1. Create a Meeting via Zoom

  • Login to Zoom.us

  • Click Schedule a Meeting

  • Enter your meeting details and save

  • Copy the Meeting ID and passcode

2. Create a Session in Accelevents

  • Go to Agenda & Speakers

  • Click Add Session

  • Select either Main Stage or Regular as a session type

  • Enter your session details

  • Select Zoom as your Stream Provider

  • Paste the Meeting ID and passcode you copied from step 1

  • Make sure there are no extra spaces

  • Note: If you add a speaker to this session, an automatic email will be sent to them. The email will contain a link redirecting to the My Speaking Schedule tab in the virtual event hub. This email will NOT contain the meeting passcode, which you will have to provide them. To edit and turn off the automatic email, click AGENDA SETTINGS from the Sessions & Speakers tab.

3. Start the broadcast

There are two ways to start the broadcast: in the My Speaking Schedule tab or in Zoom.

Start the Broadcast from the My Speaking Schedule Tab

  • Click the My Speaking Schedule tab

  • Click Launch Zoom

Start the Broadcast from Zoom

  • Go back to Zoom and click Start This Meeting

  • Once started, your broadcast will be live in Accelevents

  • When attendees join the session in Accelevents, you should see a request to join the meeting from your Zoom meeting. Click that to add the attendee to your meeting / session. Click here to learn more about how to change this setting in Zoom.

Speaker View in Zoom:

Attendee View in Accelevents:

Note: Zoom has recently updated its settings (November 2022), where attendees will be able to turn on / off their camera and microphone before entering the meeting or webinar. When they enter, they can only turn on their mic and camera if it's a meeting. If it's a webinar, it will still show their mic and camera settings upon entering, but once they are in, they won't be able to turn them on.

Attendee's View Upon Entering The Session

Tips to make sure that Zoom works with Accelevents

  • Check your room capacity, Zoom has a limit of 100 attendees, but you can increase that on higher plans.

  • When setting up Zoom, uncheck all these boxes so that attendees can easily enter.

Other Zoom Features That Will Work With Accelevents

  • Chat

  • Breakout Rooms

  • Closed Captioning

  • Whiteboard

  • Virtual Backgrounds

  • Record the Session in Zoom

  • Waiting Room

  • Polls using Zoom Webinar

Frequently Asked Questions About Zoom Integration

Zoom has many limitations with its browser-based access. Some of the frequently asked questions related to Zoom's browser-based access are:

Can there be a gallery view?

  • No, when using Zoom in Accelevents, only 1 person can be seen on screen. Whoever is speaking will be featured on the screen.

  • The speaker can change to gallery view from Zoom; however, attendees viewing from the virtual event hub will not have this option.

Can the translation feature work?

  • No, the translation button will not show up when integrated with Accelevents.

Can the closed captioning feature work?

Can the Live transcription work?

Can the Zoom chat feature be used?

  • Yes

Can the Zoom Breakout functionality be used?

  • Yes, as of January 11, 2021. Click here to learn how to create and manage breakout rooms in Zoom.

Will attendees need a passcode?

  • If you add your passcode in your Accelevents session settings, attendees won't need a passcode.

Will speakers need a passcode?

  • Yes, if you've added a passcode, you will need to supply that code, as it will be asked when they login to Zoom.

Can I record my Zoom session?

  • It will not be recorded in Accelevents, but you can enable the setting in Zoom to record it, and you'll be able to download the recording directly from Zoom.

What happens if I go over the session schedule? Will Zoom be cut off?

  • No, the session will continue

Do I need a paid version of zoom to make it work?

  • No, it will work with a free account. However, with the free account, it will get cut off after 40 minutes.

Do attendees need to log in to Zoom?

  • No, they need to enter your event and click "Join" for that session

Will the speaker still see the chat in Accelevents?

  • Yes, if they view the session from the virtual event hub

  • Note: speakers do not need a ticket to view their session as an attendee

Can speakers share their screen while using Zoom?

  • Yes

How can attendees view the replay in Accelevents?

  • You can download the recording from Zoom and upload it to a new session in Accelevents. You can hide the old session.

Can I use the same Zoom meeting ID for concurrent sessions?

  • No, it will not work.

Can I use a virtual background in my Zoom session?

  • Yes

Can attendees watch on mobile or tablet?

Can I utilize Zoom's waiting room?

  • Yes, you can. You need to admit each attendee manually, or you can admit all once they join the session.

Can I use Zoom Webinar?

  • Yes

Is there a limit to the number of attendees in a Zoom session?

  • If your Zoom account has a limit for the number of attendees, that limit will follow if that number is lower than your set capacity in Accelevents.

  • Example: If your session capacity in Accelevents is 500 and your Zoom capacity is 100, only 100 can enter the session. If your session capacity in Accelevents is 100 and your Zoom capacity is 500, only 100 can join the session. It follows the lower number.

How can I ensure that my speakers appear as panelists, not attendees when they enter the Zoom webinar?

  • You need to add your speakers as panelists in the Invite Panelist settings in Zoom, then make registration required. When the speaker tries to enter the Zoom webinar, they will be asked for their email address, verifying them as panelists. Registration requirements will require attendees to enter their information when joining the Zoom webinar.

  • Another option is to have the speakers start the broadcast directly in Zoom (through the Zoom link) instead of clicking the Launch Zoom button in the My Speaking Schedule tab.

  • Lastly, anyone already a panelist in the Zoom webinar can change an attendee to a panelist.

Can admins see how long attendees stayed in the Zoom session?

  • No, it's not available in your Analytics, but it may be available in Zoom.

What can we see in the analytics?

  • For Zoom sessions, you will only see who joined the sessions. You may want to check the analytics from your Zoom account for more data.

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