Hosting private OnZoom events

A private OnZoom event can only be viewed and registered by users who have been given the private event link. If you want to limit the audience to a specific group and make your event more secure, this will come in handy for you. OnZoom does not list private events in its OnZoom directory or include them in search results for OnZoom users.

Remarks:

  • To host on Zoom, you must be a paid, licensed user.
  • This is determined by the host’s licensing for Zoom Meetings and Zoom Webinars, which determines the number of tickets he or she can sell. Optional add-on plans are available if you want to increase the number of tickets you can sell.
  • Even if a single session or series of events has already been published, the host can still edit their event’s ticket details after the event has been published. Once the Quantity, Ticket Name, Description and Registration Start and End fields have been edited, these changes will be reflected in future registrations and affect all future registrations that follow. In addition to being able to add or delete guests from the guest list, hosts can also edit the guest list.

In this article we will cover the following topics:

  • How to manage visibility of events
  • To create an exclude from directory and search event (private)
  • How to Create a Private Event Restricted to Invites on the Guest List Only Event (Private and Restricted)

Requirements for hosting private OnZoom events

  • Zoom desktop client
    • Windows: 5.6.3 or higher
    • macOS: 5.6.3 or higher
  • The following account types are available: Pro, Business, Enterprise or Education

How to manage visibility of events

OnZoom events can be created in three different ways:

  • Public Events: The OnZoom Events listing is a public listing of events that can be viewed and accessed by all users through the OnZoom directory and search facilities. The event page for the event can be viewed and registered by all OnZoom users.
  • Exclude from Directory and Search: OnZoom does not list events in its directory and therefore they cannot be found by searching the site even though they have been excluded from it. To view the details of a private event and register for it, only users who have been provided the link for that event can access it.
  • Private event only for invitees on the guest list: Users added to a specific guest list can only view and register for events that are visible to the users included in that list. Only these users can see the details of the event and register for the event.

It’s ideal to market your private events outside of OnZoom if you want to reach a specific audience, e.g. B. Members of a specific email group or those who are part of a specific social campaign outside of OnZoom.

If you need to share confidential information with a limited group of users, the private or restricted events are ideal for this, e.g. B. a sales launch or a VIP event where sensitive information needs to be shared.

To create an exclude from directory and search event (private)

Note: By default, the event is selected to be a public event.

To create a private event, follow these steps:

  1. To access OnZoom, you must be logged in.
  2. Click the Create button to start the process.
  3. You can create an event or edit an existing one.
    Note: An event for which registration has already been received cannot be edited if registration for that event has already been received.
  4. Click the “Save and Continue” button after completing the “Event Map” section of the form.
  5. Click Save and Continue when you have completed the Event Profile section.
  6. If you want to exclude an event from detection and search, select Exclude from Directory and Search in the Event Options section. Please click Save & Continue to continue the process.
  7. Please fill out the Tickets section as soon as possible.
  8. To publish the event or save it as a draft, you must click Publish if you want to publish the event.

How to Create a Private Event Restricted to Invites on the Guest List Only Event (Private and Restricted)

Note: Public events are selected by default.

The following steps will guide you through creating a restricted and private event:

  1. Sign in to OnZoom by entering your username and password.
  2. After you click create, you will be redirected to the creation page.
  3. The ability to create new events or edit existing events can be found in this section.
    Note: An event for which registration has already been received cannot be edited if registration for the event already exists.
  4. Click “Save and Continue” when you are finished filling out the Event Map section.
  5. Click “Save and Continue” when you have completed the Event Profile section of the form.
  6. You can select “Private Events Restricted to Guest List Only” from the drop-down menu under “Event Options” in the “Discoverability and Registration Access” section of the event.
  7. It is optional to check the I will email my own invitations box at the bottom of the page.
  8. Please click the Save & Continue button to continue.
  9. The required information can be entered under the Create Ticket section of the Tickets section of the website.
  10. Make sure the switch next to Invite attendees is turned on so they can be invited.
    Note: Each Named User may only register for one account and may not register on behalf of another user.
  11. Your event registration process can be managed in the following ways:
    • Invite attendees by email address: An email invitation will be sent to the email addresses you added. The Invited Users field can be filled in manually or imported from a CSV file if the email addresses are entered manually or imported from a CSV file.
      • The following steps can be taken to add people to the guest list for your event via email:
        1. Make sure the Invite attendees by email address check box is selected.
        2. To add users to your account, click the + Add User button.
          A pop-up window will appear asking you to add users to the guest list.
        3. In the pop-up window that appears, select Enter Email Addresses.
        4. In the Invited Users field, you must enter the email addresses of the invited users.
        5. Please click the Save button to save the changes.
        6. You can also add more users via email by clicking Add (optional).
        7. If you wish, you can view your guest list and search for guests or delete their email addresses by clicking View (optional).
      • It is possible to import multiple users’ email addresses into your event’s guest list in the following ways:
        1. Select the Invite attendees by email address check box if you want to invite them by email address.
        2. You can add users by clicking the + Add User button.
          A pop-up window will appear allowing you to add users to your guest list.
        3. In the pop-up window that appears, click Import email addresses from CSV.
        4. After you click import, the process begins.
        5. If you want to import a CSV file, you need to locate and select the file and then click the Open button.
        6. Click the Add button after importing the CSV file into the system.
        7. Save the file by clicking the Save button.
    • Invite members of specific company domains: On the event details page, you can register members of the domains that you specify to register for events. You can allow users to register on the specified domains once you have entered the domain name. A comma should be included between domains when using more than one domain.
      • A specific @domain can be added to a private event’s guest list to include all users of that domain:
        1. If you want to invite members of specific company domains, you need to check the box next to the check box.
        2. It is possible to enter multiple valid domains if you have a valid domain that you want to use.
          Note: If you are inviting all members of a company like ABC (with members with email addresses like name@abc.co), you would enter abc.co in the domain field.
        3. Save the file by clicking the Save button.
    • My Zoom account has been invited to the following members : An email invitation will be sent to each member of your Zoom account to join. Those users who have an account with you can only register for your event if they belong to your account.
  12. Save the file by clicking the Save button.
  13. If you want to add more ticket types, click + Add ticket (optional).
  14. (Optional) You can enter a message for the confirmation email that you send to your registrants.
  15. It’s important to set the ticket cancellation policy if the event is a paid event. By default, it uses the cancellation policy you set in the default ticket cancellation section of your account.
  16. Clicking Publish will publish the event to the event page, or you can click Save if you just want to save it as a draft.
    Note: You can preview your event listing if you want to see how it will look when the public sees it and you’re not ready to allow people to register for and view your event:
    1. It is now time to return to the section where you can select event options.
    2. If you want to exclude an event from the event directory and search, or to restrict access only to attendees on the guest list, select Exclude from directory and search under Event Visibility and Registration Access.
    3. Publish the tickets by returning to the Tickets section and clicking the Publish button.
  17. The event can be published by clicking Publish, or the event can be saved as a draft by clicking Save.

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