.
          There will be a pop-up window appearing that allows you to add users to your guest list.
        3. Click Import email addresses from CSV from the pop-up window that appears.
        4. Once you have clicked on Import, the process will begin.
        5. If you wish to import a CSV file, you need to find the file and select it, then click the Open button.
        6. Click the Add button after you have imported the CSV file into the system.
        7. Save the file by clicking on the Save button.
    • Invite members of specified company domains: On the event details page, you will be able to register members of the domains that you specify for registration to events. You will be able to allow users to register on the specified domains once you enter the domain name. A comma should be added between domains if you are using more than one domain.
      • A particular @domain can be added to the guest list of a private event in order to include all users from that domain:
        1. If you want to invite members of certain company domains, you must select the box next to the check box.
        2. It is possible to enter multiple valid domains if you have a valid domain that you want to use.
          Note: When inviting all members of a company such as ABC (with members having email addresses such as name@abc.co), you would type abc.co in the domain field.
        3. Save the file by clicking on the Save button.
    • My Zoom account has been invited to the following members : An email invitation will be sent to each member of your Zoom account so that they can join. Those users who have an account with yours will be able to register for your event only if they belong to your account.
  12. Save the file by clicking on the Save button.
  13. If you wish to add additional ticket types, click on + Add Ticket (Optional).
  14. (Optional) For the confirmation email you will send to your registrants, you can enter a message.
  15. It is important to set the policy for ticket cancellations if this is a paid event. As a default, it will use the Cancellation Policy that you have set in your account’s section for cancelling tickets by default.
  16. When you click Publish, the event will be published to the event page, or you can click Save if you just want to save it as a draft.
    Note: You can make a preview of your event listing if you want to see how it will look when the public sees it and you are not yet ready to allow people to register for your event and view it:
    1. It is now time to go back to the section where you can select the event options.
    2. If you would like to exclude an event from the event directory and search or to restrict access to attendees on the guest list only, select Exclude from Directory and Search under Event Discoverability and Registration Access.
    3. Publish the tickets by returning to the Tickets section and clicking on the Publish button.
  17. The event can be published by clicking Publish, or the event can be saved as a draft by clicking Save.