Zoom

Zoom provides remote conferencing services providing video conferencing and online meetings.

What is Zoom

Zoom Video Communications is a remote conferencing services company headquartered in San Jose, California. It provides remote conferencing services that combines video conferencing, online meetings, chat, and mobile collaboration.

How does Zoom work with Nexudus?

Nexudus works with Zoom Meetings in three ways:

Zoom for Events

When using Zoom for Events, you will be able to provide a Zoom Meeting link to every attendee who RSPV or purchases a ticket for each of your events.

Zoom for Bookings

Your members and other customers will be able to connect their own Zoom accounts. This will enable them to include a Zoom Meeting link while making a reservation in your calendar.

Zoom for Community Board Messages

Your members and other customers will be able to connect their own Zoom accounts. This will enable them to include a Zoom Meeting link when starting a new conversation in the community board.

Zoom for Meeting Rooms

You will be able to provide a Zoom Meeting link to customers booking any of your rooms based on your own licensed Zoom user account.

Connect your Zoom Account as an Administrator

To start using any of the functions described above, you must enable Zoom in your account as a Nexudus Administrator. 

  You must use a licensed Zoom user account for this integration to work correctly.

  • If the side menu is not visible, click .

  • In the side menu, click Settings.

  • Under the Apps and integrations section, click Integrations.

  • Scroll down to Other and click Zoom.

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Zoom integration

 

  • Click on "Connect with Zoom".

  • Login to your Zoom account.

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Sign in to your Zoom account
 
  • Read about the level of access Nexudus will have to your account and, if you agree with it, authorise Nexudus to access your Zoom account.

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Authorize Nexudus to access your Zoom account
 

Uninstalling the Nexudus Zoom Add-on

  • Login to your Zoom account and navigate to the Zoom Marketplace

  • Click on Manage > Installed Apps and Search for Nexudus for Administrators or Nexudus for Customers.

  • Click Uninstall 

  Nexudus does not keep any personal data from your Zoom account at any point. 

Zoom for Events

Provide a Zoom Meeting link to every event attendee.
 

When using Zoom for Events, you will be able to provide a Zoom Meeting link to every attendee who RSPV or purchases a ticket for each of your events.

How to use Zoom for Events 

  You will need to first connect your Nexudus account to your Zoom account like this.

Once your Zoom account is connected to your Nexudus account, you will be able to enable the option to "Include a zoom conference call invite as part of the confirmation emails for this event." in the details of any of your events. You can learn here how to create an event.

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Tick the box "Include a zoom conference call invite.. "
 

When you create or update an event with this option enabled, we will automatically schedule a meeting in the connected Zoom account and start registering anyone who RSVPs or buys a ticket for that event.

You can see these meetings in your Zoom account using this link: https://zoom.us/meeting?type=upcoming

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Zoom meetings Dashboard
 

New Attendees

When a customer RSVPs or buys a ticket for one of your events, we will automatically register that customer as a registrant for that event.

For example, adding John Doe as an attendee for the event "How to use Zoom Meeting Webinar" like this...

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Add new event Attendee
 

... will create a registrant for that meeting in Zoom:

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Event attendee in Zoom 
 

Notice how Zoom shows the attendee as approved automatically even though the event is set to require new registrants to be approved manually. The reason for this is that Zoom also enables users to register online via the Zoom portal. If you are happy for those users to join the event, even when they may not have purchased a ticket from your Nexudus portal, you will need to approve those from your Zoom account.

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Attendee for the meeting dashboard
 

Email confirmation and join link.

This process also generates an email confirmation sent to every attendee which includes a unique link for that attendee to join the event via their own Zoom account.

 

  Use the {zoom} token to inject the join link and password in the email confirmation and reminders about this event. Join links for events are unique per registrant.

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Event ticket confirmation email 
 

Cancelling Tickets

When an event attendee is removed or they decide to cancel their ticket purchase, we will also automatically remove that registrant from the Zoom meeting.

For example, if John Doe ends up deciding not to attend the event and cancels their ticket purchase, Zoom reflects this automatically as well:

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Event registrants dashboard
 

Zoom for Bookings

Lets customers use their own Zoom account to schedule Zoom Meetings
 

When using Zoom for Customers, members and customers placing bookings in your calendar will be able to request a unique Zoom Meeting link with each reservation.

How to use Zoom for Customers 

  You will need to first connect your Nexudus account to your own Zoom account like this. You only need to do this once.

Zoom for Customers lets each customer use their own Zoom account connect each booking they place in your Nexudus resource calendar with a Zoom Meeting link.

When the Zoom integration is enabled in your account, customers will be given them option to also connect their own Zoom account from the My Account > My Bookings menu in your Members portal

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Connect to Zoom 
 

We also display this option from the new booking form, like this:

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Connect your zoom account
 

As a customer, when setting up the Zoom integration, Zoom will present the following screen, asking the customers to agree to the level of access the Nexudus platform will have to their accounts:

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Authorize Nexudus to access your Zoom account
 

Once agreed, customers will be presented with the following screen. The booking details form will now show an option to let customers request a zoom link to be added as part of their booking confirmation emails.

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Successful Zoom connection 
 

Email confirmation and join link.

‌Placing a booking also generates a email confirmation sent to every attendee which includes a unique link for that attendee to join the event via their own Zoom account. 

  Use the {zoom} token to inject the join link and password in the email confirmation and reminders about this booking.

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Booking confirmation email
 

Upgrading your member's portal templates

If you opened your Nexudus account before the 22nd of March 2020, you will need to update the files below in your templates.

You can update these files from the template editor.

  • bookings-my.htm

  • bookings_booking_form.htm

  • js.js

If you have modified the file above, the following patch files can be useful to know the changes we made to each of these files.

bookings_booking_form.patch

bookings-my.htm.patch

js.js.patch

 

Zoom for Meeting Rooms

Use your licensed Zoom account to create zoom links for members and contacts as the book your rooms.
 

When using Zoom for Meeting Rooms, you will be able to provide a Zoom Meeting link to customers booking any of your rooms based on your own licensed Zoom user account.

How to use Zoom for Meeting Rooms 

  You must have a licensed Zoom user account for each of the resources / meeting rooms you plan to connect. You cannot use the same zoom user account for more than one resource / meeting room if they are going to be booked simultaneously.

To connect a resource or meeting room to your Zoom account follow these steps:

  • Log off your Zoom account by going to zoom.com and using the icon on the top right-hand-side menu.

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Log Off from your account
 
  • Access the details fo the resource or meeting room you plan to connect to your Zoom account by going to Inventory > Bookings Resources.

  • Scroll down to the Zoom section and click on Connect this room to Zoom

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Connect room to Zoom
 

This will ask you to log in to your Zoom account. It is important you use the correct Zoom account when doing this and make sure you use different licensed Zoom user accounts for each of the different resources or meeting rooms you connect. This will ensure that, if more than one customer books your different resources or meetings rooms at the same time, the Zoom Meeting invites are generated by different Zoom user accounts so they can take place at the same time.

Zoom will ask you now to grant Nexudus access to some of the functions in your Zoom account. Click Authorize if you agree with those and to continue.

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Authorise Nexudus to use some of the functions of your Zoom account
 

Once you have connected Nexudus to your Zoom account, you will be returned to the details of the resource or meeting room. You should see the option Include a Zoom Meeting link in all bookings made for this resource enabled for that resource or meeting room.

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Include the zoom meeting link
 

Zoom for Meeting Rooms and Zoom for Bookings

Zoom for Bookings is another way of connecting Nexudus to Zoom. When Zoom for Bookings is used, customers can connect their own Zoom account to their Nexudus account as members or contacts. This enables them to request a Zoom link for their bookings and use their own account to generate those.

Zoom for Bookings requires customers to have their own licensed Zoom account to be able to have meetings longer than 40 minutes. Using Zoom for Meeting Rooms instead lets you provide the licensed Zoom user account to your members.

When both Zoom for Meeting Rooms and Zoom for Bookings are enabled, for example when a customer that has connected their own Zoom account makes a booking for a meeting room that you have connected your Zoom account to, Nexudus generates links using the customer's Zoom account instead of your own.

Zoom for community Board Messages

Lets customers use their own Zoom account to include a Zoom Meeting link in any conversation in your community board.
 

When using Zoom for Community Board Messages, members and customers starting a conversation in your community boards will be able to request a unique Zoom Meeting link letting other customers quickly join that conversation remotely.

How to use Zoom for Customers 

  You will need to first connect your Nexudus account to your own Zoom account like this. You only need to do this once.

Zoom for Customers lets each member and customer use their own Zoom account connect each conversation in the community board with a Zoom link to let other members join that conversation remotely.

When the Zoom integration is enabled in your account, customers will be given the option to also connect their own Zoom account when starting a new conversation in the community board.

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Customers can include the zoom meeting link in the community board message 
 

  Link is generated for a conversation in the community board are valid for up to 30 days after the conversation is created or until the host of the Zoom meeting ends the meeting.

As a customer, when setting up the Zoom integration, Zoom will present the following screen, asking the customers to agree to the level of access the Nexudus platform will have to their accounts:

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Authosize Nexudus to access your Zoom account
 

Once agreed, customers will be presented with the following screen. The booking details form will now show an option to let customers request a zoom link to be added as part of their booking confirmation emails.

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Complete Integration
 

Customers and members who have connected their Zoom account will have an option available to include a Zoom Meeting link as part of a new conversation.

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Include Zoom meeting link
 

Any conversations in the community board with a Zoom Meeting link, will show a "Join via Zoom" button available to every member and customer with access to that conversation.

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Join via Zoom 
 

Upgrading your members portal templates

If you opened your Nexudus account before the 25nd of March 2020, you will need to update the files below in your templates.

You can update these files from the template editor.

  • community_thread.htm

  • community_thread_new.htm

  • community_threads_item.htm

If you have modified the file above, the following patch files can be useful to know the changes we made to each of these files.

community_thread_new.htm.patch

community_thread.htm.patch

community_threads_item.htm.patch

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