Integrate a Zoom web conferencing account with ePly to create virtual meetings or webinars alongside your registration forms in ePly. Registrants’ check-in status will be updated in real-time when they join the meeting.
All Zoom plans are compatible. If you don’t have an account, you can sign-up for the Basic plan for free at zoom.us/signup to test Zoom and this integration. Note that in most cases, you will want a Pro account or higher when planning an actual virtual event as the Basic plan limits meetings to 40 minutes. If you plan to conduct Zoom webinars you will need to add their Webinar add-on.
The main different between a Zoom meeting and a webinar is that meetings are more interactive where participants can control their video and audio and webinar participants are view-only but with access to chat. The full list of differences can be found on the Zoom website here.
Contact firstname.lastname@example.org to setup the initial connection between your Zoom and ePly accounts. Once the connection is established, you can create a Zoom meeting or webinar with any ePly form. Moving forward in this article, the term meeting will be used to reference both Zoom meetings and webinars.
This integration does 3 things:
- Allows for the creation of a single Zoom meeting with an ePly form.
- Automatically creates Zoom participants for ePly registrants.
- Automatically changes ePly registrants’ check-in status at the time they join the Zoom meeting.
A Zoom meeting can be created in an ePly form at any time.
- If the Zoom meeting is created before form is open, registrants will receive an email from Zoom with join information at the same time as the ePly form confirmation.
- If the Zoom meeting is created after the form is open, any registrants that have already submitted the form will immediately receive the Zoom email.
To create the Zoom meeting, open an ePly form and navigating to Advanced Settings > Integrations. Click the +Add Meeting button to select either a Zoom meeting or webinar and to complete the list of fields to create it.
Note that the Zoom Account Email Address field must match your the email address for your Zoom account and the Topic field will be used as the subject of the Zoom email.
The meeting will be created upon saving this page. You can edit the meeting in ePly or Zoom at any time and registrants will receive an updated Zoom email. You can delete and recreate the meeting in ePly at any time before the meeting has started and registrants will get a new Zoom email.
Registrants should add the meeting to their calendars upon receiving the Zoom email to ensure they have easy access when the meeting occurs. Important: The join link in the Zoom email is unique to the registrant and should not be shared with another person. The registrant’s check-in status will be updated when anyone uses their link to join the meeting.
When they join the meeting, ePly will automatically change their check-in status and record the timestamp. Note that the checked-in by username is shown as Zoom Attendance Retrieval on the Check-in report and that ePly will not update this status from Zoom again. You can manually change a Registrant’s status in ePly if need be but the username will change to yours.
We are actively looking for feedback on this integration and encourage you to consider testing it for an upcoming virtual meeting.