Creating an OnZoom event series Follow

Overview

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

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

Creating an event series

Completing 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 Date and Time:
    1. Select Series.
    2. Set the Start Time of the event.
      Note: Events scheduled to start within 28 days of being published can offer paid and free tickets. Events scheduled to start 29 days and beyond after being published are limited to offering free tickets only.
    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.
  7. Click Save & Continue.

Completing 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 Event Cover, click Add Cover to upload a mandatory cover image for your event.
  2. (Optional) 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, enable the toggle switch 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.

Completing 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 the Event Options section, select the event type you want to create:
    • Only Host, Alternative Hosts, or invited Panelists can turn on video and audio
    • All Attendees and Alternative Hosts can turn on their video and audio
  3. Under Advanced Options, enable or disable the advanced options for the event:
    Note: The default settings are set to the highest level of security to help prevent disruptions to your event.
    • Joining the Event
      • Your video when starting the event: By disabling video when starting your event, you will need to manually enable your video.
      • 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.
    • 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.
      • Record Host and all participants with video and audio enabled: By enabling, you will be able to record the event. 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.
      • Automatically record at start time: By enabling, recording of the event starts 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.
  4. Click Save & Continue.

Completing the Tickets section

You can also create multiple types of Drop-In and Entire Series tickets for an event series.

To enter information and complete the Tickets section:

  1. (Optional) On the right side of the Panelist Ticket box, click the icon.
    • 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 these steps 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.
        A dialog box will appear.
      2. Click Import.
      3. Find and select the CSV file you want to import, then click Open.
      4. Once the CSV file has been imported, click Add.
      5. Click Save.
  2. (Optional) On the right side of the Alternative Host Ticket box, click the icon.
    1. Enter the email address of the Alternative Host you want to invite to the event, then click Add.
    2. (Optional) Repeat these steps to invite another Alternative Host.
    3. (Optional) Write a message to send with your Alternative Host invitation.
    4. Click Save.
  3. Select the ticket type you want to add:
    • Click Add Drop-In Ticket to add the ticket quantity and price. This allows Attendees to register for specific dates instead of the entire series.
    • Click Add Entire-Series Ticket to add the ticket quantity and price. This allows Attendees to register for the entire series of events.
      Note: Your total tickets across all ticket types can not exceed Event Capacity - 1.
  4. In the Create Drop-In Ticket or Create Entire-Series Ticket box, select if the ticket will be a Free ticket or a Paid ticket.
  5. In the Ticket Quantity for Each Event, set the number of tickets available.
    Note: This can not exceed your Event Capacity - 1 (if your capacity is 1,000, the maximum amount of tickets will be 999).
  6. (Optional) Enter the ticket cost under Price per Ticket if the event is a Paid event.
  7. Enter the Ticket Name (for example, Early Bird, General Admission, and so on).
  8. Under Sale Starts, set the start date and time of when the tickets will be available for purchase.
  9. (Optional) Click Customize... to set the ending date and time of when the ticket sale will stop.
  10. (Optional) In Description, add a description for the type of ticket or a message for your Attendees.
  11. (Optional) Enable Restrict tickets to the following users on-toggle-button.png to manage who can register for your event:
    • User guest list: Email addresses can either be manually entered in the Invited Users box or imported from a CSV file.
    • Users from specified @domains: Enter the specified domains you want to allow. If using multiple domains, add a comma between domains to separate them.
  12. Click Save.
  13. (Optional) In the Message for confirmation email box, enter a message for your registrants in the confirmation email.
  14. 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.
  15. 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 Exclude from Directory and Search or Private Event.
    3. Return to the Tickets section and click Publish.

Adding 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 type (Drop-In or Entire-Series).

Note: You will only be able to add the ticket type that was not previously used. For example, if you initially made only Entire-Series tickets available to registrants for your event, you will not be able to add another set of Entire-Series tickets; you will be able to only add a set of Drop-In tickets. If you made both Drop-In and Entire-Series ticket types available when you created the event, then you will not be able to add more sets of either ticket type.

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

  1. Sign in to OnZoom.
  2. In the top-right corner, click Manage.
  3. Click the Upcoming tab.
  4. To the right of the upcoming event, click Edit.
  5. Click the Tickets section.
  6. Click + Add Drop-In Ticket Option.
  7. Enter the required series ticket information.
  8. Click Save.