Zoom

Once your Zoom account is connected to your Nexudus account, you have three options that you can choose from when creating your events. If you're not sure how you can create events in Nexudus, check out our tutorial on creating events. 

Zoom Options on the Add Event Form

1. Adding a Zoom Meeting to an Event

Tick the option Include a zoom conference call invite as part of the confirmation emails for this event to have a meeting link sent to all attendees who RSVP or buy tickets to your event. 

When you create or update an event with this option enabled, we will automatically schedule a meeting in the connected Zoom account and automatically register anyone who RSVPs or buys a ticket for that event. You can access these meetings from your Zoom account using this link: https://zoom.us/meeting?type=upcoming

Nexudus also automatically removes attendees from Zoom meetings when they cancel their ticket purchase or when you cancel the event.

Zoom meetings Dashboard

Enabling this option also triggers an email confirmation notification that is sent to every attendee and includes a unique link for that attendee to join the Zoom meeting for the event.

  Use the {zoom} token to inject the join link and password in the email confirmation and reminders about this event. Links for events are unique for each attendee.

Event ticket confirmation email 

2. Creating a Zoom Webinar for Events 

 You need a Zoom Webinar license to use this option.

You can also choose to link a Zoom webinar rather than a Zoom meeting to your events. Zoom webinars let you include up to 100 panelists and 10,000 attendees, depending on your license. Panelists are able to share their screen as well as use their camera and microphone. Attendees can only interact using the Q&A features. Zoom webinars are a great option if you need to host larger events. 

3. Adding Alternative Hosts to your Zoom Meetings

If you've decided to include a Zoom meeting link for your event, you can also add alternative hosts directly from Nexudus. Alternative hosts can start and end the meeting on behalf of the main Zoom host. Alternative hosts have to be Zoom users under the same license as the main host. For example, if you want to add one of your staff members as an alternative host, they need to use a Zoom account under the same license as the account used to connect Nexudus to Zoom.

For alternative hosts to have the event show up on their calendar, you'll need to also add them as event attendees.

 

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

Connect to Zoom 

 

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

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:

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.

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.

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

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.

Log Off from your account

 

• Access the details of 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

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.

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.

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 Message Board Messages

Members and customers starting a conversation via the Discussion Boards can request a unique Zoom Meeting link and have 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 as follows. You only need to do this once.

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

Customers can include the zoom meeting link in the Discussion Board message 

 

  Links 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:

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.

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.

Include Zoom meeting link

 

Any conversation with a Zoom Meeting link show a Join via Zoom button available to every member and customer with access to that conversation.

Join via Zoom 

 

Upgrading your members portal templates

If you opened your Nexudus account before March 25th 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