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Using the Zoom Events Unlimited plan

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The Zoom Events Unlimited plan is structured to prioritize collaborative, event-building work among all of the event organizers. Each Zoom Events Unlimited plan includes a seat for the hub owner—who is also the license owner—hub host seats, and co-editors.

Zoom Events Unlimited plan holders can run only one live event at a time per hub; concurrent live events cannot be run because each hub is limited to running one live event at a time only.

An event's maximum attendance capacity is defined by the hub owner’s license type. For example, a Zoom Events 1000 Unlimited plan could have up to 1,000 event attendees in a webinar or meeting session. Alternatively, there could be 500 attendees in a webinar and 500 attendees within a meeting taking place at the same time (within the same event), or any other combination. Once an event reaches its maximum capacity, extra capacity cannot be added and the event will not permit additional attendees to join. Attendance for single-session, multi-session, and series-event types is measured by the number of unique attendees that join an event or event lobby

Notes:

  • Attendee overages are possible under the Zoom Pay-Per-Attendee plan type. If the cumulative number of attendees at an account's event(s) exceeds the number of attendee credits purchased under the Pay-Per-Attendee plan, the account will be charged an overage fee per each additional attendee.
  • Zoom Events Unlimited plan holders can concurrently hold a Zoom Pay-Per-Attendee plan.
  • If the account admin needs to downgrade or upgrade the license(s), they can downgrade/upgrade the specific license(s) of the user and know which hub and events that are associated with the license will be impacted. All license transfers follow the existing process; the assets belonging to the license (hub) will transfer to the next hub owner. Additionally, the events metering is still tied to each hub.

This article covers:

Prerequisites for using a Zoom Events SaaS license

  • Zoom desktop client for Windows, macOS, or Linux: Global minimum version or higher
  • Zoom mobile app for Android or iOS: Global minimum version or higher
  • Pro, Business, Enterprise, or Education account
  • Zoom Events license
  • Account owner, account admin, or hub owner

How events are metered on Zoom Events Unlimited plans

For Zoom Events Unlimited plans, single-session, and multi-session event attendance is measured (i.e., "metered") by the number of unique attendees who enter an event. At this time, series-event capacity is measured by the number of unique tickets that are issued for the event.

A unique attendee is identified by their unique email address; attendees and special role users are both considered unique attendees and so are both counted for metering purposes.

A unique attendee counts towards an event’s metering:

  • Whenever a unique attendee joins an event at any point during the event cycle (before or during an event, and post-event to view recordings), joining either the lobby or session
  • When a unique attendee joins the event lobby

For example, a unique attendee that enters the event lobby before the event starts to build their itinerary, joins the event to view live sessions, and returns after the event for post-event recording access is counted only once.

Manage no-shows for your event

Zoom Events will allow hosts to oversell on free events (not available on paid events). Hosts will be able to register more than their expected attendance in anticipation of potential no-shows. Hosts are responsible for determining an appropriate oversell amount. If the license attendance rate is exceeded, additional unique attendees will not be able to join the event.

How to understand Zoom Events Unlimited legacy licensing

Legacy license customers can edit published free events, and sell more ticket numbers than their legacy Zoom Events license’s capacity.

Account admins can upgrade the existing legacy license to a new Zoom Events Unlimited license with a larger capacity. If the license has published free events whose registered tickets are greater than the new capacity, the upgrade is allowed. The published free event’s actual attendee cap is the upgraded limit.

For Zoom Events Unlimited licenses, account admins can do the following immediate actions if the license’s hub only has upcoming free events:

  • Assign the upgraded license to the same license holder.
  • Remove the cap of attendee numbers to align with upgraded attendees.

For Zoom Events Unlimited licenses, if the license’s hub only has upcoming paid events, account admins can assign the upgraded license to the same license holder, and the ticket cap and the attendee cap will take effect immediately.

How to create your hub

If you are a new Zoom Events user, a new hub is created for you automatically when you sign in to Zoom Events for the first time. Your hub is where you can invite anyone on the account as a host, plan events (with other hub users), and organize all the events and recordings in one place. You can change the name of this hub on the Profile page.

If you are an existing Zoom Events user and have a Zoom Events Pay-Per-Attendee plan, you will have the option to create other hubs.

  1. Sign in to Zoom Events.
  2. Enter the name of your hub.
  3. Click the Create Hub button.

Add event organizers to your hub

Hub owners can designate hub hosts and co-editors to help manage an event. Hub hosts must be users on the same account as the hub owner. Co-editors may or may not be users on the same account.

Learn more about adding hub hosts to your hub.

Remove hub hosts from your hub

Only the hub owner can remove users from the hub. Hub owners can remove hub hosts at any time.

All events that the removed host has published to the hub will remain in the hub. The remaining hub owner and hosts can edit and manage those events.

Learn more about removing hub hosts from your hub.

How to understand the event concurrency rule for Zoom Events Unlimited hubs

The event concurrency rule for Zoom Events Unlimited hubs allows only one concurrent event at one time. Sessions can only be hosted when their time is scheduled within the event timeframe, and hosts must make those sessions invisible on attendee-facing pages (i.e., registration page and lobby). Hosts will receive messages in the Zoom Events platform if sessions are out of the event timeframe. For Unlimited license hubs, concurrency rules on Zoom Events are based on reserving event timeframes:

  • For single-session events, this is the reserved event time slot (session and event timeframe are the same).
  • For recurring sessions events, this is each reserved occurrence for the event.
  • For multiple session events, this is for the defined event timeframe of the event, not when the sessions are scheduled.
  • For all events, a session can be successfully hosted when its time is included in the event timeframe.

How to manage organizer seats in your hub

Increase maximum number of organizer seats

As hub owner, if your account admin or account owner has purchased extra host and/or co-editor seats, you will be able to increase the maximum number of hub hosts and/or co-editors that can be added to your hub. Contact your account owner/admin to purchase additional seats for your hub.

Note: Licensed users can be added as hosts without occupying the hub host's seats. 

  1. Sign in to Zoom Events.
  2. In the left navigation menu, click the hub dropdown menu and select the hub you want to manage.
  3. In the navigation menu, click Settings, then click Hub Options.
  4. To the right of Max number of hosts for this hub, use the up arrow to increase the maximum number of hub hosts allowed for your hub.
  5. To the right of Max number of co-editors for this hub, use the up arrow to increase the maximum number of co-editors allowed for your hub.
  6. Click Save.

After increasing the maximum number of organizer seats allotted to your hub:

  • Access the Team tab to add up to as many hub hosts to fill the additional seats that are now allotted to your hub.
  • Open an event draft or published event to add up to as many co-editors to fill the additional seats that are now allotted to your event.

How to view available hub seat count

To view how many seats are available for your hub:

  1. Sign in to Zoom Events.
  2. In the left navigation menu, click the hub dropdown menu and select the hub you want to manage.
  3. In the navigation menu, click Settings, then click Hub Options.
  4. Under Organizer Seats, view the numbers for Max number of hosts for this hub and the Max number of co-editors per each event.

How to return to default seat count

If your account owner and/or account admin cancels the additional organizer seats made available to your hub, you can:

  • Continue to use the additional seats that were added previously, or
  • Revert to the default number of host seats and co-editor seats included with your plan. This may require you to remove extra organizer roles.
    • Zoom Events Unlimited 100: 2 hosts (1 hub owner + 1 unlicensed hub host) and 1 co-editor
    • Zoom Events Unlimited 500/1,000/3,000/5,000+: 5 hosts (1 hub owner + 4 unlicensed hub hosts) and 3 co-editors

To return to the default seat count:

  1. Sign in to Zoom Events.
  2. In the left navigation menu, click the hub dropdown menu and select the hub you want to manage.
  3. In the navigation menu, click Settings, then click Hub Options.
  4. Under Organizer Seats:
    • To the right of Max number of hosts for this hub, click the 5 (default) radio button.
    • To the right of Max number of co-editors per each event, click the 2 (default) radio button.
  5. Click the Continue button.

How to use multiple Zoom Events Unlimited licenses

When the same user is assigned multiple Zoom Events Unlimited and/or Zoom Sessions Unlimited licenses, the user becomes the hub owner of multiple, different hubs. This user will receive an email notification that details the newly assigned licenses.

When the user onboards with Zoom Events, they will see multiple Unlimited licenses assigned to them. Then, they must choose multiple hubs (existing or new) to be the new hubs to match to licenses assigned to them; the hub owner will see the prompt to choose the multiple hubs (existing or new) to match the license types. The hub owner must complete the onboarding journey to set up each hub accordingly.

For re-activated hubs, if the Unlimited license capacity is the same or higher (e.g. previously, the user had the Zoom Events 500 license but now has Zoom Events and/or Zoom Sessions 500 or higher), the user can keep the same number of event organizers. When a user is assigned multiple licenses and has multiple inactive hubs, they can have unlimited host seats for licensed holders per hub and up to 5 unlicensed hosts per hub. The hub owner can view users who are licensed and unlicensed. The hub owner will also receive messages that inform them on how many free account users and paid license holders are allowed as hub hosts.

First-time user experience with multiple Unlimited licenses

First-time user with a single license

When a new hub owner signs in to Zoom Events, they will see a welcome message that informs them about the new license(s) they’ve been assigned. For new Unlimited hub owners, a hub is automatically created and the hub owner is defaulted to the hub on Zoom Events. This applies to both the Unlimited and Pay Per Attendee (PPA) licenses.

First-time user with multiple Unlimited licenses

Hubs will be automatically created for first-time users with multiple Unlimited licenses. The hub owner can choose which hub to start with first. When a first-time user with multiple Unlimited licenses signs in to Zoom Events, they will land on the first default hub. The hubs are listed in numerical order (i.e. Hub 1, Hub 2, Hub 3, Hub 4, Hub 5). A tooltip will appear and inform the new hub owner about their new hubs. Additionally, they will see a tooltip pointing at the hub selector dropdown menu, informing them that they have new hub(s) because of their new assigned license(s). Clicking View New Hubs on the tooltip will open the hub selector dropdown menu where the user can see all newly created hubs.

Returning user experience with multiple Unlimited licenses

When the returning hub owner signs in to Zoom Events, they will land on the first default hub. The hubs are listed in numerical order (i.e. Hub 1, Hub 2, Hub 3, Hub 4, Hub 5). A tooltip will appear, pointing at the hub selector dropdown menu, informing the hub owner that they have new hub(s) because of their new assigned license(s). Clicking View New Hubs on the tooltip will open the hub selector dropdown menu where the user can see all newly created hubs.

Note: Unlimited licensed hubs are automatically created. The user must create hubs if they have Pay Per Attendee licenses.

Create a new hub or convert an inactive hub 

When a user is assigned a new license, and the system detects that they have inactive hubs, they will be notified that they can convert an inactive hub to an active hub or create a new hub.

  1. Sign in to Zoom Events.
    A welcome screen will appear and inform you about the new Unlimited licenses you've been assigned. The welcome screen will include details about each Unlimited license:
    • License name and license type
    • Number of licenses assigned
    • License capacity
    • Number of hosts
    • Number of co-editors
    • Number of inactive hubs that qualify to be claimed for the license
  2. On the welcome screen, click Get Started. 
    You will be prompted to either claim an existing inactive hub (convert one of the hubs to an active hub), or create a new hub for each Unlimited license.
  3. Set up your hub for each license in the following ways:
    • Reactivate an inactive hub (convert an inactive hub to an active hub):
      1. On the hub setup page for the license, select an inactive hub that you want to use for the license, then click Continue.
      2. Select the hub hosts to keep on the hub, then click Continue.
        Note: The number of hosts depends on the Unlimited license type.
        A pop-up window will appear, informing you that once reactivation is complete, you can create events on this hub.
      3. In the pop-up window, click Reactivate Hub.
        A confirmation window will appear.
      4. In the confirmation window, click Next. 
    • Create a new hub:
      1. On the hub setup page for the license, click Create a new hub.
      2. Enter a name for your hub.
      3. Click Create Your Hub.
        A confirmation window will appear.
  4. After receiving confirmation that your hub has been created or reactivated, click Let's Go.

Once you complete claiming/creating a hub for each license, you will land on the Zoom Events screen.

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