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Inviting speakers with a direct join link

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Zoom Events hosts can create a direct join link for speakers. The direct join link allows speakers to quickly join a session on the Zoom desktop client, even when they are not signed in, with any credentials.

Hosts can create direct join links for speakers one week before an event starts. The direct join link is intended to provide a significant amount of lead time for hosts and speakers to rehearse ahead of an event.

Note: The 1-week timeframe is based on the event start time, as it’s specifically 168 hours beforehand.

This feature also allows event hosts to help speakers bypass issues they may experience while joining an event. The direct join link is intended to deal with situations in which a speaker finds out that they cannot join an event when their assigned session is about to start. They could be prevented from the event for various reasons, such as using a different account on the Zoom desktop client, forgetting their sign-in information, or their ticket was registered by a wrong account.

The direct join link will send the speaker an email that includes the join link and a verification code. Speakers can use the link and the verification code to join the target session on their Zoom client app.

Notes:

  • The Direct join link for Speakers cannot be created until one week before the event. It will be disabled until one week before a conference event starts.
  • After an event ends, the Create button as well as the Resend email and Delete direct join link options are disabled.

This article covers:

Prerequisites for inviting Zoom Events speakers with a direct join link

How to create a direct join link

  1. Access the Special Roles tab in Zoom Events.
  2. At the top of the page, click Direct Join for Speakers.
  3. On the Direct Join Link for Speakers page, click Create.
    Note: The Create button will be grayed out until 1 week before your event.
    A Create direct join link for Speakers window will appear.
  4. In the Create direct join link for Speakers window, enter the following information:
    • Email to receive the link*: Enter the speaker’s email address. You can select the email from the speaker list or manually enter the whole email.
      Note: You cannot create direct join link for yourself, co-hosts, sponsors.
    • Target session*: Select or enter the session that you want the speaker to participate in.
    • Name shown in this session*: Enter the speaker’s name that will be displayed in the session.
    • Note (for internal tracking): Enter a note with information that you want (this won't be sent with the mail).
  5. Click Create.
  6. Click OK to confirm in the verification dialog box.

Once you create a direct join link, it will be displayed on the Direct Join Link for Speakers page.

View speaker information on the Direct Join Link for Speakers page

After you create a direct join link, you can view the following registrant information (by column view) on the Direct Join Link for Speakers page:

  • Name: Displays the first and last name of the speaker.
  • Accessible Session: Displays the target session of the speaker.
  • Email to Receive the Link: Displays the speaker’s email address that will receive the direct join link.
  • Email sent at: Displays the date and time that an event email was sent to the speaker.
  • Status: Displays if the direct join link was Used or Not Used.
  • Action: Displays the Note (for internal tracking) icon and the ellipsis more-button__1_.png for more direct join link options.

How to manage the direct join link options

Copy the direct join link

  1. Create a direct join link.

  2. Find the speaker on the Direct Join Link for Speakers page with the link that you want to copy.
  3. By their name, click the ellipses more-button__1_.png.
  4. Click Copy Link.

Resend email

  1. Create a direct join link.

  2. In the Direct Join Link for Speakers page, find the speaker to whom you want to resend an event email.
  3. By their name, click the ellipsis more-button__1_.png.
  4. Click Resend Email.
    Note: After resending an email successfully, the Resend Email option will be disabled for 1 minute.

Delete the direct join link

  1. Create a direct join link.
  2. In the Direct Join Link for Speakers page, find the speaker with the link that you want to delete.
  3. By their name, click the ellipsis more-button__1_.png.
  4. Click Delete Direct Join Link.
  5. In the verification dialog box, click Delete.
    Note: Once a link is deleted, the speaker can no longer use it to join the target session. This will delete their access to the session.

Manage Note (for internal tracking)

If the host has added a note before in the direct join link creation, the host can do the following:

  1. Create a direct join link with an internal note.
  2. In the Direct Join Link for Speakers page, find the speaker with the link that you want to delete.
  3. By their name, click the Note (for internal tracking) icon.
    A Note (for internal tracking) pop-up window will be displayed.
  4. (Optional) In the Note (for internal tracking) pop-up window, click Edit:
    1. After clicking Edit, edit your previous note in the text box.
    2. When you’re finished editing your note, click Save.
  5. Click OK.

If the host didn’t add a note before in the direct join link creation, the host will see a blank Note (for internal tracking) pop-up window after clicking the Note (for internal tracking) icon. They can enter an internal note in the text box, then click Save to save their progress.

Limitation for the direct join link

The Direct join link for Speakers feature has the following limitation:

  • The event creation webpage presents a list of speakers/panelists who hosts have invited to the event. When the speakers receive and click the direct join link, their email will be automatically added under Panelist for this session in the event creation process.
    Note: If the host or co-editor deletes this email during editing a session, the direct join link will become inactive at the same time.

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