We're pleased to introduce our integration with Zoom for Attend and Reserve! To have this enabled within your account, simply submit an implementation questionnaire.
In the video below, CEO & Founder Paul Quelch walks through the API information needed for the questionnaire and how to access those details within Zoom. We've added a Q&A about the integration after the video, however you can also contact support@communico.us or your Customer Success Manager if you have additional questions.
If you would like to have this integration enabled within your account please have your account’s implementation manager submit a completed questionnaire to your Customer Success Manager. Please only submit a fully completed questionnaire. Incomplete forms or forms submitted by users other than the authorized implementation contact may delay your implementation. This feature will be enabled on a first come, first served basis, and we expect to have implementation complete within 5 working days from the date of receipt of the fully completed form.
Q. Is there a certain type of Zoom account we need in order to use this integration?
A. The Attend integration works with Zoom Rooms or a Zoom Meetings account (pro level account required). The Reserve integration requires a Zoom Rooms account. Each Zoom room your library offers will need to be associated with a unique Zoom user. For example, the library may choose to have one account with multiple users (User 1, 2, 3, 4) each with their own room, creating four virtual rooms for use. A Zoom room can then be made available across all of your branches.
Q. Our Zoom accounts all live under one state system account - Is that going to be an issue with integrating Zoom for the different separated Communico systems?
A.You would need to supply us with a single master account, the other accounts can be attached to that as sub accounts. You will need to provide a single API key and secret.
Q. Is there a plan to charge for this integration in the future?
A. No. This is included free of charge in your Communico implementation. It is available for free within Attend and Reserve now and will be added to Schedule in the future for use booking appointments like virtual sessions with reference librarians or homework help.
Q. Whose Zoom account are patrons using for this integration, ours, theirs or Communico’s?
A. The patron would be using the library’s Zoom account for this integration.
Q. Does the integration have security settings to prevent Zoom bombings?
A. Yes. Passwords are required to access the Zoom events and room reservations. When a room is being reserved, a password is automatically set for the room and embedded in the link that is sent to them. The library can also set a password as well.
Q. What information is required from Zoom to have this implemented in our Communico platform?
A. This integration requires account level API access using a JSON web token. A Zoom account administrator will need to log in and visit the Zoom Marketplace and select the option JWT. After you click the Create button, they will be prompted to provide some basic information in order for Zoom to generate API key and an API secret which you will need to provide to Communico.
Q. I am creating the JWT and the video says “Enter the requested information on the page and select continue.” Do we use the same info that he uses on the screen OR do we fill in our own info?
A. You will enter your own information. The details on screen in the recording are just for demonstration purposes.
Q. Will Attend integrate with WebEx / Microsoft Teams / GoogleMeet / any other virtual platforms?
A. We do not currently have plans to integrate additional virtual event platforms however we have shared these recommendations with the development team.
Q. Will Zoom integrate with other modules?
A. We are currently investigating the ability to integrate Zoom with Schedule but do not have details about timing or how this would function.
Q. Will we have one virtual room for the Zoom meetings under each branch if we have one Zoom account?
A. One Zoom-linked room can be created and linked to multiple branches, negating the need to create and link separate rooms per-branch. This means that one Zoom account can be shared between branches, we manage the availability of the room to prevent double-booking of the Zoom asset across branches.
Q. Is there a way for us to set up a test room on the staff end, so we can play with it before it goes “live” for our staff?
A. Yes, we can enable this as a staff only bookable room and only make it visible to the public if/when you’re ready to do so by adjusting the policy.
Q. Is it possible to double book a Virtual/Zoom meeting room in Communico? For example, if we have only one Zoom room can we book events happening at the same time in the same room? The answer will help us determine how many Zoom rooms we need to add.
A. No, if the room is linked to one unique Zoom account and that Zoom account is solely for the use of Communico, then a double booking cannot occur.
Q. Is there a limit to how many rooms we can have linked in Communico? We're looking at anywhere from 15-20 (one for each branch/department that hosts events).
A. No, there is no limit.
Q. Does the Zoom link in Communico lead to a “meeting” or a “webinar”? Would there be an option to do either / or?
A. Currently it will create a meeting link only but we are actively working on adding webinar support.
Q. When filling out the API key/secret, is this only for the master account? Or do we need this info for all user accounts?
A. We need the Master Account only. The Master Account gives us access to the sub accounts.
Q. Can we integrate more than one Zoom API?
A. Yes, as long as the accounts are on the main account, but if you have signed up twice with Zoom with two separate accounts then no, we cannot support this. You have a main account with Zoom and then you have sub accounts – using sub accounts is fine.
Q. We currently use third-party registration for our Zoom meetings. Would we still need to do that?
A. No. You would discontinue that and use Communico.
Q. Is there a limit to the number of virtual events I can have taking place at the same time?
A. There is no limit however it would depend on how many unique Zoom accounts you have integrated with Communico.
Q. Can I limit how many people register to attend an event virtually?
A. Yes.
Q. Can I still cutoff registration for virtual events at a specific time?
A. Yes. Please note that for hybrid events, registration will close for virtual and in-person at the same time.
Q. Is Attend’s waitlist functionality also available for Zoom events?
A. Yes, it will function exactly the same.
Q. Will our users need special permissions to create events with Zoom
A. No. If we have set up virtual rooms for you then you’d be able to create events and use those rooms as a venue for that event.
Q. Can we create Zoom rooms that are not visible to the public / but only let staff access them to make reservations?
A. Yes. This will function similar to how physical rooms are managed in Reserve. You will be given the ability to indicate if a room should be publicly visible. Rooms that are not publicly available will not be viewable on the website and can only be booked by staff within Control Panel.
Q. Can staff edit existing events to use the Zoom integration or will they have to recreate it?
A. You will have to recreate them.
Q. I know you can create templates for regular events, can I create templates for virtual events and add the room later?
A. Yes, you may create a template as you would for any other type of event. You will choose your virtual room from the available spaces at the time of event creation.
Q. Where does event registration data sit, within Communico or Zoom?
A. The information is stored within Communico and Zoom. The Zoom administrator would be able to see all the meetings that have been created. When a registration takes place in Communico the data is passed back to Zoom. If a meeting is cancelled within Communico then the meeting is cancelled within Zoom and the space is made available again. However you cannot manage these accounts from within Zoom and Communico, you must manage them solely from Communico.
Q. What reporting will be available?
A. Event reporting will include virtual attendees. A new column has been added to indicate if the attendee joined in person or virtually so you can differentiate between attendee type.
Q. How do patrons receive the event access details after they register?
A. The Zoom link, password and dial-in access details are included in the confirmation email and reminder email. The patron may also log into My Events and view the access details there. Additionally, this information is available in the back end of Communico and library staff may email it to patrons that may reach out requesting it be resent to them.
Q. Does the Zoom link get added to confirmation emails automatically?
A. Yes. The access information such as the link, password and dial-in access details are automatically added. This is a template email and you can customize the text that is included in that email.
Q. Does the Zoom link get automatically included in reminder emails?
A. Yes, it is automatically included.
Q. Will only registered users get the Zoom access link or will it appear in my event details as well?
A. The Zoom access details do not automatically appear within the event page. If you’d wish to include it there, you can edit the page to insert it. This will make it publicly available.
Q. Will Communico notify a patron if we cancel a virtual event?
A. Yes. This will be consistent with the notification process that is already in place for in person events that are cancelled.
Q. Is registration required for all events using Zoom?
A. No. Registration does not have to be required. Depending on the volume or type of event it is though you may need to in order to manage attendance against the total amount allowed in your Zoom account. Additionally, without registration or email addresses you’ll be unable to take advantage of password protection procedures since you’ll need to publish those details on the event page if registration isn’t required.
Q. When a patron registers for a hybrid event will they be able to choose between attending virtually or in person?
A. Yes. For hybrid events the patron is asked during the registration process. Staff are also able to make this selection if they’re registering a patron from within Control Panel as well.
Q. Currently Zoom can be setup to send reminder emails 7 days, 1 day, and 1 hour prior to an event. Will Communico be able to send multiple reminders as well?
A. No, we still only send the single reminder email. These events are not treated any differently than your in-person events, and the reminder is sent X days prior to the event. You may specify how far in advance the reminder is sent on an event type basis.
Q. Even if we're not using Zoom with Reserve, do we still need to create and then share the API Code/ Secret Key because that’s needed to use Zoom links as part of sign-up for our own programs?
A. Yes
Q. Do we only need to create virtual rooms if we’re allowing patrons to book their own Zoom sessions via the library Zoom account?
A. You will need new virtual rooms if you plan on using Zoom within Attend and/or Reserve.
Q. What are some of the ways a patron might use a virtual room reservation?
A. We’ve built this integration after speaking to library’s that were offering this service. This allows patrons to use a paid Zoom account with more features than free accounts which are capped at 45 minutes. For example, a Homeowners Association would reserve the virtual room and share it with their members that want to attend.
Q. Can we charge patrons for using virtual meeting rooms?
A. No. This would be considered reselling your Zoom license which is a violation of Zoom’s terms of service.
Q. Currently we’re able to indicate a maximum capacity for our physical meeting rooms. Will we be able to do the same for Zoom rooms?
A. Yes. When a room is created within the platform we can indicate the maximum attendance. For example, you may know one Zoom account only allows 100 users in a room. As a result, we’ll set that room to only allow 100. If you put more than 100 in the registration count, it will not allow you to create the event.
Q. Do we need a unique/individual Zoom account for each virtual room we create?
A. No. The integration only supports one Zoom account (a single API key and secret). To have multiple virtual rooms, you will need to create multiple Zoom Users within the same Zoom account. This is because a unique Zoom User and their associated Zoom Room is needed for each virtual room you’ll use within Communico. To have multiple virtual rooms, you will need to create multiple Zoom Users within the same account. This allows the Communico system to prevent double booking of virtual rooms. Please note a virtual room can be used across multiple branches. You do not need a Zoom account for every branch, just for every virtual room.
Q. Can we adapt Zoom to a room that has already been created or do we need to create a new room?
A. You would need to create a new, virtual-only room.
Q. Is there a limit to the number of rooms we can make available to patrons?
A. No, you can integrate as many Zoom accounts as you would like. Please keep in mind that in order to avoid duplicate bookings of a room you will need to have a unique room linked for each Zoom account. To have multiple rooms available you will need multiple Zoom accounts.
Q. Does any Communico user with the ability to create a room reservation in Reserve also have the ability to make a reservation for a Zoom room?
A. Yes, at present. We anticipate this becoming a permissions feature that library’s may want to manage so that will become available in the near future.
Q. Does the patron need to have their own Zoom account to use the Zoom meeting room?
A. No.
Q. Will Zoom room reservations be included in the patron’s My Reservation screen?
A. Yes. When a patron logs into My Reservations they will be able to see their Zoom room reservations, including the Zoom meeting link and the Start button.
Q. How does a patron get access information for a virtual room they have reserved?
A. The access information is included in their confirmation and reminder emails. They may also view it by logging into My Reservations.
Q. How does a patron start a meeting?
A. There are a number of ways this can happen. The first method involves the librarian starting the meeting from the Control Panel. Alternatively, the patron may start the meeting. They can do this from the link included in their confirmation email or by logging into the My Reservation screen and clicking the Start button.
Q. Will the patron need to be logged into Zoom separately for the Start button to work?
A. No.
Q. What type of account do we need to use Zoom within Reserve?
A. You must use a Zoom Room account
Q. The Room Details tab of the Excel questionnaire- is it only for creating new “virtual rooms“.
A. Yes
If you would like to have the Zoom integration enabled within your account please have your account's implementation manager submit a completed questionnaire to your Customer Success Manager. Please only submit a fully completed questionnaire. Incomplete forms or forms submitted by users other than the implementation contact may delay your implementation. This feature will be enabled on a first come, first served basis.
If you have additional questions about the features and capabilities discussed during the webinar, please contact support@communico.us or your Customer Success Manager.