Creating an OnZoom event series

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Hosts can schedule events with multiple occurrences so that each occurrence has the same settings and information. These meetings can be scheduled in daily, weekly, and monthly increments.

With an event series, Attendees can register or purchase tickets for the entire series. Hosts can also create drop-in tickets that allow Attendees to register or purchase tickets for specific dates in the series.

For instructions for scheduling one-time events, see one-time event creation instructions for more information. 

This article covers:

Prerequisites for creating an OnZoom event series

  • Pro, Business, Enterprise, or Education account
  • PayPal Business account
  • Zoom desktop client
    • Windows: 5.6.3 or higher
    • macOS: 5.6.3 or higher

How to create an event series

Complete the Event Card section

To enter information and complete the Event Card section:

  1. Sign in to OnZoom.
  2. Click Create.
  3. (Optional) Click Convert an Existing Zoom Meeting / Webinar to an OnZoom Event.
  4. Enter the basic information for the event:
    • Event Name: Enter the name of the event.
    • Short Description: Enter a description of your event using 140 characters or less.
    • Category: Select the category for your event.
      Note: If you select the Education and Family category, the Event intended for parents with their children option will appear. If you select this option, you will have to agree to the Host's Code of Conduct to proceed. Anyone who joins a family-oriented event will have to agree to the Attendee's Host of Conduct.
    • (Optional) Click Add Tags to add your own tags for tracking.
  5. Under Select the event type you want to create, select Webinar or Meeting.
  6. Under Select if this is a Free or Paid event, select Free or Paid.
  7. Under Date and Time:
    1. Select Series.
    2. Set the Start Time of the event.
    3. Set the Duration of the event.
    4. Select the Time Zone for the event by clicking the down arrow down-arrow-button.png.
      Note: By default, the time zone set in your Zoom profile will be used.
  8. Click Save & Continue.

Complete the Event Profile section

In the Event Profile section, you can add images, video links, and a description of your event.

To enter information and complete the Event Profile section:

  1. Under Cover Image, click Add Cover to upload a mandatory cover image for your event.
    Note: Event creators can manually resize all uploaded images to fit into the image window as well as search for an image to upload. Additionally, resizing images is possible after image uploads.
  2. (Optional) Under Additional Video/Image, click the + icon to upload up to two more images to the event profile.
  3. (Optional) Under YouTube Link, enter the URL of a YouTube video you want to add to the event page.
  4. (Optional) Under About Event, enter any additional details about the event.
  5. Under Contact Info, enter the contact name that will be displayed on the event page.
    Note: By default, your display name on your Zoom profile page will be used.
  6. (Optional) Under the Fundraiser section, click the toggle switch to enable to On on-toggle-button.png to raise funds for a nonprofit 501(c)(3) organization in the event.
    • If you know the name of the nonprofit you want to donate to:
      1. Type in the name of the nonprofit you want donations to go to in the search box, then click the name of the nonprofit to select.
      2. (Optional) Click Edit to search for and add another nonprofit.
      3. Click Save.
      4. (Optional) Click Set Fundraiser Goal to set the fundraising goal.
    • If you need help selecting which nonprofits to donate to:
      1. Click the Search for a nonprofit search bar.
      2. Click Get Inspired.
      3. Click the Choose a cause box and select a category from the dropdown menu.
      4. Click the Choose an organization box and select a nonprofit organization.
      5. Click Add Nonprofit.
      6. (Optional) Repeat these steps to add another nonprofit.
      7. Click Save.
      8. (Optional) Click Set Fundraiser Goal to set the fundraising goal.
  7. Click Save & Continue.

Complete the Event Options section

To enter information and complete the Event Options section:

  1. Under Event discoverability and registration access, select the level of visibility you want for the event:
    • Public Event: Accessible to view and register to all users, listed for discovery in the OnZoom Directory.
    • Exclude From Directory and Search: Excluded from the OnZoom directory but accessible for users with the event link to view and register
    • Private Event Restricted to Invitees on the Guest List Only: Only users you designate can view and register for this event.
      • (Optional) Check I will send my own email invitations if you do not want OnZoom to send email invitations to the users on the guest list.
  2. Under Advanced Options, click the toggle to On (enable) or Off (disable) for the event's advanced options:
    Note: The default settings are set to the highest level of security to help prevent disruptions to your event.
    • Joining the Event
      • For Webinar events:
        • Enable Q&A session: By enabling, the Host (and Alternative Host, if applicable) can interact with Attendees in a Q&A session
      • For Meeting events:
        • Attendee can join event 15 min before event starts: By enabling, Attendees can join the event before you start the event.
        • Waiting Room: By enabling, you will need to manually admit Attendees from the Waiting Room.
    • Event Security
      • Attendees can change screen names: By enabling, Attendees will be able to change their display name during your event.
      • Attendees can share their screens: By enabling, Attendees will be able to share their screen during your event at their discretion.
      • Attendees can unmute themselves: By enabling, Attendees will be able to unmute themselves during your Meeting event at their discretion.
    • Cloud Recording Settings and Access Permissions
      Notes:
        • Only the activity in the main room of your event is recorded. Activity in breakout rooms within the event are not recorded.
        • Recording meetings locally is currently not supported.
      • Enable cloud recording: When enabled, you will be able to record the OnZoom event series. The record button will appear in the event controls and you will have to start the recording manually. All participants' with their video and audio enabled—including the Host's—will be recorded.
        Note: This feature must be enabled before the other Cloud Recording Settings and Access Permissions features can be enabled.
        • When you click the Enable cloud recording toggle to enable it, Hosts can select one of two display options for recorded sessions:
          • Active Speaker with shared screen (auto-selected by default): If you are in active speaker view, the recording will only display the video of the active speaker.
          • Gallery view with shared screen: Gallery view lets you see thumbnail displays of participants, in a grid pattern, which expands and contracts as participants join and leave the meeting. The active speaker is relocated to the current page you are viewing and is highlighted, making it easier to recognize who is speaking.
        • Click Advanced cloud recording settings to select more recording settings from your account in the Zoom web portal.
      • Automatically record at start time: When enabled, recording of the event will start automatically when the event starts.
      • Include complimentary access to this event's cloud recording with registration: By enabling, the recording will start automatically when the event starts. All participants' with their video and audio enabled—including the Host's—will be recorded. Once the recording of the event is made available, registrants of your event will be able to access and view the cloud recording for 7 days. Once an OnZoom Attendee has registered for the event, they will be able to view the recording from their Ticket Dashboard, the Event Details page, and the Host Profile page.
      • Notify attendees when recordings are available: By enabling, attendees will be notified when they can view the recordings.
    • Live streaming
      • Allow webinar to be livestreamed to 3rd party platform: Enabling this feature adds the livestream button to your in-event controls. Attendees will be required to agree to be livestreamed in order to attend the event, which may affect ticket sales. Activating this feature enables the livestreaming function only. Livestreaming of the event does not automatically start; you will need to manually start the livestreaming of your event.
        Note: Hosts can change live streaming and recording enablement settings after a ticket has been sold for pending events that have not taken place yet.
    • Manage Notifications
      • Turn on the following event notifications and emails: When this is enabled, all the following event notifications will be automatically enabled. When this is disabled, you will need to manually enable all the following event notifications:
        • Invitation to be an Alternative Host
        • Invitation for Attendees
        • Panelist Ticket
        • Panelist Ticket is no Longer Active
        • Event Reminder
  3. Click Save & Continue.

Complete the Tickets section

Notes:

  • Only Webinar events have both the Panelist Ticket and Alternative Host Ticket boxes.
  • After a single-session event/series event is published, the Host can edit their event’s ticket details even if it already has registrants. The Quantity, Ticket Name, Description, Registration Starts/Ends fields are editable and will apply to future registration after they are updated. Additionally, Hosts can add to or delete the guest list.

Reserved Tickets

The tickets that were assigned to each role as you created the conference will be displayed under this section. These are reserved tickets for the special roles Alternative Hosts and Panelists. As long as the user has an Alternative Host or Panelist role, this user will receive a special role ticket. This ticket has access to all sessions.

Alternative Hosts can start the meeting on the Host's behalf. Panelists have video, chat, and screen-share permissions. 

Under Reserved Tickets, to reserve tickets for special roles:

  1. (Optional) To the right of the Panelist Ticket box, click + Add.
    • To add a Panelist by email:
      1. Enter the Panelist's Name.
      2. Enter the Panelist's Email Address.
      3. Click Add.
      4. (Optional) Repeat to invite another Panelist.
      5. (Optional) Write a message to send with your Panelist invitation.
    • To import multiple Panelists' emails to from a CSV file:
      1. Click Import from CSV.
      2. Click Import.
      3. Find and select the CSV file you want to import, then click Open.
        Note: The CSV format is Name, Email address.
      4. Once the CSV file has been imported, click Add.
      5. Click Save.
  2. (Optional) To the right of the Alternative Host Ticket box, click+ Add.
    1. Enter the Alternative Host's Name.
    2. Enter the Alternative Host's email address.
    3. Click Add.
    4. (Optional) Repeat to invite another Alternative Host.
    5. (Optional) Write a message to send with your Alternative Host invitation.
    6. Click Save.

To see who has been assigned a ticket for a role, click View Details.

Once your event is published, email invitations to Panelists and Alternative Hosts will be sent.

Tickets for Attendees

Customize Registration Settings

Click Customize Registration Settings to select the details you want registrants to include during the registration process, and to create a questionnaire for them to answer during the registration process.

Note: Once a conference is published, an event creator will be able to add, change, or delete registration questions.

  • Privacy Policy tab: Under Privacy Policy Link, add the link to your organization's Privacy Policy; it will be displayed when users register for the conference.
    Note: You will not be able to use the features under the Registrant's Details and Custom Questions tabs if you do not provide the link to your organization's Privacy Policy.
  • Registrant's Details tab: Under the Field column, select the check box next to the the detail(s) you want registrants to provide when they register for the conference; if the registrant is required to provide the detail(s) you selected, check the box under the Required column. At the top of the window, check the box next to Field and/or Required to select all the boxes under their respective column.
  • Custom Questions tab: Click + New Question to add questions to your survey; you can use different question formats to get feedback on what's most important to you.
  • Click Save All to save your settings.

To add tickets for Attendees:

  1. Under the Tickets for Registration (paid) or Free Tickets (free) section:
    • For tickets for a series event, choose if you want:
      • + Add Drop-In Ticket: Allow Attendees to join your event on selected dates.
      • + Add Entire-Series Ticket: Allow Attendees to join the entire event series.
      • You can add a mix of both drop-in and entire-series tickets for your event.
  2. For paid events, at the top of the Create Ticket box, select if the ticket will be Free or Paid.
  3. (Optional) Enter the ticket cost under Price per Ticket if the event is a Paid event.
  4. In Ticket Quantity for Each Event, set the number of tickets available.
    Notes:
    • This can not exceed your Event Capacity - 1 (If your capacity is 1000, the max amount of tickets will be 999)
    • The ticket quantity and guest list can still be edited after a ticket is sold.
  5. Enter the Ticket Name (for example, Early Bird, General Admission, and so on).
  6. (Optional) Click + Add Description to add a description for the type of ticket or a message for your Attendees.
  7. Under Registration/Sale Starts, set the start date and time of when the tickets will be available for purchase.
    Notes:
    • The attendee paid ticket registration is limited by the OnZoom host account's payment provider requirements. Availability for the paid ticket registration will follow the payment provider’s (Stripe or PayPal) requirements.
    • Attendees can view the paid event registration open date and choose to receive an email reminder to return to the paid event page to complete registration once it’s available.
  8. (Optional) Click Customize... to set the ending date and time of when the ticket sale will stop. Click Default to set the Registration/Sale Ends time back to End of each occurrence of this series.
  9. (Optional) Click the Invite Attendees toggle to enable to On or click the toggle to disable to Off.
    Note: Designated users are limited to 1 registration per user and cannot register on behalf of other users.
    Manage who can register for your event:
    • Invite attendees by email addresses: Email addresses you add will receive an email invitation. Any email addresses can either be manually entered in the Invited Users field or imported from a CSV file. Please note that if you add or import any Attendee email address that is not associated with a Zoom account, the Attendee will need to sign up for a Zoom account (with their email address that you added/imported) before they can register for your event.
      Note: Only the users added to the guest list are allowed to view and register for this ticket type.
      • To add users to your event's guest list by email:
        1. Select the Invite attendees by email addresses check box.
        2. Click + Add users.
          An Add Users to Guest List pop-up window will appear.
        3. In the pop-up window, select Enter email addresses.
        4. In the Invited Users box, enter the users' email addresses.
        5. Click Save.
        6. (Optional) Click Add to add more users by email.
        7. (Optional) Click View to view your guest list, search for guests, or delete email addresses.
      • To import multiple users' emails to your event's guest list:
        1. Select the Invite attendees by email addresses check box.
        2. Click + Add users.
          An Add Users to Guest List pop-up window will appear.
        3. In the pop-up window, select Import email addresses from CSV.
        4. Click Import.
        5. Find and select the CSV file you want to import, then click Open.
        6. Once the CSV file has been imported, click Add.
        7. Click Save.
    • Invite members of specified company domains: Members of the domains you specify will be able to register for events on the Event Details page. Enter the specified domains you want to allow users to register. If using multiple domains, add a comma between domains to separate them. 
      • To add all users from a specified @domain to your private event’s guest list:
        1. Select the Invite members of specified company domains check box.
        2. Enter a valid domain or multiple valid domains.
          Note: For example, to invite all members of the ABC company (with members having name@abc.co email addresses), add abc.co as the domain.
        3. Click Save.
    • Invite members of my Zoom account: Members of your Zoom account will receive an email invitation. Only the users who belong to your account can register for your event.
  10. Click Save.
    After you click Save:
    • If your event is already published, the event invitation will be sent to the invited email addresses.
    • If your event is not published yet, the event invitation will be sent to the invited email addresses after you publish your event.
  11. (Optional) Click + Add Ticket to add more ticket types.
  12. (Optional) Enter a Message for confirmation email for your registrants.
  13. If this is a paid event, set the ticket cancellation policy. By default, it will use the policies set in the ticket Cancellation Policy section of your account.
  14. Click Publish to publish the event to the event page or click Save to save the event as a draft.
    Note: If you want to publish your event to see a preview of the listing and you are not yet ready for the public to see and register for your event:
    1. Return to the Event Options section.
    2. Under Event discoverability and registration access, select the Exclude from Directory and Search or Private Event Restricted to Invitees on the Guest List Only.
    3. Return to the Tickets section and click Publish.

How to add tickets to a sold-out event series

If you want to increase the number of tickets available for your event after you have already created the event, you will need to add an additional ticket.

To add additional tickets to a sold-out event series:

  1. Sign in to OnZoom.
  2. In the top-right corner, click Manage.
  3. In the navigation menu, click Events
  4. Click the Upcoming tab.
  5. To the right of the upcoming event, click the ellipses more-button.png.
  6. Click Edit Event.
  7. Click the Tickets section.
  8. Click + Add Tickets (One-time event),+ Add Drop-In Tickets (Series event), or + Add Entire-Series Ticket (Series event).
  9. Enter the required series ticket information.
  10. Click Save Changes.

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