How do I use Splash's Zapier integration to automatically create webinars in Zoom?

While Splash does not have a direct integration with Zoom, leveraging an iPaaS, ESB, or other integration solution can allow for a very robust connection between the two platforms. You can use Zapier to integrate Splash and Zoom, and open the door to new ways to make your webinars truly stand out from the crowd and give your audiences all the encouragement they need to sign up.

Capabilities:

  1. A Webinar in Zoom will be created when an event is created in Splash.

    • The Splash event creator is indicated as the webinar host in Zoom

    • Keep in mind: You’ll only have to set this Zap up once to facilitate this communication.

Requirements:

  1. As with all integrations, you must have a Splash Enterprise account.

  2. You must have a Zapier account. Creating and using a Zapier account is free, but if you're truly looking to adopt Zapier into your Splash organization's workflows, you'll probably need to make an investment in a Premium plan.

  3. You must have a paid Zoom account with webinar access.

There are two core functionalities of this integration:

  1. Creating Zoom webinars when events are created in Splash
  2. Adding Splash guests as new webinar registrants in Zoom

In this article, we will explore the first functionality. Note: Zapier offers the ability to create both webinars and meetings after a Splash events is created. However, Zapier only offers the ability their guest integration with webinar functionality. Creating webinars is currently a paid functionality offered by Zoom. For more details about adding it to your plan, go to https://zoom.us/webinar or contact your team's zoom admin.

Core functionality #1: Splash Events as Zoom Webinars

HTTP Postback

The first thing to set up is the HTTP Postback in Splash that will send information from event creations to Zapier. From your events dashboard:

  1. Click on the Integrations tab on the left side.
  2. In the top right, select New Integration.
  3. From the menu of available integrations, find the tile for HTTP Postback and select it.
    Image_2020-07-24_at_9.29.24_AM.png
  4. You can leave the method as POST and ignore the endpoint field for the moment, but you'll want to change the content type to application/json.Image_2020-07-24_at_11.48.25_AM.png
  5. You can give the integration a name that will best identify it, and then under Trigger set it to Event, and then in the Action dropdown select Create. This means that any time an event is created, this configuration will fire.Image_2020-03-25_at_5.39.38_PM.png
  6. We would also highly recommend making use of the trigger conditions by event type, and limiting it to only event types you want creating corresponding webinars in Zoom. 
    • We would recommend setting this to a webinar event type. If you don’t currently have this event type in Splash, reach out to your Customer Success Manager, and they will be happy to work with you to set that up. Image_2020-03-25_at_5.40.07_PM.png
  7. The next step is to set up the field mappings, or the information that Splash will send to the chosen endpoint. Only three are necessary: Title field, Event Start Date, and the Event ID. You can name the remote fields whatever you like. Image_2020-03-25_at_5.41.21_PM.png
  8. With the fields mapped, the only thing left to do is to click Save to commit the changes, then then scroll up to the top and turn the integration on. We will return with the postback URL in the next section.

Webhook by Zapier

For the next part, we need to switch over to Zapier in a new browser tab.

  1. Start by creating a new Zap.
  2. For the trigger, search for Webhooks by Zapier and select it. This will set up an endpoint within Zapier which can receive HTTP calls. Image_2020-03-25_at_5.48.41_PM.png
  3. Choose the Catch Hook trigger event, which means whenever a call is received, this Zap will execute.Image_2020-03-25_at_5.48.49_PM.png
  4. Where it says Custom Webhook URL, copy the URL. Set this aside somewhere as this is what we will point our Splash integration from the previous section at.Image_2020-03-25_at_5.48.56_PM.png
  5. In the Find Data step, set the Zap up to listen for incoming requests. It will now be on standby to receive an example call, which we can simulate by creating an event in SplashImage_2020-03-25_at_5.49.03_PM.png
  6. Return back to your tab with Splash open. In the Postback Integration, paste the URL from before into the Postback URL field and click Save at the bottom of the configuration. Ensure the integration is turned on.Image_2020-03-25_at_5.49.09_PM.png
  7. Next, create a new event in Splash. Ensure that it has a title and a start date, but the rest is optional.
     Image_2020-03-25_at_5.58.38_PM.png
  8. After choosing a theme and creating the event, return to Zapier to ensure that it has in fact received the event data. If it has, you can move on as we can use these fields to configure the next steps.
    • If Zapier has not received the event data, consider checking the Activity Log in the Postback integration. Sometimes the integrations queue can become backed up and it can take a bit of time for the call to be processed as the queue works through other requests.

Zoom App

  1. The next step is to add a Zoom app step to your Zap, and set it to create a meeting.Image_2020-03-25_at_5.56.34_PM.png
  2. You will need to sign in to the Zoom account you want to host your webinars with.
  3. Next you will need to set up the meeting options. Start by setting the meeting type to Webinar.
  4. We recommend setting the topic of the webinar to your Event Title.
  5. The When field is for scheduling when the webinar will begin. You can set this directly as the Event Start Date. No additional formatting is necessary.
  6. Set an appropriate time zone.
    • Note: This could also be sent from Splash and formatted so that Zoom could set it dynamically based upon the event time zone.
  7. Set an appropriate duration.
    • Note: A more advanced option would be to set the duration as a formula in Zapier that takes the difference in minutes between the start and end times of the Splash event. This can be useful if your webinar lengths are variable. Image_2020-03-25_at_5.57.41_PM.png
  8. Finally, test the Zapier step to ensure it is configured properly. It should successfully create a webinar in the Zoom account you authenticated with the details from the Splash event created earlier.

Formatter by Zapier

In order for attendees to be added as registrants in the future, there must be some way for Zapier to associate the Splash event and the Zoom webinar. The event ID from Splash is already available. To get the webinar ID from Zoom, we will need to extract it from the URL returned in the creation of the webinar.

  1. Add another step to the Zap and choose Formatter by Zapier.
  2. For the action type, select Text. Image_2020-03-25_at_6.00.16_PM.png
  3. We will be performing an Extract Number transformation.
  4. For the input of the number extraction, use the Join URL from the previous webinar creation. Image_2020-03-25_at_6.00.25_PM.png
  5. Test this step, and you should see the webinar ID number as the output.

Storage by Zapier

The final step is to make both the event ID and the webinar ID available across Zaps that are running at different times. This can be achieved by using Storage by Zapier. This is an app that allows for the storage of simple information in key-value pairs.

  1. Add a new step to your Zap and select Storage By Zapier.
  2. For the action, choose Set ValueImage_2020-03-25_at_6.01.38_PM.png
  3. Storage takes place in repositories call Accounts. These can be named anything. Create a new account and choose or generate an appropriate name that will allow you to distinguish this from other accounts.Image_2020-03-25_at_6.02.12_PM.png
  4. Next, in the Customize Value step, you can set your Key and your Value. The Key will be the event ID sent by Splash in the Webhook trigger. The Value is going to be the webinar ID extracted by the Formatter from the webinar URL. Image_2020-03-25_at_6.02.36_PM.png

With these four steps set up, your Zap is now ready to create webinars from Splash events. Feel free to name it something appropriate, and turn the zap on – you’re now set to go!

In our next chapter, we will learn about adding Splash guests as new webinar registrants in Zoom.

Pro Tips:

1. Be sure to map "Time Zone" as a field to sync from Splash to Zoom
Image_2020-04-02_at_12.57.08_PM.png

2. Require a duration for your event (in minutes). By default, Zapier will set this to 60 minutes. If you'd like the Splash team to set this field up for you via your custom create flow, let us know and we can help!

Image_2020-04-02_at_12.58.08_PM.png

3. You can use Splash's trigger conditions if you would like to have Zapier only create Zoom webinars based on the Splash event's Event Type.

Image_2020-07-10_at_1.02.58_PM.png

 

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