Managing the Event Configuration tab

The Event Configuration tab is where you can add the fundamental and descriptive details of the event.

You can also use custom terminology to create an event that fits your brand and speaks directly to your audience. These terms will be visible on your event web page and in emails and communications to attendees.

Additionally, Zoom Events hosts can view, filter, sort, and search through their event’s change history. An event’s change history keeps track of updates and edits in the event workflow, making it easier for hosts to review and manage their event’s edits. Hosts can sort and filter the change history by date/time, date range, editor name, and step name.

Note: Some fields in the Event Configuration tab will already be pre-populated from the Create Event card, which you will see and complete first after clicking the Create Event button.

Learn more about creating a Zoom Event.

This article covers:

• How to access the Event Configuration tab in Zoom Events
• How to manage the Configuration tab
  • Manage event capacity
  • Add custom alternative text
• How to manage the Terminology tab
  • Customize a term
• How to manage the Change History tab
  • Access the Change History tab
  • Sort the Change History tab
  • Search the Change History tab

Prerequisites for managing the Event Configuration tab in Zoom Events

• Zoom desktop client for Windows, macOS, or Linux: Global minimum version or higher
• Zoom mobile app for Android or iOS: Global minimum version or higher
• Pro, Business, Enterprise, or Education account
• Stripe or PayPal Business account is required to create paid events
• Zoom Events Unlimited license or Zoom Events Pay Per Attendee license

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to access the Event Configuration tab in Zoom Events

1. Create a Zoom Event or edit an upcoming event to access the event setup.
2. In the event creation flow navigation menu, click Event Configuration.

How to manage the Configuration tab

1. Access the Event Configuration tab.
2. Click the Configuration tab.
3. Add the configuration details about your event in the following fields:
   • Create Event for: Use the dropdown menu to select the hub the event will belong to.
   • (Optional) Manage the event capacity and allow overselling (for free events).
   • Event Name: Name of the event.
   • What kind of attendee experience is this event?: Choose the attendee type of event that you want.
     Note: Changing this may impact other parts of the event configuration. Review your existing sessions and tickets to make sure they meet your event criteria. Attendance type for issued tickets will not be changed, you may need to cancel those tickets and issue new tickets with the correct attendance type.
     • Virtual: The event will only be online.
     • Hybrid: The event will be online and in-person.
       • Click Edit Location, then enter the venue name and address information.
     • In-Person: The event will only be in-person.
       • Click Edit Location, then enter the venue name and address information.
         
   • Start date and time and End Date and time: Set the date(s) and time(s) for how long the event will run. You can add and select multiple days and times.
     • Date: Click the calendar icon  to select the event's start date.
     • Time: Click the start and end times to enter the start and end times of the event. A start and end time is required.
     • + Add a time: Click to add an additional day to the event.
       Note: You can add up to 6 days.
     • To remove a date and time, click the trash icon to delete.
   • Time Zone: By default, Zoom Events will use your computer's time zone. Click the dropdown menu to select a different time zone.
   • Hosted By: Enter the name or email address of the event organizer.
     Note: This name will be displayed to attendees as the event organizer.
   • Contact Email: Enter the email address that attendees can use to contact you. Zoom will continue to contact you through the email address associated with your Zoom account.
     1. (Optional) To change the listed contact email address, click Change.
        A pop-up window will appear.
     2. In the pop-up window, enter the new contact email address that will be listed.
     3. Click Send Code.
     4. Check the inbox of the new email address you are changing to for the verification code.
        Note: The verification code must be used before the time expires.
     5. In the pop-up window, enter the verification code.
     6. Click Verify.
     7. Click Done.
   • Company Logo: The logo that will be used on event-related pages as a brand identity for participants.
     Note: The maximum height of the image is 56 pixels. The image file format is only JPG/JPEG/PNG up to 2MB.
     • To add a logo for event-related pages as a brand identity:
       1. Click the upload button  to upload a logo.
       2. Select an image, then click Select an Image.
          Note: The recommended image height is 56 pixels. Use JPG/JPEG/PNG files only, and the maximum image size is 2MB.
       3. (Optional) Adjust the dimensions of the image.
       4. Click Save.
       5. (Optional) After uploading a company logo, hover your mouse over the logo image and click the pencil icon to upload another image.
       6. (Optional) After uploading a company logo, hover your mouse over the logo image and click the trash icon to remove the image.
   • Main Event Image: Hover your mouse over the masthead image and click the pencil icon to upload an image. Click the trash button  to delete the image.
   • Additional Video: This video will be displayed on your event landing page. Click the upload button + to upload a video to be displayed on your event landing page.
     Note: The maximum video length is 60 seconds. The maximum video size is 50 MB, MP4 files only.
   • Manage Notifications: Click the toggle to enable or disable it. When enabled, an ICS event reminder is attached to order confirmation, invitation, and reminder emails.
   • Fundraiser: Click the Fundraiser toggle to enable this feature to raise funds for a nonprofit 501(c)(3) organization within the event. Then, complete the fundraiser information for your event.
     • If you know the name of the nonprofit you want to donate to:
       1. In the search box, enter the name of the nonprofit you want donations to go to, then click the name of the nonprofit to select.
       2. (Optional) Repeat step 1 to add another nonprofit.
          Note: You can select up to 10 charities.
       3. (Optional) Click the trash icon to remove a charity.
       4. Click Next Step.
       5. (Optional) Click Set Fundraiser Goal to set a fundraising goal.
          1. Enter the amount.
          2. Click Add Charities to Event.
     • If you need help selecting which nonprofit(s) to donate to:
       1. Click the Search for a nonprofit box.
       2. Click Need inspiration? Search by cause.
       3. Under Search by Cause, select a category from the dropdown menu.
       4. Select a nonprofit organization.
       5. (Optional) Repeat to add another nonprofit.
       6. (Optional) Click the trash icon to remove a charity.
       7. Click Next Step.
       8. (Optional) Click Set Fundraiser Goal to set the fundraising goal.
          1. Enter the amount.
          2. Click Add Charities to Event.
   • Hide "Free" label from Zoom Event screens: Click the toggle to enable or disable this setting. When enabled, the Free label is removed from all Zoom Events screens. The Free label is shown by default if the event is not paid or if a ticket does not have a set price.
     Note: This setting is disabled by default for every new event.
4. Click Save.

Manage event capacity

Overselling is allowed when creating free events, and event organizers will see a notice with a toggle to allow overselling for each session. Controlling overselling numbers allows event organizers to control their oversell ratio, and their budget/spend amount for an event’s capacity.

Note: License options are available for larger capacity. Contact the admin of your account.

1. Access the Event Configuration tab.
2. Click the Configuration tab.
3. (Optional) Edit the number of attendees who can join the event to reduce the maximum number of attendees.
4. (Optional) Click the Allow Oversell toggle to enable or disable it.
   When enabled, this allows more than your capacity to register for each session. Some organizers do this to account for no-shows on the day of the session. If you choose to oversell each session, some registrants may be prevented from joining if the session is full.
5. Under Registration Limit, enter the registration limit for your event. You can also use the up and down arrow buttons to set the limit. When you're finished setting the registration limit, click Save.
6. (Optional) Click Customize a message for attendees that join after the session is full to create a customized message, then click Save.
   A panel will appear where you can customize your message.
   
   1. In the panel's text box, enter a message.
   2. Click Save.
7. (Optional) Select the Email me when the event has reached the registration capacity checkbox to receive a notification email.
8. (Optional) Click View Event Performance to view your event's overall progress.
   You will be directed to the host Overview tab.

Add custom alternative text

This description will make it easier for everyone to access and understand the images uploaded.

1. Access the Event Configuration tab.
2. Click the Configuration tab.
3. Under Company Logo and/or Main Event Image, click Add description.
4. In the Image description box, add a description of your image.
5. Click Save.

How to manage the Terminology tab

Note: Changing terms is optional.

Customize the terms used throughout the event to suit your brand and which also speak to your audience. These terms will be visible on your event web pages, emails, and communications to attendees.

You can customize the singular and plural versions of the existing event terms used for:

• Ticket: Add different ticket types with different features and set dates for when registration will open and close.
• Lobby: The event lobby is the starting point of multiple sessions events.
• Sessions: Allocate blocks of time in the event to present and discuss various topics.
• Itinerary: Attendee calendar view of bookmarked sessions.
• Speakers: Add speaker information (that speakers can edit) for attendees to view.
• Exhibitors: Add information about exhibitors of the event for attendees to view.
• Expo: Set up a virtual exhibition so attendees can meet with exhibitors, speakers, and others.
• People: Attendees' view of the event host and other registered attendees.
• Videos: Add additional video content for event attendees to view. 

Note: When changing terms, it is recommended to change the singular and plural forms to keep the terms consistent throughout the event.

Customize a term

1. Access the Event Configuration tab.
2. Click the Terminology tab.
3. In the Terminology tab, click the field to be customized.
4. In the Singular field, enter the new term to be used.
5. In the Plural field, enter the new term to be used.
6. (Optional) Repeat to customize another term.
7. Click Save.

How to manage the Change History tab

The Change History tab displays the following information:

• Editor: This displays the username or email address of the editor.
• Time: This displays the date and time when the change was made.
• Step: This displays the event workflow step where the change was made.
• Changes: This displays the change action that the editor made.

Access the Change History tab

1. Access the Event Configuration tab.
2. Click the Change History tab.

Sort the Change History tab

Sort change history by step

1. At the top-left corner, click the All Steps dropdown menu.
2. Select the event workflow step that you want to sort the change history.

All the changes made from the selected workflow step will be displayed.

Sort change history by date and time

By the Time heading, you can sort change history by date and time:

• Click the up arrow to sort in ascending order.
• Click the down arrow to sort in descending order.

Search the Change History tab

Search change history by date range

1. At the top of the Change History page, search by date range:
   1. Click the Start date or End date box to enter a date range for which you want to see the edits made, or
   2. Use the dropdown calendar to select the date range
2. (Optional) Hover your mouse over the calendar icon and click the  button to clear the date range.

All changes that were made within the selected change history’s date range will be displayed.

Search change history by editor name

1. Click the Search by editor search box.
2. Enter an editor’s username or email address.
   Note: The search is also a fuzzy search, which matches an entered term closely instead of exactly. You can search by a partial username or email address. Additionally, if you enter a few letters of a username or email, you can view all results that include those letters.

All results that include the editor’s username or email will be displayed.