⚠️ Important: AEvent requires an Admin (account-level) Zoom Template

When AEvent schedules your Zoom meeting or webinar automatically, Zoom only applies templates that were created as Admin Meeting or Webinar Templates at the account level. A personal template you create by scheduling a meeting and clicking "Save as Template" will appear selectable inside AEvent, but it will not actually apply to the events AEvent creates for you. This is a Zoom platform requirement, not an AEvent setting.

To use a Zoom template with AEvent, all of the following must be true:

Official Zoom guides:

💡 Note: even with an Admin Template, some Zoom settings (such as polls, registration questions, and automatic recording) may not carry through Zoom's API. Set any business-critical settings directly in your AEvent campaign as well.

First things first, we need to create a template within Zoom. Most of what we will be covering here is covered in further detail within Zoom Tutorials.
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When you schedule a webinar/meeting (Within Zoom), you can save its settings so that you can use it as a template for scheduling future webinars. The template includes basic settings, such as whether to disable Q&A, as well as more advanced settings, such as the addition of Attendee / Non Attendee emails and Branding Abilities.

Zoom's official template guides:

Configuring admin meeting templates

For webinars, see Zoom's Configuring admin webinar templates guide.

Reminder: the template you build here must be saved as an Admin (account-level) template for AEvent to apply it. A personal template will not work. See the important note at the top of this article.

So lets start by scheduling a Zoom Webinar within Zooms Website, and define all the settings that we can, then we will save it as a template.

From here, click Schedule. (Picking a random time/date is fine, as we are just building out our template).

Once clicking schedule, we are presented with further options to customize this webinar (then save as a template).

First, let's go into the Email Settings and change a few things.

By default, Zoom is automatically configured to send NO follow-up email to Attendees or Non Attendees (absentees), as shown in the example above.

Our Best Practice suggests taking advantage of the email services being offered by Zoom and enabling both of these to be sent 1 day after the scheduled end date.

Depending on your campaign, we would recommend sending emails to both and directing them to an Encore or a Replay.

Once you customize the 2 emails to your liking, click Save.

The next SOP we recommend is defining some of the Branding options within a Zoom Webinar Template.

This includes both a logo image that will be used in the email sent by Zoom, as well as the ability to define the Post Attendee URL. This loads when the attendee leaves the webinar and closes Zoom. (Perfect use of a Direct Call to Action URL load here)

Logo Image requirements:

Once you've completed the steps outlined above, its time to save your template, then import it into AEvent.

Important: a template saved this way is a personal template. For AEvent automation it must instead be created as an Admin Template by a Zoom account owner or admin, with the Admin Meeting Templates feature enabled by Zoom Support. See the note at the top of this article and Zoom's official guide.

In your AEvent account, open the campaign that you want to use the Zoom Template with.

Now, the next time you schedule this campaign, it will use the Zoom Template associated with it. Taking full advantage of Zoom's email/branding systems!

⚠️ If the template does not appear, or your meetings still launch without the template applied, the most common cause is that the template is a personal template rather than an Admin (account-level) template. Revisit the important note at the top of this article and confirm the Admin Meeting Templates feature is enabled on your Zoom account.

If you have any questions, you can always reach out to us by clicking that chat button!