Assigning Zoom Events licenses

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After purchasing a Zoom Events license, you will need to assign the licenses to users in your account.

Once you have assigned a Zoom Events license to a user, that user will be able to create a hub for publishing events.

Notes:

  • Session capacity within a Zoom Event is defined by the tier of the Zoom Events license. For example, if an event host has a Zoom Events 1,000 license, they can have up to 1,000 total attendees in their webinar or meeting session. A meeting session has a maximum capacity of 1,000 attendees, even if the host has a Zoom Events license greater than 1,000.
    If a meeting is scheduled outside of Zoom Events, meeting capacity is determined by the Zoom Meeting license capacity.
  • Account owners and admins can assign both a Zoom Events license and a Zoom Webinars license to a user in the Zoom web portal. Zoom Events capacity will be limited by the Zoom Events license. The capacity of stand-alone Zoom Webinars scheduled through the web portal will be limited by the larger capacity of the Zoom Webinars license or Zoom Events license. With the Zoom Events license alone, the user will be able to schedule stand-alone Zoom webinars through the web portal, too.

This article covers:

Prerequisites for assigning Zoom Events licenses

  • Pro, Business, Enterprise, or Education account
  • Account owner or admin privileges
  • Unassigned Zoom Events license(s)

How to assign Zoom Events licenses

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click User Management then Users.
  3. Click the Users tab.
  4. In the list of names, find the user to whom you will assign a license.
    Note: Use the Search field to search for and add a user that is not listed.
  5. To the right of the user you want to assign a license to, click Edit.
    A new window will open.
  6. For the User Type, select Licensed.
  7. In the dropdown menu, select Meeting.
  8. Select the Zoom Events check box.
    Note: Zoom Events and Zoom Webinar licenses can be concurrently assigned.
  9. Click Save.

How to unassign a Zoom Events licenses

After unassigning a Zoom Events license, you will have an additional license to assign to another user if/when needed.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click User Management then Users.
  3. Click the Users tab.
  4. In the list of names, find the user you will unassign a Zoom Events license.
    Note: Use the Search field to search for and add a user that is not listed.
  5. To the right of the user you want to unassign a license from, click Edit.
    A new window will open.
  6. Unselect the Zoom Events checkbox.
  7. Click Save.

Frequently asked questions about Zoom Events licenses

What happens if a user’s Zoom Events license is unassigned or expires?

Hosts will receive an email, and will see a banner when they sign in to Zoom Events notifying them that their Zoom Events license has expired or has been unassigned. Users will have a 48-hour grace period to be reassigned a license to retain their host privileges.

During the 48-hour grace period after a user's Zoom Events license expires or is unassigned, the user:

  • Will not be able to start any event, even upcoming events they created
  • Will not be able to create any new events
  • Will lose organizer and hosting privileges, as well as access to all data tied to the license that was unassigned
  • Will retain all their scheduled webinars; however, the user must have a Zoom Webinars license or a Zoom Events license re-assigned back to them to ensure that those webinars can be run
  • Will retain attendee privileges when accessing Zoom Events

Is there a grace period to renewing a Zoom Events license or to have one reassigned back to a user?

Yes. There is a 48-hour grace period. Hosts will be notified of any scheduled events in the next 48 hours that will be impacted, and will see their scheduled events greyed out as a visual indication the events are in a draft status.

What happens to a host and their account if a Zoom Events license is not reassigned to them before the 48-hour grace period ends?

The following actions will happen to a user and their account if the user does not renew their Zoom Events license or have a new one assigned to them before the 48-hour grace period ends:

  • They will be removed as hosts from any hub they belong to
  • They will lose their host permissions
  • They will lose all events data and all of their scheduled events—regardless of event typewill be cancelled; the deleted events data and scheduled events that were cancelled will not be repopulated even if a Zoom Events license is assigned back to the user
  • Their their account will be unlinked from any connected PayPal or Stripe accounts
  • All their scheduled events will be transitioned to a draft status

How do I reassign a Zoom Events license from one user to another?

You cannot reassign one user's Zoom Events license to another user. If you do not have any available Zoom Events licenses to assign, you must first unassign the Zoom Events license of one user, and then assign the license to another user.

What happens if the Zoom Events license of a user is reassigned to another user?

Zoom Event data is associated to a user’s account and not to the Zoom Events license itself. If a license from a previous license holder is reassigned to another user:

  • All events including drafts, published and scheduled events created by the previous license holder will not transfer over to the new license holder
  • All information associated with a published Zoom Event will not transfer when you reassign a Zoom Events license to a different user in your Zoom account
  • Nothing from the previous license holder’s account will transfer over when the license is reassigned

Can I concurrently have a paid Zoom Events license and a free trial Zoom Events license?

No. Existing Zoom Events license holders are not eligible for a free Zoom Events trial license. Only Pro Meeting license holders or business customers can get a free Zoom Events trial license for Zoom Events.

How do I upgrade from a free Zoom Events license to a paid Zoom Events license?

Contact a Zoom sales representative or go to the Billing page to upgrade the capacity of your Zoom Events license.

After purchasing a paid Zoom Events license:

  1. Keep the free trial Zoom Events license active in your account.
  2. Enable the paid Zoom Events license that you purchased.
    Note: The free trial license and the newly added paid Zoom Events licenses will both be active.
  3. Disable the free trial license; the paid license will be the only active Zoom Events license.

Can I concurrently have a Zoom Webinars license and a Zoom Events license?

Yes. You can hold a larger Zoom Webinars license and a smaller Zoom Events license at the same time e.g. a Zoom Webinars 3000 license and a Zoom Events 1000 license.

Note: The Zoom Webinars license capacity must be greater that the Zoom Events license capacity. If the Zoom Webinars license capacity matches or is lower than the Zoom Events license capacity, Zoom will remove the Zoom Webinars license.

How do I increase the capacity of my Zoom Events license?

Contact a Zoom sales representative or go to the Billing page to upgrade the capacity of your Zoom Events license.

Can I apply the new Zoom Events license with higher capacity to events that are already published?

After purchasing a higher-capacity Zoom Events' license:

  1. Assign the higher-capacity Zoom Events license to the user who runs the event.
  2. Find and edit the published event that you want to increase the capacity of. 
  3. Increase the number of available tickets to the event:

If I upgrade my Zoom Webinar license to a Zoom Events license, will my past recordings and/or scheduled upcoming webinars be lost?

No. Your past webinar data will remain and your webinars will continue to work as-is after you are assigned a Zoom Events license.

Does my Zoom Webinars license include access to Webinar Backstage?

No. The Webinar Backstage feature is included with the Zoom Events license only. Zoom Events license holders can use Webinar Backstage for webinars they schedule via Zoom Events or on the web portal.

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