Bind your Zoom account to SYMPOSIUM and schedule Webinars

This module for SYMPOSIUM Events allows your University to use its own Zoom account integrated in the management platform and in the flow of your events. You can provide event organizers with Webinar sessions with automated reservation management and also have Webinar sessions with manual control.

• Event organizers will receive unique credentials to open their Webinar sessions.
• Registered attendees to the events will receive a link to join the Webinar sessions.
• At the end of each Webinar session, the platform will automatically generate the attendance report.

For this module to work in your Events management platform you have to authorise SYMPOSIUM Events app -published in the Zoom Marketplace- in your Zoom account.

Index

• How does the app work
• Prerequisites for linking a Zoom account
• How to install the Symposium Events app
• How to uninstall Symposium Events app
• How to schedule a Webinar within an event with Symposium
• Get reports of past Webinars
• Support

 

How does the app work

The integration model for Zoom accounts in Symposium Events is about the «Webinar sessions available for your event organizers» concept.

A Zoom master account contains multiple users (subaccounts). In the integration model with Symposium, these users can provide Webinar sessions that are made available to all the organizers of the University’s event management platform. When an organizer asks for one Webinar session, Symposium provides them with a valid password only for that Webinar session. When finished, the password expires and frees the user. Symposium cannot create nor delete users in your Zoom master account. Instead of that, Symposium gets a list of the users and manage them as Webinar sessions providers. As an administrator, you decide how many of them are made available. At first, the Webinar sessions providers (the users within your account) are deactivated. For your event organizers to be able to request one of them, you have to activate one user at least.

 

Prerequisites for linking a Zoom account

• A Symposium License for your University.
• You are the admin on a Zoom account and the admin on your Symposium Events platform.
• In your Zoom account there is at least one user with license for Zoom Webinars.
• Be sure to log out of the Zoom portal in the browser you are using, if you used any other account.

 

How to install the SYMPOSIUM Events app

 

Please, watch this video.

 

1. Link your Zoom account to SYMPOSIUM

1. • Login in your Symposium Events platform. Then navigate to Management -> Webinars -> Manage Zoom account.
   • Click on the Link account button and Symposium will take you to the Zoom portal.
   • Login with the master account to authorize Symposium to manage it.
   • Please carefully read the scope of the app and the permissions it needs. Once the account is linked, you will return to the platform.
   • Click on Manage link to Zoom account block and you will see a list of the Zoom users into the master account. From now on, we will refer Webinar Sessions Providers to these users.

 

2. Activate the Webinar Sessions Providers in SYMPOSIUM

1. • The list shows all the available Webinar Sessions Providers (users) in the Zoom master account.
   • In order for the events platform to manage reservations with a Webinar session, it is necessary that you activate it.
   • For each Webinar Session Provider (user) that you want to host Webinars click on Activate.

 

3. Set the Assignment Mode to Automatic

1. • In the list Active webinar session providers (sub accounts), for each user click on Switch to automatic.

 

4. Configuration (optional)

This is an optional step. It allows you to set some limits in the use of Webinar Sessions Providers. If you do not indicate specific limits, the generic Symposium limits will apply.

• • Maximum and Minimum number of days in advance to reserve Webinar Sessions (by default, max 60 and min 0, it means you can make a reservation for the next minute).
  • Maximum duration and Minimum ( in minutes) that the Webinar Sessions will have(by default, max 240 minutes, min 30 minutes).
  • Preparation time in minutes for organizers and panelists to do video and audio tests before participants can enter (by default 30 minutes).
  • Complimentary time in minutes that is added to the total duration of the webinar to finalize the conclusions of the session (by default 15 minutes).

 

How to uninstall Symposium Events app

 

It is possible that at some point, you want to deactivate your Zoom account on your platform. This means that you will not be able to use your Zoom account in the events and that the Webinar Sessions that were already reserved will never start. You will no longer have access to usage and attendee reports for Webinar Sessions that have been held in the past.

• Unlink the account: In your Symposium platform go to the Management > Webinars> Manage Zoom account. In the Manage link with Zoom account block, click the Unlink account button.

 

• Confirm that you want to unlink the account: Symposium will ask you twice if you agree to unlink the account. Remember that by doing so, Symposium will no longer have access to your Zoom account and it will have to delete all the Webinar Sessions scheduled in the future, it will abruptly close the Webinar Sessions that were in progress and delete the information about the Webinar Sessions already held.

 

• Uninstall the app: Symposium will take you to the Zoom Marketplace portal. Login with your account and look in the menu on the left for «Installed apps».
  • Locate Symposium Events in the list of installed applications and click on the Uninstall button.
  • Confirm the uninstallation. Zoom will ask you the reason for doing it and, optionally, if you want to leave the data in Symposium.
  • If you do not allow us to leave the data in your Symposium platform, we will be notified to delete everything and we will do it.
  • If you allow the data to continue on your Symposium platform, we will save the attendance reports and the information about past webinars.

 

IMPORTANT: If you re-Link the same Zoom account in the future, you will still not have access to data from past Webinar Sessions.

 

How to schedule a Webinar within an event with Symposium

 

Please watch this video guide.

 

1. Login into the platform. In the menu My events look for your event into the block Upcoming Events and click on the Edit.
2. Navigate to Content > Schedule / Webinars and look for the block Webinar Sessions. Then click on the Add a webinar.
3. Write the title for the Webinar, the starting date and time, the duration on minutes and click on Request.
4. When you click on the Request button, Symposium will look for a free Webinar Session Provider to assign it to your request.

If there is a free Webinar Sessions Providers you will see the Link word and the title in bold. Your Webinar Session is now ready to start at the time you scheduled it.

 

 

 

Adding panelists to the Webinar

Within the event management you can send invitations to the speakers of the Webinar by clicking on the Speakers button. For each speaker (Zoom calls then Panelists) click on the Add speaker and write his/her name and email. Check the legal clasue (you must get consent from the speakers to send this data to Zoom).

Speakers (or panelists) will receive an emai with a link to enter de Webinar with the panelist rol. They can send audio, video and share their desktop from the beginning of the session.

Receiving data for you to start a Webinar session

A few minutes before the Webinar starts (it depends on the configuration made by the platform’s Admins) the requester will receive an email with:

• a link for opening the Webinar Session
• a username
• a password

These data will be temporary available in the menu Content > Schedule / Webinars page, too.

The assistants will receive an email with only the link to join the Webinar. They can also get that link by login in the platform with their username and personal password.

 

Get reports of past Webinars

As an platform administrator you can get reports of past webinars. Login to the platform and navigate to Management > Webinars > Webinar reports.

You will see a list of the past Webinars performed within the events of the University’s event platform. Only reports of really performed Webinars are available (Webinars that where started and had al least one participant). Just clic on Download to get a report in Excel format.

If you see the button Request it is possible that there is no report. If the Webinar didn’t really start or didn’t have attendees there will be no report. But also it is possible some went wrong in the automatic procedure that requested the report. If there were attendees you can click on the Request button and wait a few minutes. Then reload the page and you will see the Download button. If you see Request again o «Error» please don’t try this anymore. If Zoom didn’t generate the report your event platform will also never get it.

 

Getting support

For any question, please contact us in support@symposium.events or throught our Support center (Spanish).