AEvent facilitates the entire scheduling process with Zoom. Whether you are scheduling a One Time Event, or a Recurring Event, all tasks can be completed with our APP, accelerating the scheduling process.
This includes adding any Co-Hosts or Panelists to the Event scheduled, defining the email / template settings, setting up the event itself, and any other granular detail.
Below you will find the different scheduling options based upon what you are scheduling and the frequency/rate in which you want it to run.
Scheduling a One Time Zoom Event
Scheduling a One Time Zoom Event
If you are scheduling an Event using a Zoom Timeline, first you'll need to click on 'Schedule An Event'.
Then within the Scheduler, select the Timeline you are scheduling.
When you select a Zoom based Timeline, a Delivery Application option appears. Here you can select whether you want to schedule a Zoom Meeting, or a Zoom Webinar.
Next, since this is a One Time event, leave the Type selector as is. (Learn about scheduling a Recurring Zoom Timeline using the Recurring Tutorial below!)
Then select the planned Date and Time of your Zoom Event. (If this is a Multi-Event Timeline, please refer to our scheduling guide below)
(Every AEvent Account has a Time zone defined. By default every new account is setup in EST/NYC Time zone. This setting can be changes by navigating to your Account Settings.)
After you've made all of your selections, click on the Schedule Event button in the lower right hand corner.
Once AEvent has communicated your scheduled Event to Zoom's API Servers, you will see your newly scheduled Event under 'Upcoming'.
Scheduling a Recurring Zoom Event
Scheduling a Recurring Zoom Event
If you are scheduling an Event using a Zoom Timeline, first you'll need to click on 'Schedule An Event'.
Within the Scheduler, select the Timeline you are scheduling.
When you select a Zoom based Timeline, a Delivery Application option appears. Here you can select whether you want to schedule a Zoom Meeting, or a Zoom Webinar.
Since you want this event to be a Recurring Event, slide the Type selector to Recurring.
Select the planned Start Date and Start Time of your Zoom Event, and click on Schedule.
(Every AEvent Account has a Time zone defined. By default every new account is setup in EST/NYC Time zone. This setting can be changes by navigating to your Account Settings.)
Select the repetition mode in which you would like this Timeline to be scheduled for. With a Zoom Timeline, this can be either Daily or Weekly.
If you've selected Weekly, select the day/s of the week in which you wish this to occur (can be more than 1). You can also select this to occur at an Every X interval. (So you could chose say every other Tuesday)
HELPFUL HINT: Want to schedule this Timeline to run more than once a day? Or maybe twice a week, but at different times? Complete this tutorial, then rinse/repeat for the other time of day you would like this to run!
There is also an addition option of Expiration. Although not a requirement, if you wish this schedule to expire on a set Date or after a set amount of runs, you can schedule so here.
After you've made all of your selections, click on the Schedule Event button in the lower right hand corner.
Once AEvent has communicated your scheduled Event to Zoom's API Servers, you will see your newly scheduled Event under 'Upcoming'.
Scheduling a Multi-Event Zoom Timeline
Scheduling a Multi-Event Zoom Timeline
If you are scheduling a Timeline that has been built out as a Multi-Event (more than one Event is built into the Timeline), then the steps are fairly similar to scheduling out a One-Time Event, or a Recurring Event.
WITH one thing to keep in mind. When you are selecting the Date/Time you are selecting that for the "Main Event". With AEvent, your Main Event, is static, and everything else you can build around it. So your Main Event, maybe is the first day of your multi-event Timeline, or it is the final session.
To schedule first you'll need to click on 'Schedule An Event'.
Then within the Scheduler, select the Timeline you are scheduling.
When you select a Zoom based Timeline, a Delivery Application option appears. Here you can select whether you want to schedule a Zoom Meeting, or a Zoom Webinar.
Next, you can schedule your Multi-Event Timeline to be scheduled as either a One Time event or a Recurring Event.
For a One-Time Event, follow instructions below (For Recurring scroll down)
Select the planned Date and Time of your Zoom Main Event.
(Every AEvent Account has a Time zone defined. By default every new account is setup in EST/NYC Time zone. This setting can be changes by navigating to your Account Settings.)
For a Recurring Event select the planned Start Date and Start Time of your Zoom Main Event.
(Every AEvent Account has a Time zone defined. By default every new account is setup in EST/NYC Time zone. This setting can be changes by navigating to your Account Settings.)
Select the repetition mode in which you would like this Timeline to be scheduled for. With a Zoom Timeline, this can be either Daily or Weekly.
If you've selected Weekly, select the day/s of the week in which you wish this to occur (can be more than 1). You can also select this to occur at an Every X interval. (So you could chose say every other Tuesday)
There is also an addition option of Expiration. Although not a requirement, if you wish this schedule to expire on a set Date or after a set amount of runs, you can schedule so here.
After you've made all of your selections, click on the Schedule Event button in the lower right hand corner.
Be patient, Zoom takes a little longer, as AEvent is busy scheduling out all the Events that are within your Timeline.
Once AEvent has successfully communicated your scheduled Event to Zoom's API Servers, you will see your newly scheduled Event under 'Upcoming'.
Do note all the events listed that are part of this Timeline will appear in the schedule.
Attach a Pre-Scheduled Zoom Event to a Timeline
Attach a Pre-Scheduled Zoom Event to a Timeline
AEvent support attaching a Zoom Timeline up to a Meeting or Webinar that has already been scheduled directly thru Zoom.
There are 2 things to keep in mind when preforming this,
#1, Anyone that has registered for the Zoom Event will NOT receive any notifications that are initiated by AEvent (AEvent isn't aware of this Registrant, and all Registrants need to go through AEvent for us to be aware of them.
#2, Although you can attach a timeline to a Recurring Zoom, AEvent doesn't support a recurring Zoom. Meaning when you attach to a pre-scheduled Zoom, it is a one-time attach.
Powerful Use Case: You have a weekly Zoom Call. You know 2 weeks from now you're not going to be available. Instead of cancelling the call, AEvent can automate your presentation and play your pre-recorded video. OR what about the inevitable sickness? AEvent can help cover these situations when they arise using this feature.
To attach to your pre-scheduled Zoom Event, first you'll need to click on 'Schedule An Event'.
Within the Scheduler, select the Timeline you are scheduling.
When you select a Zoom based Timeline, a Delivery Application option appears. Since this is a pre-scheduled event, you need to select the type that matches up to what we're attaching to.
Then click on the little clock next to Schedule
This will query the Zoom API inquiring about all upcoming events that match the type selected. Select the Event you are attaching to, then select Attach Timeline.
After clicking on Attach Timeline, you'll be back on the main scheduler window.
Please review your settings to ensure everything is correct, then click on Schedule Event.
After you've made all of your selections, click on the Schedule Event button in the lower right hand corner.
Once AEvent has communicated your scheduled Event to Zoom's API Servers, you will see your newly scheduled Event under 'Upcoming'.
If you want to attach another timeline to another pre-schedule Zoom event you can do so. But do keep in mind, attaching to a Recurring Zoom, does NOT mean it'll recur with AEvent. Every attached timeline to a pre-scheduled Event is handled as a One-Time Event.