Zoom Webinars Integration Guide

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

Table of Contents

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.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 generates a Zoom webinar whenever a Splash event is created. Additionally, the integration updates Splash guest registration statuses as participants join and leave the Zoom webinar. With this integration, you'll collect valuable guest data throughout your event lifecycle all while hosting your event online.

If you do not see the Zoom Webinars integration in the Integrations tab, your organization does not yet have access. Sign up for our beta program to get early access for your team.

Specifically, this integration will:

  • Automatically create a Zoom webinar when a Splash event is created.
    The Zoom webinar owner will be the event owner. If no Zoom account is found for the event owner, the user who last authenticated the integration will be used.

  • Assign the owner of the Zoom webinar as the user account for the Zoom integration.

  • 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.

Check out the complete integration flow below.

Zoom_Native_Integration.png

 


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. 

    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.
Signing in and authorizing access is performed through Zoom. Admin credentials are not entered or saved in Splash and won't be accessible to other Splash team members.

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

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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 configurations. This customization allows for easier navigation and organization of your integration suite.

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. 

Image_2020-06-22_at_1.22.30_PM.png

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.

 

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.

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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.

Heads up! Capacity limits don’t sync from Splash to Zoom, so check to make sure you’re within your Zoom limits. You can confirm your capacity limits by viewing your Zoom webinar license.

4. Enable your confirmation email

Your confirmation email can come from Splash or Zoom - or both!

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.

If a guest is experiencing email deliverability issues, you can copy their unique webinar link in Zoom from the Registrant section or send them the direct webinar ID. 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 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.

 

 

 

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