Managing single-session Event Configuration

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The Event Configuration tab is where you can add the fundamental and descriptive details of the event. The required fields on this page must be completed to save the event as a draft.

Additionally, Zoom Sessions event organizers can view, filter, sort, and search through their event’s change history. An event’s change history keeps track of updates and edits in the event workflow, making it easier for hosts to review and manage their event’s edits. Hosts can sort and filter the change history by date/time, date range, editor name, and step name.

Learn more about creating a single-session event.

Note: Some fields in the Event Configuration tab will already be pre-populated from the Create Event card, which you will see and complete first after clicking the Create Event button.

This article covers:

Prerequisites for managing the Zoom Sessions Event Configuration tab

How to access the single-session Event Configuration tab

  1. Create a Zoom Sessions event or edit an upcoming event to access event setup.
  2. In the navigation menu, click Event Configuration.

How to manage the single-session Configuration tab

  1. Access the Event Configuration tab.
  2. Click the Configuration tab.
  3. Add the configuration details about your event in the following fields:
    • Create an Event for: Use the dropdown menu to select the hub the event will belong to.
    • Manage the Event Capacity, allow overselling, and view your event performance.
    • Event Name: Name of the event.
    • What kind of attendee experience do you want?: Select from the following options:
      : Changing this may impact other parts of the event configuration. Review your existing sessions and tickets to make sure they meet your event criteria. Attendance type for issued tickets will not be changed, you may need to cancel those tickets and issue new tickets with the correct attendance type.
      • Virtual: The event will only be online.
      • Hybrid: The event will be online and in-person.
        • Click Edit Location, then enter the venue name and address information.
      • In-Person: The event will only be in-person.
        • Click Edit Location, then enter the venue name and address information.
    • Session Starts: Select the date and time of your event.
    • Duration: Select how long your session will last.
    • Time Zone: Use the dropdown menu to select your time zone.
    • Hosted By: Enter the name or email address of the event organizer.
      Note: This name will be displayed to attendees as the event organizer.
    • Contact Email: Enter the email address that attendees can use to contact you. Zoom will continue to contact you through the email address associated with your Zoom account.
      1. (Optional) To change the listed contact email address, click Change.
        A pop-up window will appear.
      2. In the pop-up window, enter the new contact email address that will be listed.
      3. Click Send Code.
      4. Check the inbox of the new email address you are changing to for the verification code.
        Note: The verification code must be used before the time expires.
      5. In the pop-up window, enter the verification code.
      6. Click Verify.
      7. Click Done.
    • Company Logo: The logo that will be used on event-related pages as a brand identity for participants.
      Note: The maximum height of the image is 56 pixels. The image file format is only JPG/JPEG/PNG up to 2MB.
      • To add a logo for event-related pages as a brand identity:
        1. Click the upload button  to upload a logo.
        2. Select an image, then click Open.
          Note: The recommended image height is 56 pixels. Use JPG/JPEG/PNG files only, and the maximum image size is 2MB.
        3. (Optional) Adjust the dimensions of the image.
        4. Click Save.
        5. (Optional) After uploading a company logo, hover your mouse over the logo image and click the pencil icon  to select another image.
        6. (Optional) After uploading a company logo, hover your mouse over the logo image and click the trash icon  to remove the image.
    • Main Event Masthead: Hover your mouse over the masthead image and click the pencil icon  to upload an image. Click the trash button  to delete the image.
    • Additional Video: This video will be displayed on your event landing page. Click the upload button + to upload a video to be displayed on your event landing page.
      Note: The maximum video length is 60 seconds. The maximum video size is 50MB, MP4 files only.
    • Manage Notifications: Click the Attach ICS event reminder to order confirmation, invitation, and reminder emails toggle to enable or disable it. When enabled, single session events will include an ICS file attachment and 4 calendar download links: iCal, Google, Outlook, and Yahoo calendars.
    • Hide "Free" label from Zoom Event screens: Click the toggle to enable or disable this setting. When enabled, the Free label is removed from all Zoom Events screens. The Free label is shown by default if the event is not paid or if a ticket does not have a set price.
      Note: This setting is disabled by default for every new event.
  4. Click Save.

Manage event capacity

Overselling is allowed when creating free events, and event organizers will see a notice with a toggle to allow overselling for each session. Controlling overselling numbers allows event organizers to control their oversell ratio, and their budget/spend amount for an event’s capacity.

  1. Access the Event Configuration tab.
  2. Click the Configuration tab.
  3. (Optional) Edit the number of attendees who can join the event to reduce the maximum number of attendees.
  4. (Optional) Click the Allow Oversell toggle to enable or disable it.
    When enabled, this allows more than your capacity to register for each session. Some organizers do this to account for no-shows on the day of the session. If you choose to oversell each session, some registrants may be prevented from joining if the session is full.
  5. Under Registration Limit, enter the registration limit for your event. You can also use the up arrow and down arrow buttons to set the limit. When you're finished setting the registration limit, click Save.
  6. (Optional) Click Customize a message for attendees that join after the session is full to create a customized message, then click Save.
    A panel will appear where you can customize your message.
    1. In the panel's text box, enter a message.
    2. Click Save.
  7. (Optional) Select the Email me when the event has reached the registration capacity checkbox to receive a notification email.
  8. (Optional) Click View Event Performance to view your event's overall progress.
    You will be directed to the host Overview tab.

Add custom alternative text

This description will make it easier for everyone to access and understand the images uploaded.

  1. Access the Event Configuration tab.
  2. Click the Configuration tab.
  3. Under Company Logo and/or Main Event Image, click Add description.
  4. In the Image description box, add a description of your image.
  5. Click Save.

How to manage the Terminology tab

Note: Changing terms is optional.

Customize the terms used throughout the event to suit your brand and which also speak to your audience. These terms will be visible on your event web pages, emails, and communications to attendees.

You can customize the singular and plural versions of the existing event terms used for:

  • Ticket: Add different ticket types with different features and set dates for when registration will open and close.
  • Speakers: Add speaker information (that speakers can edit) for attendees to view.

Note: When changing terms, it is recommended to change the singular and plural forms to keep the terms consistent throughout the event.

Customize a term

  1. Access the Event Configuration tab in the event creation flow.
  2. Click the Terminology tab.
  3. In the Terminology tab, click the field to be customized.
  4. In the Singular field, enter the new term to be used.
  5. (Optional) In the Plural field, enter the new term to be used.
  6. (Optional) Repeat to customize another term.
  7. Click Save.

How to manage the Change History tab

View Change History information

The Change History page displays the following information:

  • Editor: This displays the username or email address of the editor.
  • Time: This displays the date and time when the change was made.
  • Step: This displays the event workflow step where the change was made.
  • Changes: This displays the change action that the editor made.

Sort the Change History tab

Sort change history by event setup step

  1. At the top-left corner of the page, click the All Steps dropdown menu.
  2. Select the event workflow step that you want to sort the change history.

All the changes made from the selected workflow step will be displayed.

Sort change history by date range

  1. At the top of the Change History page:
    • Click the Start date or End date box to enter a date range for which you want to see the edits made, or
    • Use the dropdown calendar to select the date range
  2. (Optional) Hover your mouse over the calendar icon and click the X button to clear the date range.

All changes that were made within the selected change history’s date range will be displayed.

Sort change history by date and time

By the Time heading, you can sort change history by date and time:

  • Click the up arrow  to sort in ascending order.
  • Click the down arrow  to sort in descending order.

Search change history by editor name

  1. Click the Search by editor search box.
  2. Enter an editor’s username or email address.
    Note: The search is also a fuzzy search, which matches an entered term closely instead of exactly. You can search by a partial username or email address. Additionally, if you enter a few letters of a username or email, you can view all results that include those letters.

All results that include the editor’s username or email will be displayed.

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