To integrate a Zoom meeting into an event (not simply including a zoom link in the location) you must first connect ClubExpress to an active Zoom account. Learn more here.
In the Location settings of an event, find the Videoconferencing section. You will have an option to chose a non-Zoom, generic virtual meeting option, or to use Zoom:
Select the Zoom Meeting option. You will see the option for connecting to an existing meeting or to create a new meeting from your event information. You will also see a Zoom User dropdown where you can select which account to use for the Zoom meeting. If the Zoom account connected to your site has scheduling privileges for other users, you will see both the connected account and the other users in the Zoom Users drop-down.
Existing Meeting
You will also see a drop-down where you can select which existing meeting fro your zoom account you want to connect your event to.
If there is a mismatch in date, time, or timezone between your ClubExpress event and the existing Zoom meeting, you can select if the ClubExpress event will change to match the Zoom meeting, or vice versa. Selecting one option will alter the set time of the ClubExpress/Zoom event.
New Meeting
You will see a different view, allowing you to pick some initial settings for the Zoom meeting that will be created. The Zoom meeting will have the name, date, time and time zone of your event. If your event does not have a specific time zone, it will instead use your selected website time zone.
Once you have connected your event to a Zoom meeting, the Location preview tab will show some basic information about the meeting:
Now that the event is connected to Zoom, all registrants will be required to submit their email address along with their name when registering. The setting for Email Address for both guests and non-members will be set to “Show and Require” automatically in the Registration and Fees tab, and will locked to this setting, with a message explaining this:
When a user registers for your event, they will also automatically be registered on Zoom. You can view the users registered on the Zoom meeting by going to your Zoom account, navigating to your upcoming meetings, click on the connected meeting, going to the Registration tab and clicking on the “view” button:
The host of the Zoom meeting cannot register for the meeting itself, but can still register for the ClubExpress event. The host will receive a message after event registration notifying that a Zoom registration was not made.
Guests on a registration will have their own Zoom registrations created as well, separate from their primary registrant. If a registration is cancelled, then the Zoom registrations for all registrants will also be deleted.
If the event is cancelled on your ClubExpress site, then the connected Zoom meeting will be canceled as well.
You can view the registrants who have successfully had a registration created on Zoom via a new report, called Zoom Event Registrants:
This report will display the registrants name, email, phone number, zoom registrant id if they were registered for the zoom meeting, and if they have attended the zoom meeting. Please note that the attendance column may have up to a 24-hour delay in recording their attendance.