Host private Zoom events

The only users who can view and register for a private Zoom event are users who have the link to the private event. A limited, specific audience is useful for hosts who want to keep their event safe and limit their audience to a specific group.

Requirements for hosting private Zoom events

• Zoom desktop client
  • Windows: 5.7.6 or higher
  • macOS: 5.7.6 or higher
• Mobile Zoom client
  • iOS: 5.7.6 or later
  • Android: 5.7.6 or higher
• A Pro account, a Business account, an Enterprise account, or an Education account
• License for Zoom Events

Remarks:

• This issue is caused by a dependency that exists between Zoom Events and the Windows Webview package for Windows; While version 5.7.6 of this package supports Zoom Events, this may result in hosts getting a blank lobby screen.
• As a host, we strongly encourage you to update your Zoom desktop client/mobile application to take advantage of the latest Zoom events and webinar features.

How to manage visibility of events

Zoom events can be created in two different ways:

• Only accessible to users with event link: A user who has the link to an event can only access the event to view details and register for the event if they have that link.
• Private event for invitees only on the guest list: Users added to the specified guest list are the only ones who can view the details and register for the event. Only these users can see and access the event details.

Note:

Users who receive the email with the event link and the link does not appear in their email inbox will not be automatically registered. In order to be able to take part in the event, users must register in advance.

You can hold private events if you want to privately promote your event to a specific audience, e.g. B. members of an email list or members of a social media campaign, and want to make them available to a specific audience.

You can set up a private or restricted event to share sensitive information with a specific group of people for a launch or VIP event. This is a great way to share information with a limited audience.

How to create an event that only users with an event link can access

Note: By default, the Public Event option is selected.

A private event can be created in the following ways:

1. Register for Zoom Events by clicking here.
2. Then click the Create button.
3. You can select an event by clicking on it.
4. A new event can be created or an existing event can be edited.
   Note: It is not possible to edit an event for which registration has already been received if the event is already registered.
5. Click “Save and Continue” after completing the Event Map section of the form.
6. Click the “Save and Continue” button after completing the Event Profile section of the form.
7. The first thing you need to do is select “Only accessible to users with event link” under “Event discoverability and registration access” in the “Event options” section.
8. In the Save & Continue window, click the Save & Continue button.
9. There is a section about tickets that needs to be filled out.
10. If you want to publish the event, click Publish, or if you want to save the event as a draft, click Save.

To Create a Restricted Event (Guest List Event Only)

Note: There is a default selection for public events.

To create a private and restricted event, do the following:

1. Make sure you’re logged into Zoom Events.
2. Click the Create button.
3. You must select an event.
4. A new event can be created or an existing event can be edited.
   Note: The event you are editing cannot be edited if a registration for the event has already been received.
5. After filling out the Event Map section, click Save and Continue to proceed to the next step.
6. Click Save & Continue when you have completed the event profile section.
7. The Event Options section includes a Private Event Restricted to Invitees Only option on the Guest List, which can be selected in the Event Discoverability and Registration Access section.
8. Check the I will send my own email invitations box if you wish (optional).
   The user on the guest list will not receive an email invitation from Zoom Events if they select this option. Notification Center invitations will continue to be sent to guests on the Zoom Events guest list as long as they remain on their guest list.
9. Click the Save & Continue button to continue the process.
10. You can enter the required information in the Create Ticket section under the Tickets section of the page.
11. It’s important to ensure that the Invite Attendees toggle is enabled.
    Note:
12. By default, all tickets have the Invite Attendees option enabled. Unless you change your event to a public event, you cannot turn off this option. To create an event draft for a private and restricted event, at least one user must be added to the guest list before the draft can be saved and the event created.
    • It is possible to add users to the private guest list for your event via email by following the steps below:
      1. Check the box next to Invite attendees by email address if you wish.
      2. Click the +Add User button to add more users to the list.
         A pop-up window will appear asking you to add users to the guest list.
      3. Under Add user from, select Enter email addresses.
      4. Select the Enter Email Addresses option in the Invited Users section of the page.
      5. In the Invited Users text box, enter the email addresses of the users you want to invite.
      6. Then click the Save button.
      7. If you want to add more users via email, click the Add button (optional).
      8. To view, search, or delete the names of your guests, click View in the Guest List option (optional).
    • To import more than one email address into the private guest list for your event, do the following:
      1. Make sure the Invite attendees using their email addresses check box is selected.
      2. Then click the + Add User button.
         You will see a popup window asking you to add users to your guest list.
      3. You can add users by selecting Import email addresses from a CSV file in the Add users by section.
      4. After you click Import, a new window will appear.
      5. Click on the Open button when you have found and selected the CSV file to import.
      6. After importing the CSV file, click the Add button after it is imported.
      7. Then click the Save button.
    • Adding all guests from a specific @domain to your private event’s guest list is as easy as following these steps:
      1. The box next to Invite members of specific company domains should be checked.
      2. Please enter a valid domain name.
         Note: The domain name abc.co can be used, for example, if you want to invite everyone at ABC company (whose email addresses are name@abc.co), then include abc.co as the domain name.
      3. If you have multiple domains, you must separate them with commas in the text box if you have more than one.
      4. Save the changes by clicking the Save button.
    • If you check the Invite members of my Zoom account box, you can add users from your account.
13. Please note that if you wish to save the event as a draft, you can either publish the event or save it as a draft.