This guide walks through the process of configuring and troubleshooting Splash's Zoom Webinars integration.

On this page:

1. How the integration works
2. What you'll need to get started
3. Configuring the integration
     3.1 Authenticating your Zoom credentials
     3.2 Naming your integration
     3.3 Defining when your integration will fire
     3.4 Activating your integration
     3.5 Deleting your integration
     3.6 Deauthorizing your integration in Zoom
4. Testing your integration
5. Troubleshooting your integration 
     5.1 Understanding the Activity Log
     5.2 Resolving error messages
     5.3 Contacting Support
6. Video walkthrough of the integration

 

1. How the integration works

The Zoom Webinars integration creates a Zoom webinar whenever a Splash event is created. The integration also updates Splash guest registration statuses as registrants join and exit the Zoom webinar. With this integration, you'll collect valuable guest data throughout your event lifecycle all while hosting your event online.

Specifically, this integration will:

• Automatically create a Zoom webinar when a Splash event is created.
  The Zoom webinar Host will be the Splash Event Owner. If no Zoom account is found for the Event Owner, the account that last authenticated the integration will be used.
  
  

• Assign the Splash event owner as the Zoom webinar host.
  This is dependent on the Splash Event Owner's email address existing in the connected Zoom account. More details on this here.
  
  

• Automatically create an approved registrant for the connected Zoom webinar when a Splash guest is listed as Attending.
  Guest email addresses will be added to the list of registrants for the Zoom webinar.
  
  

• Update Splash guest statuses to Checked In based on guests who have joined the connected Zoom webinar.
  
  

• Update Splash guest statuses to Checked Out based on guests who have left the connected Zoom Webinar.
  
  

• Automatically create a new webinar whenever a Splash event is duplicated.
  If the integration is triggered by specific Event Types or Groups, then only duplicating events that have those specified Event Types or Groups will create corresponding webinars. Learn more about this is in Section 3.3.
  
  
• Automatically create a Zoom Webinar when a guest status changes or a guest is added and a Webinar hasn't already been created for an event.
  This setting is a safety net for any events that haven't resulted in a webinar being created for some reason (e.g. events created prior to the integration being created).

Check out the complete integration flow below.

 

The Zoom Webinars integration will not:

• Create a Zoom Meeting or Breakout.
• Create an event in Splash when a Zoom webinar is created.
• Create a guest in Splash when a registrant is added via Zoom.
• Delete a guest in Splash when a Zoom webinar registrant is deleted. 
• Sync any edits made to a guest's first name, last name, or email without the guest's status also being updated in Splash.

 

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2. What you'll need to get started

To set up the integration, you'll first need to make sure you have the necessary access to connect Splash with Zoom Webinars.

You'll need:

1. A Splash Basic, Professional, or Enterprise team license with Integrations access

2. A licensed Zoom account using a Pro, Business, or Education plan type 

3. A Zoom Owner or Admin role

• These roles allow the integration to assign the Splash Event Owner's email address as the host of the Zoom webinar. The integration will search for the Splash email in the associated Zoom organization, and if the email exists in Zoom, the integration will automatically set the Splash Event Owner as the Zoom host for the webinar. If the email doesn't exist, the account used to authenticate the integration last will be assigned as the webinar host.
  
  Learn more about Zoom roles here.

4. The Zoom Webinar add-on

• You'll want to reach out to your Zoom admin if you don't have Webinars access in your account. Learn more here. 

 

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3. Configuring your integration in Splash

This section will walk you through the step-by-step process to configure your Zoom Webinars integration in Splash.

Before we dive in, it's important to note that setting up the integration consists of two parts: authenticating your Zoom credentials and configuring your integration settings. Both parts will need to be completed in order for the integration to run successfully. 

3.1 Authenticating your Zoom credentials

Before configuring your integration, you will need to first complete an authentication check to confirm your Zoom access.

Follow these steps to authenticate your Zoom account: 

1. While logged in to your Splash account, select the Integrations icon in the left-hand navigation panel.
   
2. Select the New Integration button found on the upper right-hand side of the Integrations screen.
3. Click Choose under the Zoom Webinars integration option.
4. To begin the configuration process, click on the Sign into Zoom button.
5. Enter the email and password for your Zoom Admin account, then click Sign In.
6. Click the Authorize button on the next screen.

The configuration screen will update with the Zoom email address once authentication is complete. 

After authenticating your account, click on the Settings tab to start the Zoom Webinars configuration.

3.2  Naming your integration

You can choose to rename your integration by typing directly into the Integration Name field or leave the name as is. We recommend entering a unique integration name if you plan on creating multiple integrations. This customization allows for easier navigation and organization of your integration suite.

Note: When setting up multiple integrations, you'll just want to ensure that you're using fully separate Zoom accounts for each so that the authentications do not become invalidated.

 

3.3 Defining when your integration will fire

In the Trigger Conditions section, you'll establish the criteria required in order for the integration to perform. 

Follow these steps to set up your Trigger Conditions:

1. Check the box to trigger the integration for one or more specific Event Types.
2. Use the Event Type drop-down menu to select the desired Event Type(s) that will trigger the integration.
3. Check the box to trigger the integration for one or more specific groups.
4. Use the drop-down menu to select the desired Group(s) that will trigger the integration.
5. Click Done.

Leaving the box unchecked for the Event Type and Group will result in the integration triggering for every Event Type and Group.

Under Settings, you'll find an option to disable Zoom confirmation emails and send webinar join URLs through Splash.

By default, Zoom automatically sends confirmation emails to all registered guests. Enabling this setting ensures your guests only receive a branded confirmation email from Splash. As an added bonus, this setting also provides each guest with a webinar join URL that's unique to their Splash registration.

The unique webinar join URLs are generated by Zoom and pulled into Splash through the [zoom_webinar_join_url] tag that can be added to your confirmation emails.

Note: The Zoom tag is compatible with confirmation emails, reminder emails, and in calendar attachments.

If a webinar join URL isn't found for a guest, the Zoom tag will default to the general Zoom join URL. If the general join URL isn't found, the Zoom tag will direct the guest to the Splash event page.

If you need to access a specific guest's webinar join URL, send our team a note and we'll send it your way.

Once the setting is enabled, it’ll apply to any new events created. If the setting is left disabled, confirmation emails will continue to automatically send from Zoom. 

Pro Tip: Send your team members Hosting a Virtual Event in Zoom for best practices on including the Zoom tag in emails.

3.4 Activating your integration

Once all settings have been configured and saved, set the On/Off toggle at the top of the screen to On to activate the integration.

Feel free to toggle your integration off whenever needed. Your configuration settings will be saved so you won't need to reconfigure the integration once you turn it back on. 

3.5 Deleting your integration 

The configuration can be removed at any point by clicking the three vertical dots to the right of the On/Off toggle and clicking Delete. It's important to note that this action will only delete your configuration in Splash and won't delete the integration in Zoom.

3.6 Deauthorizing your integration in Zoom

To remove the integration in Zoom, follow these steps:

1. Log into your Zoom account and head to the Zoom App Marketplace.
2. Click on Manage > Installed Apps or search for the Splash app.
3. Select the Splash app.
4. Click Uninstall.

Removing the integration in Zoom will disable any integration tied to the account. This means that any active Zoom configurations in Splash will be automatically disabled.

 

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4. Testing your integration

Once the integration is set up, you can test that it's operating correctly by following these steps:

1. Create an event 

You'll first need to create a Splash event using any Event Type(s) or Group(s) that are set to trigger the integration.

2. Select a date and time for your event

You can set the date and time of the event during the Create Event flow in Splash or in your Event Settings after your event is created. The date and time entered in Splash will automatically sync to Zoom. If a timezone selected in Splash doesn't exist in Zoom, a timezone with the next similar offset (e.g. UHC 8) will be assigned by default in Zoom.

3. Set a registration capacity

After you've created your event, navigate to your registration settings in Splash to set your capacity limits. Your capacity limit in Splash should reflect the same capacity limit as your Zoom webinar.

Since capacity limits don’t sync from Splash to Zoom, you'll need to make sure you’re within your Zoom limits. You can confirm your capacity limits by viewing your Zoom webinar license.

After confirming your capacity limits, ensure registration is marked as required in Zoom as well. This setting is required for Splash guests to successfully sync over.

4. Enable your confirmation email

If you have not disabled the Zoom confirmation email as outlined in Section 3.3, we recommend disabling your email confirmation in Splash and enabling the confirmation email in your Zoom account. This will send an automatic email with the Zoom webinar details along with the guest's unique webinar link. 

Note: Confirmation emails sent through Splash won't include the guest's unique webinar link unless the [zoom_webinar_join_url] tag is added.

If a guest is experiencing email deliverability issues with Zoom, you can copy their unique webinar link in Zoom from the Registrant section or send them the direct webinar ID using Splash or another email provider. As long as the guest joins the webinar using the same email they used to RSVP in Splash, their registration status will update, regardless of how they access the webinar.

5. Submit a test RSVP

After you've set up your registration settings and confirmation email, submit a test RSVP to your Splash event. Be sure to include your first name, last name, and email address as all of these fields are required for guests and plus ones to successfully sync to Zoom. 

Once the Splash event is created and the test RSVP is submitted, navigate to your Integrations dashboard, open your Zoom Webinars configuration and click on the Activity Log. The Activity Log will display a message confirming the event and RSVP have synced successfully.

Lastly, open your Zoom account to confirm that both the new webinar and registrant have been created. The webinar and registrants being created in Zoom, along with the successful sync messages in Splash, will validate that the integration has been set up correctly.

 

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5. Troubleshooting your integration

In this section you'll learn about the Activity Log, which serves as the primary resource for troubleshooting configuration issues.

5.1 Understanding the Activity Log

The Activity Log is a recorded list of actions performed within the configuration. This list includes configuration edits, synced Splash event and guest data, as well as any confirmed errors.  

The Activity Log is located in the bottom left-hand corner of the configuration screen. You can filter the Activity log by two views, All Logs and Error Logs, to track both general activity as well as identified sync errors. 

5.2 Resolving error messages

In the event that an error occurs, the Error Logs view provides you with the reason the error occurred along with the action needed to resolve the issue. 

The following is a list of error messages and the corresponding action that resolves each error.

Error Message	Solution
An error occurred retrieving data from Zoom. Please try again later. If this issue persists, contact Splash Support to recover this action.	This is a server error that prevents Splash data from syncing to Zoom. Splash Support will need to be contacted to re-sync any data that did not sync during this time.
An error occurred when accessing the Zoom API endpoint. Please re-authenticate your Zoom account and try again.	This error occurs when Zoom authorization is not granted. When going through re-authentication, make sure to click on the Authorize button to approve API access.
An error occurred when authenticating the integration. Please re-authenticate your Zoom account and try again. If the issue persists, contact your Zoom administrator.	This error occurs when a Zoom account cannot be authenticated. You'll need to reach out to Zoom to confirm your account credentials.
Registrant was not created because required fields are missing. Please update the first name or last name for guestemail@company.com.	First name, last name, and email address are all required fields in Zoom. Updating the omitted fields for the provided guest will allow them to be created as Zoom registrants.
The registrant could not be added because webinar registration type is incompatible. Please change the registration type to required to add new registrants.	Registration must be marked as required in Zoom in order for Splash guests to be synced over as registrants.
The registrant could not be added because the webinar has ended.	Splash guests cannot be added to a Zoom webinar once a webinar has ended. If a registrant needs to be added after a webinar has ended, they will need to be added directly through Zoom.
The registrant could not be added because the webinar host cannot be added as a registrant.	Since the Zoom host will be leading the webinar, they cannot also be listed as registrant in Zoom.
The registrant could not be added because the registrant already exists.	This error occurs because Zoom does not allow for duplicate registrants. A unique email address must be used for each guest.
The webinar was not created or the registrant could not be added because your access token is expired. Please re-authenticate your Zoom account and try again.	The access token is granted through authentication. Re-authenticating your Zoom account will provide the necessary access again.
The webinar [12345] is invalid. Please confirm the webinar configuration in Zoom.	The webinar iD is unique for each event. When the webinar is invalid, it is most likely due to the webinar being deleted in Zoom. Check your Zoom account to ensure that the webinar ID is active.

   

5.3 Contacting Support

If you've gone through the above troubleshooting sections and still have questions, feel free drop a note for our Support team to help you out. 

 

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6. Video walkthrough of the integration

More of a visual learner? We've got you covered. Check out our quick video below on how to set up your integration.