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Creating a Zoom Template and using it with an AEvent Timeline
Creating a Zoom Template and using it with an AEvent Timeline

Zoom Templates enable you to further customize your Zoom Webinar/Meeting Events

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Written by AEvent
Updated over a week ago

Zoom templates will enable you to utilize the Email Branding options for the emails being sent from Zoom, as well as customization options for the content and the frequency.

In this tutorial, we'll walk through each step of creating a new Zoom Template and then attaching it to a timeline within AEvent. In this tutorial, we're demonstrating this with a Zoom Webinar Template, however this is just as applicable for Zoom Meeting Templates.

Step-By-Step Tutorial:

Creating a Zoom Template

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.
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.

Creating personal webinar templates:

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.

Main Webinar Settings

  • Topic (Name/Title of your webinar)

  • Description (Short 5 bullet point list)

  • Registration: Required (ALWAYS REQUIRED WITH AEVENT)

  • Video Host ON (if using Zoom HD), Panelists OFF (Recommended)

  • Audio: Both

  • Options: Q&A (Optional)

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

Email Settings

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.

Branding Settings

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:

  • JPG/JPEG or 24-bit PNG

  • The suggested dimensions: 200px by 200px

  • The maximum dimensions: 600px by 600px

  • Maximum file size: 300KB

Saving Your New Template

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

  • First, click Save as Template as shown below

  • Then, name your template and Save it as a Template.

Selecting the new template in your AEvent Timeline

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

  • Then go to Integration Settings on the left menu.

  • Go to your Zoom Integration and click on the Cog Wheel to open the settings.

  • You will see the Select Template Field, and that is where you will find the Zoom Template to use.

    • If it is not there, click the Refresh option to pull current info from Zoom.

  • Once you have selected the Template, make sure that you select the Update Setting Button

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

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

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