Zoom Meetings + Webinars Integration Guide

Rhythm’s Zoom integration empowers associations to seamlessly manage and deliver virtual events, whether they’re large-scale webinars or interactive meetings. By connecting your Zoom account to Rhythm, you can automate registration, track attendance, and provide a cohesive experience for both staff and members all within a single platform.

 

Contents:

• What Information Is Needed Before Setup?
• Basic Setup in Rhythm
• Integrate an Event with Zoom
• Integrate a Course Offering with Zoom
• FAQs

 

What Information Is Needed Before Setup?

From Rhythm

Before setting up the integration, Rhythm will need to enable it in your tenant. Please reach out to your Customer Success Manager or Project Manager for assistance. 

 

From Zoom

Before setting up the integration, you will need to create a Zoom account that includes their Meetings and/or Webinars license. 

 

Basic Setup in Rhythm

If you are setting up a new Zoom integration:

1. Navigate to the Security and Settings app.
2. In the left toolbar, select Integrations.
3. Click Zoom under the Webinars subheading.
4. Click Create Zoom Account.
5. Enter your Zoom login information.
6. Authorize the connection between Rhythm and Zoom.

If you have an existing integration with Zoom Webinars and need to activate the Meetings sync:

1. Navigate to the Security and Settings app.
2. In the left toolbar, select Integrations.
3. Click Zoom under the Webinars subheading.
4. Edit the desired account.
5. Click the Reauthorize button.
6. Save Changes.

Note: Reauthorizing your Zoom credentials during a reset or otherwise will change any events or courses that are configured with a Zoom Webinar ID.

 

Integrate an Event with Zoom

Create an Event

Begin by creating your event in Rhythm, including the registration processes, types, and packages. If you need a refresher on event configuration, check out this article.

Helpful Hint: If your event is a Zoom Meeting, be sure to add {{registration.meeting_join_url}} as a merge field in the confirmation email when configuring the registration process. 

 

Create a Meeting in Zoom

If you plan to associate a Zoom Meeting with your Rhythm event, follow these steps to create the Zoom Meeting.

1. Navigate to Zoom.
2. From the left toolbar, select Meetings.
3. Click the “Schedule a Meeting” button.
4. Enter the Topic, Date, Duration, and other settings.
5. Click the “Save” button.
6. Copy the Meeting ID for the setup in Rhythm.

Note: Every Zoom Meeting will have its own unique ID.

 

Create a Webinar in Zoom

If you plan to associate a Zoom Webinar with your Rhythm event, follow these steps to create the Zoom Webinar.

1. Navigate to Zoom.
2. From the left toolbar, select Webinars.
3. Click the “Schedule Webinar” button.
4. Enter the Topic, Date, Duration, and other settings.
5. Click the “Schedule” button.
6. Copy the Webinar ID for the setup in Rhythm.

Note: Every Zoom Webinar will have its own unique ID.

 

Add the Zoom ID to Your Event

Once you have created your meeting or webinar in Zoom and you have copied the ID, navigate to your event in Rhythm.

1. Navigate to the Meetings + Shows app and select your event.
2. In the left toolbar, click Setup.
3. Click Registration and select Settings from the drop-down menu.
4. Enable the Video Conferencing Integration setting.
5. Select Zoom as the Service.
6. Choose Meeting or Webinar as the Type.
7. Select your Zoom account.
8. Paste the ID of your Zoom Meeting or Webinar.
9. Click the “Save Changes” button at the bottom of the screen.

 

Test Event Registration

In Rhythm

Now that you have configured your event in Rhythm and the meeting or webinar in Zoom, it is time to process a registration. When testing, please ensure you use a contact that has an email address you can access. You can register yourself from the event overview page by clicking the “Create a Registration” button. Once you have registered, please ensure that you have received an email from Zoom with the registration confirmation and the link to access the meeting or webinar.

 

In Zoom

1. Once you have registered in Rhythm, please navigate to the corresponding event in Zoom to ensure the contact appears.
   • Meetings: Registered contacts will appear under “Invitees” on the meeting page.
   • Webinars: Registered contacts will appear on the Invitations tab on the webinar page under “Manage Attendees.” 
2. Please log in as the registrant to ensure they are able to access the meeting or webinar.

 

Test Event Registration Cancellations

In Rhythm

1. Navigate to the event registration that you created. 
2. Click the “Cancel Registration Order” button.
3. Process the cancellation after selecting the appropriate cancellation settings.

 

In Zoom

1. Navigate to the corresponding event in Zoom to ensure the contact was removed.
2. • Meetings: The contact should no longer appear under “Invitees” on the meeting page.
   • Webinars: Cancelled registrations will appear on the Invitations tab on the webinar page under “Manage Attendees.”

 

Integrate a Course Offering with Zoom

Create a Course Offering

Begin by creating your course offering in Rhythm. If you need a refresher on course offering configuration, check out this article.

 

Create a Meeting in Zoom

If you plan to associate a Zoom Meeting with your Rhythm event, follow these steps to create the Zoom Meeting.

1. Navigate to Zoom.
2. From the left toolbar, select Meetings.
3. Click the “Schedule a Meeting” button.
4. Enter the Topic, Date, Duration, and other settings.
5. Click the “Save” button.
6. Copy the Meeting ID for the setup in Rhythm.

Note: Every Zoom Meeting will have its own unique ID.

 

Create a Webinar in Zoom

If you plan to associate a Zoom Webinar with your Rhythm event, follow these steps to create the Zoom Webinar.

1. Navigate to Zoom.
2. From the left toolbar, select Webinars.
3. Click the “Schedule Webinar” button.
4. Enter the Topic, Date, Duration, and other settings.
5. Click the “Schedule” button.
6. Copy the Webinar ID for the setup in Rhythm.

Note: Every Zoom Webinar will have its own unique ID.

 

Add the Zoom ID to Your Course Offering

Once you have created your meeting or webinar in Zoom and you have copied the ID, navigate to your course offering in Rhythm.

1. Navigate to the Certifications app.
2. In the left toolbar, click Courses and select Offerings from the drop-down menu..
3. Select the appropriate course offering.
4. Click the “Edit Course Offering” button.
5. Enable the Video Conferencing Integration setting.
6. Select Zoom as the Service.
7. Choose Meeting or Webinar as the Type.
8. Select your Zoom account.
9. Paste the ID of your Zoom Meeting or Webinar.
10. Click the “Save Changes” button at the bottom of the screen.

 

Test Course Registration

In Rhythm

Now that you have configured your course offering in Rhythm and the meeting or webinar in Zoom, it is time to process a registration. When testing, please ensure you use a contact that has an email address you can access. You can register yourself by clicking Registrations under the Courses drop-down menu and clicking the “Register Someone for Course” button. Once you have registered, please ensure that you have received an email from Zoom with the registration confirmation and the link to access the meeting or webinar.

 

In Zoom

1. Once you have registered in Rhythm, please navigate to the corresponding event in Zoom to ensure the contact appears.
   • Meetings: Registered contacts will appear under “Invitees” on the meeting page.
   • Webinars: Registered contacts will appear on the Invitations tab on the webinar page under “Manage Attendees.” 
2. Please log in as the registrant to ensure they are able to access the meeting or webinar.

 

Test Course Registration Cancellations

In Rhythm

1. Navigate to the course registration that you created. 
2. Click the “Cancel Registration Order” button.
3. Process the cancellation after selecting the appropriate cancellation settings.

 

In Zoom

1. Navigate to the corresponding event in Zoom to ensure the contact was removed.
   • Meetings: The contact should no longer appear under “Invitees” on the meeting page.
   • Webinars: Cancelled registrations will appear on the Invitations tab on the webinar page under “Manage Attendees.”

 

Frequently Asked Questions

Q: How do I enable Zoom Integration in Rhythm?

A: First, you will need a Zoom Account. In the Security and Settings app, you will need to create a new Zoom integration. You will be prompted to authenticate into your Zoom account 

Q: What happens when Zoom is enabled on an Event or Course?
A: When a contact registers for an event or course in Rhythm, they will automatically be registered for the meeting or webinar in Zoom. They will receive any Zoom confirmation emails that are associated with the meeting or webinar. When a registrant logs into the meeting or webinar in Zoom, the check-in date on their registration in Rhythm will be updated. 

Q: What if I cancel their registration in Rhythm?
A: If the registration is canceled in Rhythm, it will automatically be cancelled in Zoom. 

Q: What if I already have an existing Zoom account using the Webinars functionality in Rhythm, how do I authorize it so I can use Meetings as well?
A: If there is an existing account, the Zoom credentials must be reauthorized. Navigate to the System + Security app, select Integrations, select Zoom, edit the desired account, Click Reauthorize, and Save Changes.