Hosting OnZoom private events

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When an OnZoom event is private, only users with the private event's link can view and register for it. This is useful for hosts who want a limited, specific audience and want to keep their event more secure. Private OnZoom events are not listed in the OnZoom directory or included in search results.

Notes:

  • OnZoom hosts must be paid, licensed users.
  • The Host's ticket capacity is determined by their Zoom Meetings and Zoom Webinar licensing. If you want to increase your ticket capacity, you can purchase optional add-on plans
  • 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.

This article covers:

Prerequisites for hosting OnZoom private events

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

How to manage event visibility

You can create three types of OnZoom events:

  • Public Events: Events that are visible and accessible to all OnZoom users from the OnZoom directory or through search. All OnZoom users can view the event page and register for the event.
  • Exclude from Directory and Search: Events that are excluded from being listed in the OnZoom directory and are not discoverable through search. Only users with the private event’s link are able to access the event to view its details and to register for the event
  • Private Event Restricted to Invitees on the Guest List Only: Events that are visible and accessible only to the users added to the designated guest list, and only those users can view the event’s details and register for that event. 

Private events are ideal for when you want to market your event privately and make it accessible to a specific audience outside of OnZoom, such as members of an email group or social campaign.

Private and restricted events are ideal for when you need to share sensitive information with a specific list of users, such as a sales kick off or VIP event.

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

Note: Public event is selected by default.

To create a private event:

  1. Sign in to OnZoom.
  2. Click Create.
  3. Create a new event or edit an existing event.
    Note: You cannot edit an existing event if the event has already received a registration.
  4. Complete the Event Card section and click Save & Continue.
  5. Complete the Event Profile section and click Save & Continue.
  6. In the Event Options section, under Event discoverability and registration access, select Exclude from Directory and Search. Click Save & Continue.
  7. Complete the Tickets section.
  8. Click Publish to publish the event or click Save to save the event as a draft.

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

Note: Public event is selected by default. 

To create a private and restricted event:

  1. Sign in to OnZoom.
  2. Click Create.
  3. Create a new event or edit an existing event.
    Note: You cannot edit an existing event if the event has already received a registration.
  4. Complete the Event Card section and click Save & Continue.
  5. Complete the Event Profile section and click Save & Continue.
  6. In the Event Options section, under Event discoverability and registration access, select Private Event Restricted to Invitees on the Guest List Only
  7. (Optional) Select the I will send my own email invitations check box.
  8. Click Save & Continue.
  9. In the Tickets section, under Create Ticket, enter the required information.
  10. Ensure that the Invite Attendees toggle is enabled. on-toggle-button.png
    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. Email addresses can either be manually entered in the Invited Users field or imported from a CSV file.
      • 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.
  11. Click Save.
  12. (Optional) Click + Add Ticket to add more ticket types.
  13. (Optional) Enter a Message for confirmation email for your registrants.
  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 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.
  16. Click Publish to publish the event or click Save to save the event as a draft.

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