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How to use Zoom and AEvent for complete automation.

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Written by AEvent
Updated over a week ago

AEvent can handle all aspects of your Zoom Meetings / Webinars. From scheduling to running, to segmenting and follow-up.

We DO recommend, as a Best Practice, using a Zoom account that is dedicated and assigned solely for use with AEvent. This can be a sub-account from your main Zoom account.

(If you need help with opening a secondary account and setting it up, please review Step 1 of our Co-Host tutorial for a step-by-step).

Delivery Platform:

Timeline Actions:

Initial Setup & Timeline Actions:

Adding your Zoom Account to AEvent

(We recommend being logged out of before setting up this integration)

In order to add your Zoom Integration, you will need to first navigate to Integrations within AEvent, click Add Integration, and then search / select Zoom.

Then name your integration as you see fit, and click 'Add.'

Then log in to Zoom using the account you wish to integrate with AEvent.

AND click Allow (NOTE: because of the tools used with our App and Zoom, Admin privileges must be assigned to the account that is being added to AEvent).

Upon successful integration, you will see the newly added integration.

Once your Zoom account has been successfully added, you will see its connected state, and you will be able to click on 'Test.'

A successful connection will yield a positive test result. Congratulations! Your Zoom account is now successfully connected to AEvent!

Activating & Configuring Zoom For Your Timeline

Open the timeline you are planning to use with Zoom and open the integration settings.

  • Locate your Zoom integration in the list and activate it.

  • Click the Cog Wheel for the Integration's Settings

πŸ“” NOTE: πŸ“”

It is required that a Timeline has an active Delivery Platform selected.

Once you activate your Zoom integration in your timeline, in order to deselect, another Delivery Platform must be selected.

Within your Zoom Integration Settings, you can select a pre-designed Zoom Template for your Emails and Branding (Learn more about that here).

You can activate Cloud Recording (to add to the Like-Live experience). If using Zoom Meeting, we highly recommend enabling Mute All (this will prevent attendees from being able to unmute themselves on your Zoom Meeting while still being able to share their camera).
​HD High Motion Video: by default this is disabled, and we only recommend enabling this option if you have 720P or 1080P camera feed enabled, AND your presentation is more video / "talking head" than powerpoint presentation.


πŸ“” NOTE: πŸ“”

If you have more than one Event on your timeline,
​you will find that you can select a different Template for each Event.

To learn more about Zoom Templates, we have a tutorial linked below.

All other settings for Zoom are per-timeline.

  • Once you are done, click Update Settings.

Creating a Timeline Action for Auto-Chat Messaging

With AEvent Zoom Automation, you can automate messages 'Send to Everyone' during the live Zoom call.

To create this type of automation, it is imperative that the time defined in the action falls WITHIN the webinar time. (If the timeline automation is set for automatic, the time set needs to fall within the length of the video. If set for manual, the time set needs to fall within the allotted manual time that is defined).

If you are attempting to set this automation, and the Auto Chat to Audience is NOT selectable, please ensure you are attempting to set the action DURING the webinar timeframe.

In the example below, the timeline is set for automatic, and the action is set for After - 2 minutes. At this time, the automation will send a message to everyone, welcoming them to the call (under What, select Live Event Automations, and then Auto Chat to Audience). When this action is triggered, the viewer on the Zoom call will receive the message as if the Presenter (automated computer) has sent this message to everyone.

Because this message is sent to everyone, it is NOT customizable per registrant.

Once clicking on Create, we can see the Auto Chat to Audience Action set within our timeline.

Auto Chat to Audience can be a great way to help simulate a live-webinar, engaging the audience at the right time, dropping the Call to Action at the needed time, etc. Even if you have live support on the call, this automation can help ease manual tasks within your Event.

Note: This action only works with the timeline setting of Event automation type: Automatic and Semi-Automatic. This does NOT work during a manual, a.k.a 'Live' Zoom Event. Location: Timeline ➜ Event Info ➜ Event Automation (Presentation).

Creating a Timeline Action for a Screen Overlay Popover (CTA Popup)

While Zoom doesn't have the support for a Pop-Up button within their app, AEvent supports the ability to offer an on-screen overlay, which appears on the upper portion or lower portion of your video when set to.
This functionality can be used both for Countdown timers / Dynamic Call to Action links, as well as bonus offerings, etc. The use-case of this function is to enable you to make quick, on-the-fly changes to your videos without the need to hire an expensive video editor or go through the task yourself.

The following example (viewed from the attendee's perspective within the Zoom app) displays the top 1/3 overlay with my link and text. I have the countdown timer showing, Counting Up, and using style 4. For this pop-over, I have it set to display until the end of the webinar.

You can have multiple CTA Popups per webinar, displaying for a set time, then disappearing, OR displaying until the end. There are a variety of display options, as well as the ability to show the pop-up on the Top or the Bottom of the page.

Note: This action only works with the timeline setting of Event automation type: Automatic and Semi-Automatic. This does NOT work during a manual, a.k.a 'Live' Zoom Event. Location: Timeline ➜ Event Info ➜ Event Automation (Presentation).

Creating a Timeline Action to Initiate a Zoom Subject Change

Utilizing Zoom's Email abilities is something that can help boost the attendance rate with both your Zoom Meetings & Webinars. Zoom excels at ensuring their email reaches the inbox, so why not take advantage of that?

In addition to our recommendations of using Zoom Templates to utilize those emails, we also enable the ability to 'Change Subject / Title' of the upcoming Meeting / Webinar. When the subject is changed, Zoom will send an email alerting all registrants of that change, thus enabling another email from Zoom (perfect for a 20-minute before reminder)!

In order to set this automation, it is imperative (and required) that the time defined is at a minimum of 20 minutes BEFORE the start of the webinar. (If you have a countdown room enabled, the time needs to be added to that).

In the example below, 20 minutes prior to the start of the event, AEvent will send an API call to Zoom, changing the subject of the meeting / webinar. All registrants will receive the updated title email. (which includes their join links).

Once you've entered all the information needed, click Create, and you will see the newly created action on your timeline.

Note: If a Co-Host starts the webinar prior to this automation action firing, Zoom will reject the Subject Change API call, and the action will fail.

Best Practice: Let the Automated Computer join first, and only join as a co-host 5 minutes prior to start time!

Adding an Alternative-Host / Panelist to your Zoom Event and Retrieving Alternative-Host Join Links

Need to add an Alternative-Host to your Zoom Event? There are 2 ways to handle that. #1 - if the Event has already been scheduled, or #2, The Event has yet to be scheduled.

#1 - if you need to add an Alternative-Host to a Timeline that already has an Event scheduled, you can do so by finding the Zoom Event in your Upcoming Schedule and clicking on the + symbol.

Then select the Alternative-Host you'd like to add from the dropdown list.

(Your Alternative-Host MUST be a Zoom account of the same Zoom business account. Check Out the Tutorial below, How to Co-Host with AEvent Automation and Zoom).

Once you have added the Alternative-Host, you can obtain the link using Download CSV.

#2 - Add your Alternative-Host or Panelist to your Timeline so they're added every time this Timeline is scheduled.


How to reconnect your Zoom Integration

Connection Test Failed

If you are encountering issues with your Zoom integration, it is possible that the API key issued from Zoom has been reset or the app has been uninstalled from the App Marketplace. If you click 'Test' and it is NOT successful, the first step we recommend is reconnecting your integration.

By clicking Re-Connect, you will be prompted to log in to Zoom (we recommend that you are not logged in to prior to the re-connection)

Since you have previously allowed the app access, unless removed, you will not have to re-allow through Zoom.

Once logged in, your integration will show as Connected, and you are able to click on 'Test.'


A successful connection will yield a positive test result. Congratulations, your Zoom account is now successfully Re-connected to AEvent!

How to remove your Zoom Integration from AEvent

If you want to remove your Zoom integration from AEvent, you need to navigate to Integrations, locate your Zoom integration, and click on the trashcan icon.

You will then be prompted to confirm deletion.

(NOTE: Removing this integration will immediately affect its use with any timelines that it is active in. Any Zoom Webinar or Meeting will be immediately disconnected.)

If you are experiencing issues with this integration but do not desire to REMOVE it, we recommend reconnecting it instead. This will allow it's configuration to

continue as set within your timelines.

Once you confirm removal, the integration within AEvent no longer exists.

Deauthorizing AEvent from Zoom

  1. Login to your Zoom account and navigate to the Zoom App Marketplace.


  2. Click Manage > Installed Apps or search for the AEvent App.


  3. Once you locate the AEvent App, click on Remove.


Zoom Registration Troubleshooting

In this article, we'll take a look at the most common reasons you may be experiencing Zoom Registration Issues.

Solution #1:

If you are having registration issues with Zoom, and you have connected a pre-scheduled Zoom Meeting or Zoom Webinar to AEvent, please make sure that the "Required" box for Registration is ticked/enabled within your Zoom account for the relative Webinar or Meeting.

This will make sure that registration is required for all attendees of your Zoom Event. Without this, AEvent is unable to target your audience based on Attendance information.

If you're having registration issues with Zoom, please check to make sure this option is checked.

Solution #2:

If you are using Zoom with their Webinar Add-On. Please ensure your webinar Add-On is still active by visiting HERE. If it isn't, please re-purchase, and your Zoom Webinar and Registrations will resume normal operation.

When you first purchased the Webinar Add-On, Zoom automatically has One-Time selected. Unless you chose Monthly (Auto-Renewal), it was only purchased for a single month, and you need to re-purchase. (We advise purchasing the auto-renewal unless you do not need it for evergreen use)!

Solution #3:

For Webinars - set as follows: (on account level & meeting level)

For Meetings - set as follows: (DESELECT "require authentication to join"
on account level & meeting level)

* If you have meetings already scheduled, you'll need to adjust the settings for each one, as changing on the account level will not be retroactive for all.

Solution #4:

If neither of these solutions fixed the cause of your issue, please don't hesitate to reach out to us by using the messenger icon in the right-hand corner ➜

Zoom Automation / App Troubleshooting

Zoom Unable to Authorize AEvent:

If you're trying to integrate your Zoom account with AEvent and get an error saying: "You cannot authorize AEvent" or any other error with the same message, please follow these steps:


Make sure that the Zoom account you are setting up with AEvent has Admin rights. Otherwise, please grant admin rights to the Zoom account you're trying to integrate to AEvent.

If you're unable to make your Zoom account an admin account, there are a couple of options that Zoom has available.

Zoom stuck on "Please wait for the host to start this webinar"

If you have a Zoom webinar scheduled and it's stuck, please follow the steps below.

Troubleshooting Zoom - Step 1: Check to confirm the App is successfully authorized in Zoom

  1. Login to your Zoom account and navigate to the Zoom App Marketplace.


  2. Click Manage > Installed Apps or search for the AEvent App.


  3. Confirm you can locate the AEvent App and that it is installed.


Troubleshoot Zoom - Step 2: Confirm the Zoom Integration API Key is Active

  1. Login to AEvent and navigate to integrations.

  2. Locate your Zoom Integration and click Test.

If you do not get a Test Successful result, there might be a number of reasons.

Primarily, the cause of this is the Zoom API Key expiring. To solve this issue, you will need to re-connect the integration. Please follow our step-by-step guide here.

πŸ”” Follow Best Practice πŸ””

Best practice is to have your webinars hosted on a separate dedicated Zoom account, which you can "lose the password" to. Therefore no-one will accidentally log in as the main host or accidentally be using the account while AEvent is trying to run your Webinar or Meeting.

Please reach out to Support if you still encounter this issue, have gone through the troubleshooting steps, and are still unable to bring the event online.


Configuring Zoom Chat

By default, your Zoom account has the Chat settings (both for Webinars and Meetings) set to Everyone (Show All).

Sometimes, during an event, you may want to restrict the messages to show only to Hosts/Panelists.

Or perhaps if you have live support on, you may want to have chat visible to all until your pitch (CTA) and then manually change that setting, so only hosts/panelists can then engage.

You may want your attendees to be able to send messages to you, the host, or panelists, or even other attendees.

To see the full tutorial on how to change these settings, please click the links below:

Enabling/Disabling Zoom Webinar Chat:

​Chatting in Zoom Webinar:

Chatting in Zoom Meeting:

Editing Zoom Default Email Settings and Templates

Did you know that by default, Zoom does not enable its email capabilities for webinar or meeting reminders and follow-ups?

In this tutorial, we will guide you through the step-by-step process of setting up and personalizing email settings within your Zoom account.

By utilizing Zoom's powerful email features and superb inboxing, you can ensure effective communication with your webinar attendees and maximize the impact of your online events.

Step 1: Accessing Webinar Email Settings

  1. To enable these powerful email features, log in to your Zoom account.

  2. Go to the "Account Management" section and click on "Webinar Settings."

Step 2: Personalizing Email Communication

  1. Within the "Webinar Settings," you can personalize the appearance and content of reminder emails and other email communications.

  2. Head over to the Email Settings section at the bottom.

  3. Take this opportunity to customize the reminder emails, attendee emails, and absentee emails according to your branding and communication style.

  4. Once you have made the necessary changes to the email settings, remember to click "Save" to ensure that your preferences are applied.

By default, no reminder emails are set up to be sent, so it is advisable to activate this feature.

However, if you are using an external email responder system and prefer to handle attendee communication independently, you can choose to keep the reminder emails disabled.

Using Zoom Meetings? You can also utilize Zoom Emails with their Zoom Templates System.

A tutorial for Zoom Meeting Templates can be found here:

A tutorial for Zoom Webinar Templates can be found here:

Once you create a new Meeting or Webinar template within Zoom, you can attach your timeline to it (Timeline ➜ Event Info ➜ Event Automation ➜ Zoom Settings ➜ Select Template). If you have recently created the template, you will need to click the refresh button to poll the latest data from Zoom.

How to enable Zoom HD for your Webinar or Meeting

πŸ“£ UPDATE πŸ“£

With AEvent and Zoom Automation, 2 different types of video-sharing options are available. One is through our "Default" Desktop Share, and the second is an "HD" Camera share.

Which to use?? Well, this really boils down to what type of video presentation you have.
​Default "Desktop Share": Choose this if your presentation is mainly a PowerPoint / slideshow presentation. Perhaps there is a video of your presenter on-camera in the corner of the screen, but the main focus is on your slide presentation.

Zoom "HD": Choose this option if your presentation involves full-screen high-motion video, studio video, and mainly a more on-camera experience than an on-desktop presentation.

Our Zoom HD option utilizes Zoom's Excellent streaming quality, and we can output up to a full 1080P/30FPS feed into your Zoom account.

However, by default, your account has a 480p setting (similar quality to a standard DVD video).

​(A Zoom account is automatically considered a Business Plan when the account has 10 or more Pro paid plans.)

Standard Zoom plans can request an upgrade, and at a minimum, will be increased to 720p.

Step 1: Contact Zoom Support

This feature needs to be enabled by Zoom Support directly and can only be accomplished through a direct support request.

Zoom Support Article:

Step 2: Wait for the feature to be enabled

After contacting Zoom support, please allow up to 3 business days for the feature to be enabled. (usually, this occurs within a couple of hours).

Once enabled, you can review the settings within your Zoom account to verify.

In order to verify...

  • Open up the settings of a scheduled Webinar or Meeting within your Zoom account.

  • If HD has been enabled, you'll see 'always send 1080p video to attendees'.

    • (if you were upgraded to 720p you will see the Enable HD video for Attendees checkbox, but NOT the 1080p sub-checkbox).

Once Zoom has increased the resolution in which you can broadcast, it's time to enable it within the AEvent timeline you're working with.

First, open the timeline you are working with.

Then select Integrations and open the settings for your Zoom integration.

Under your Zoom Settings, Enable HD High Motion Video.

Click Enable, then click Save.

NOTE: This setting change is NOT retroactive. Meaning any Zoom Meetings or Webinars that were scheduled prior to the upgrade taking place will need to be changed manually (as shown in the first image above).

SCHEDULING TUTORIAL: Scheduling Your Zoom Event

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