Overview
This article assumes that you have already added the Element451 + Zoom integration. If you haven't, you can learn more here.
In this article, we will cover:
How to add a Zoom meeting to your event
How to edit and manage your Zoom-based events
How to remove the Zoom meeting from your event
How attendees are marked as "attended"
Zoom integration daily limitations
Adding a New Event Date
Create a new event and add a new date or update an existing date.
In the date configuration sidebar, click the Add Zoom Meeting
button.
This will instantly generate a Zoom meeting URL and populate the Event Link field. You will have two new buttons—delete (unlink the meeting) and manage (update).
Click the Add or Update button at the top of the event date editing form to save your changes.
When setting up a repeatable Zoom event date, the options work differently than when setting up a non-Zoom event. You can only choose one day of the week for the event to repeat on any particular event date. For example, if your event happens on both Mondays and Wednesdays, you should set up separate event dates for Mondays and Wednesdays instead of including them both on the same event date.
Updating Existing Meeting
You can edit your Zoom event right in Element451. You can edit the date/time just as you would an in-person event, and you can use the Manage button to configure your Zoom settings:
When you make a change to an event date/time that has a Zoom meeting associated with it, those changes are automatically updated in Zoom.
If you click on the Manage button (referenced above), the edit screen will appear, and you will be able to adjust the meeting settings.
Click Advanced Settings to expose more configurations. These changes will be saved and reflected in Zoom immediately. The following Zoom settings can be managed in Element451:
Meeting Host
Registration Type
Automatic Recording
Approval Type
Contact Email for Registration
Contact Name for Registration
Audio
Start video when the host joins the meeting
Start video when participants join the meeting
Allow participants to join the meeting before the host starts the meeting
Use a personal meeting ID
Enable waiting room
Send email notifications to registrants about approval, cancellation, denial of the registration
Only authenticated users can join meetings
Show social share buttons on the meeting registration page
Allow attendees to join the meeting from multiple devices
Mute participants upon entry
Close registration after event date
Removing an Existing Zoom Meeting
You have the freedom to remove the Zoom meetings added with your dates whenever you want by clicking the Delete button.
This action will immediately remove the link between your date and the Zoom meeting, and it’s your decision if you also want to delete the associated meeting in Zoom. We will not delete it from your Zoom.
You will get a confirmation dialog before proceeding with this action.
Tagging Event Registrants as Attended
Once the meeting starts and attendees join, Zoom notifies Element451 of their participation. Element451 matches attendees by email address and marks them as “Attended” for that date. Only the “Attended” status is updated automatically; other statuses, such as “No Show,” must be updated manually.
To be marked as “Attended,” attendees must join the meeting using the email address linked to their Element451 record.
Zoom Integration Daily Limits
As a security measure, Zoom limits the number of meeting creation and update requests 3rd party applications can make in a single day. As of January 2024, the request limit is 100. However, in some cases, Element451 is required to make more than one request when creating or updating an event. This limit is tied to your Zoom account and resets daily at midnight UTC time.
The Events Module is included with the Element Engage package.