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Managing the host Overview section

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In the multiple sessions or single session event creation flow, hosts have an Overview section. The host overview section is a landing page and place to guide them through the event creation flow, provide reminders, and give actionable insights so that they can have a successful event. This is useful for event organizers, especially if they do not complete the event creation workflow in one session.

The host overview section keeps track of different milestones that the host has accomplished (publishing a date, releasing tickets/registrations, setting up and hosting the event, etc.).

For more information about the event creation process, please visit Creating a Zoom Event.

This article covers:

Prerequisites for managing the host Overview section

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 host overview section

  1. Sign in to Zoom Events.
  2. Create an event or access an upcoming event.
  3. In the left navigation menu, click Overview.

The host overview dashboard will appear.

View dashboard card labels

You can return to edit an event before it is published or during the event. The dashboard displays the following labels on each section:

  • Completed: Indicates that a section is finished with setup.
  • Recommended: Indicates that a section hasn’t been completed but is recommended that you to finish setting up to optimize your event.
  • Required to Start Event: This lets you know that this section is required to start the event.
  • Single or multiple items added: Lets you know that a single thing or multiple things were added, relating to that section (i.e., 2 Booths Added).

How to understand the host overview dashboard

After you access the host overview dashboard, you can view and set up the rest of your event from the host overview dashboard. The dashboard has the following sections:

  • Preview the Event
  • Set Up Registration
  • Launch a Successful Event
  • Increase Engagement
  • View Recent Registrations

How to manage the Preview the Event section

In this section, you can view the event from an attendee’s perspective.

Copy the Event URL

The event's shareable link is displayed here. Click Copy Event URL copy-button.png to copy the event link.

Copy the Event ID

The event's ID is displayed here. Click Copy Event ID copy-button.png to copy the event ID.

View your event performance

You can also view your event’s capacity, seeing how many attendees your event can hold.

After you publish your event, you can view your event’s performance. To view your event's performance, click View Your Event Performance. You will be directed to the Event Performance section of the host overview page.

How to manage the Set Up Registration section

This section lists the tasks you’ll need to complete to open registration for your event.

  1. Access the Set Up Registration section.
  2. Under Add ticket types and set Registration Dates, click Go to Tickets.
    You will be directed to the Tickets tab to create different ticket types with different features and set dates for when registration opens and closes.
  3. Under Customize registration questions, click Set Registration Questions.
    You will be directed to the Tickets tab where the Customize Registration Questions pop-up box will appear. You can create custom registration questions.

How to manage the Launch a Successful Event section

During a live event, this section is not included in the host overview dashboard. You can access this before you publish an event and before a published event goes live (day of the event).

Add Sessions

  1. Access the Launch a Successful Event section.
  2. Under Add Sessions, click Go to Sessions.
    You will be directed to the Sessions tab where you can allocate blocks of time in the event to present and discuss various topics.

Add Speakers

  1. Access the Launch a Successful Event section.
  2. Under Add Speakers, click Go to Speakers.
    You will be directed to the Speakers tab where you can add speaker information (that speakers can edit) for attendees to view.

How to manage the Increase Engagement section

During a live event, this section is not included in the host overview dashboard. You can access this before you publish an event and before a published event goes live (the day of the event).

Add Exhibitors

  1. Access the Increase Engagement section.
  2. Under Add Exhibitors, click Go to Exhibitors.
    You will be directed to the Exhibitors tab to add information about exhibitors of the event for attendees to view.

Set Up Expo

  1. Access the Increase Engagement section.
  2. Under Set Up Expo, click Go to Expo.
    You will be directed to the Expo tab, where you can set up a virtual exhibition so attendees can meet with exhibitors, speakers, and others.

How to manage the Event Performance section

In this section, you can identify trends and patterns in registrations for the event.

Note: Once the event is started, you will see the Event Performance section moved to the top of the page.

Manage capacity

To the right of Event Performance, click Manage Capacity. You will be directed to the Tickets tab to manage your ticket permissions, quantity, visibility, and registration.

General tickets sold

The General tickets sold section measures the number of general tickets sold through attendee self-registration or pre-registration by hosts; this does not account for canceled or refunded tickets. This section shows all general tickets (regular users and non-host group tickets). It also shows the sum of general ticket quantities set aside by hosts (in the denominator).

When you click View More, you will be directed to the Analytics Registration & Ticketing tab.

Total Registrants

The Total Registrants section measures the number of unique registrants by attendee self-registration or pre-registration by hosts. The number does not account for canceled or refunded registrants. This includes general ticket holders, special roles, hosts, hub hosts or co-editors.

When you click View More, you will be directed to the Analytics Registration & Ticketing tab.

Total Attendees

The Total Attendees section measures the total number of unique attendees who join the lobby or any event session by phone, mobile, or desktop client. This includes general ticket holders, special roles, hosts, hub hosts, or co-editors.

When you click View More, you will be directed to the Analytics Attendees tab.

Understand Zoom Events licensing

If you host free or paid events, using either the Zoom Events Unlimited plan or Zoom Events Pay-Per-Attendee plan license model, you will be charged for the total number of attendees. You will not be charged for hosts, co-editors, or hub hosts. The specific number of attendees accountable toward your capacity is highlighted in the Total Attendees card.

Notes:

  • For Zoom Events Unlimited free or paid events, if you oversell your event and reach attendance capacity, some registrants may be prevented from joining.
  • For Zoom Events Pay-Per-Attendee free or paid events, overage charges can apply if the number of attendees exceeds your pre-purchased credits.

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