Providing Zoom Information

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LIVE training session covering this information.

There’s a good chance your program calendar is filled with virtual events. If you’re looking for a way to share Zoom information with your Encompass Event registrants, the options below can help.

Option 1 - Member Confirmation Email:

1. Create the Encompass Event and move into the Member Confirmation Email.

2. Create the Zoom event. It would be ideal if you used the same name.

3. Copy the Zoom invitation.

4. In the Member Confirmation Email, place your cursor where you want the Zoom information to be placed.

5. Paste the Zoom information. If needed, you can adjust the wording and/or spacing.

6. To have the Zoom link be a clickable link, you will need to use hyperlink manager to set it as a hyperlink.

7. Save the change.

Option 2 - Stand Alone Encompass Email Marketing Message:

1. Create the Encompass Event so you can collect registrations.

2. Create the Zoom event. It would be ideal if you used the same name.

3. Copy the Zoom invitation, assuming you want to provide all of the information in the email.

4. Move to the Encompass Email Marketing tools and edit the message you plan on sending.

5. Assuming you will put the information in a Text Element, double click on it.

6. Place your cursor where you want the Zoom information placed.

7. Paste the Zoom information. If needed, you can adjust the wording and/or spacing.

8. To have the Zoom link be a clickable link, you will need to use the Link tool to set it as a hyperlink.

NOTE: If you have a button in the email, you could link the button using only the Zoom session link.

9. Save the change.

10. Set the Audience for your message. One option to have the message go to all of the registrants is using the Event Attendee List "Create Email Segment" option to create a dynamic Segment. It's up to you how you would like to build your Audience, so you may choose a different method.

Option 3 - Zoom Converter (Courtesy of the University of Rochester):

By following these steps, the "Add to my calendar" link in the Member Confirmation Email will contain the full Zoom invitation. The Member Confirmation Email will only contain the Zoom link in the Location area. If you have the icalURL on the Finish Page, this option will also contain the full Zoom invitation.

Thank you to the University of Rochester for providing the instructions and creating the Zoom converter.

These instructions assume you know how to edit and work with the Event Detail Page as well as navigating in the Event Content Properties. You will be moving back and forth between the Encompass Event, the Zoom event, and a University of Rochester page.

1. Create the Encompass Event.

2. Create the Zoom event. It would be ideal if you used the same name. To save time, make sure you keep the Zoom event open.

3. View the Detail Page for the Event from the end user view.

a. In Layout Edit Mode, remove [[Location Name]] and [[Location Directions]]. You can keep Location: and key in VIRTUAL behind the colon.

Location_Name.png

b. Save the changes

4. Go to your Zoom event and copy only the Zoom link for the session.

Zoom_Link.png

5. In the Event Content Properties, move to the second screen and paste the Zoom link into the Location box.

Location_Properties.png

NOTE: This link won't display on the Detail Page if you follow the remaining directions.

6. Go to your Zoom event and copy the entire invitation.

7. Go to the University of Rochester page that contains a Zoom converter.

NOTE: While there are instructions on the page, they are specific to the University of Rochester. You should continue following the directions shown here.

8. Scroll down the page and use the Conversion Method dropdown to select Zoom.

9. Paste the Zoom information into the box and click Generate.

10. Click Copy to Clipboard.

11. Move back to the tab with the Event Content Properties that should be on the second screen (from #5 above) so you can work with the Description.

12. Click HTML in the lower left of the content editor.

HTML.png

13. Make sure your cursor is at the very beginning of all the HTML and paste the generated code info the box.

HTML_Paste.png

14. Save the changes you made to the Event Content Properties.

NOTE: You can streamline the process by creating a Detail Page Layout that has Step 3 taken care of and applying that to any future Events you create.

NOTE: This process works well for all registration models except Activity-Driven Events.

Below is a sample of what the Member Confirmation Email looks like to the registrant.

Option_3_Email_Body.png

Below is a sample of what the calendar item would look like. This is what they will get if they use the "Add to my calendar" link in the image above.

Zoom_Calendar_Option_3.png

 

Option 4 - [Itinerary Summary] token:

(ideal for Events with Activities)

The following instructions enable you to provide Zoom links on a per Activity basis in the Member Confirmation Email.

These instructions assume you know how to edit and work with the Event Detail Page as well as the Member Confirmation Email.

1. Once your Event is built, edit the Detail Page using Layout Edit Mode and remove the Activity List. By doing this, the Zoom information you'll be placing in the Activity Previews won't show on the Detail Page to unregistered people. Save the change.

2. Create the Zoom events for the Activities that need unique Zoom information.

3. Copy and paste the appropriate Zoom links into the Activity Preview editor for the Activity it applies to inside of your Encompass Event. You can also indicate in the Location that it is "Virtual via Zoom".

NOTE: To have the Zoom link be a clickable link, you will need to use hyperlink manager to set it as a hyperlink.

4. Using the Notification Token Manager in the Gold Key, verify that the [Itinerary Summary] for your site contains the [Activity Preview]. If it needs to be adjusted, make the changes. Read the Support Center article if needed.

NOTE: You must be a Super Admin or a Notification Manager to access the Notification Token Manager.

Itinerary_Summary_Token.png

5. Update the Member Confirmation Email so it contains the [Itinerary Summary]. We recommend you remove the [Form No Blanks] that is included by default. Save the change.

NOTE: The [Itinerary Summary] will only show those Activities that have been registered for by the user in the confirmation email.

Below is an example of how the [Itinerary Summary] is being used in the Member Confirmation Email in Admin View.

Itinerary_Summary_Message_Body.png

Below is a sample of what the end user receives in their inbox.

Itinerary_Summary_Email.png

 

 

 

 

 

 

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