In this webinar we address the most frequently asked questions about our Zoom integration and how to use it for virtual services, including the newly added Zoom Webinar support within Attend.
Watch the replay below to learn about the benefits of virtual services and how your library can set up virtual or hybrid events, virtual room reservations or virtual appointments.
If you do not already have the Zoom integration enabled, 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 blog post discusses the initial setup process for the integration in more detail.
Webinar recorded: Thursday, 3/18/2021
SKIP AHEAD
Want to jump to a particular demonstration? Use the below timestamps to navigate to the product walkthroughs.
10:00 - Enabling Zoom Webinar and configuring settings within a virtual event
12:57 - Configuring settings for hybrid events in Attend
17:21 - Configuring virtual appointments in Schedule
19:27 - Creating exceptions for appointment availability in Schedule
ZOOM SUPPORT
During the webinar, we referenced the Zoom Help Center to better understand setting options which you can access here.
Q&A
ATTEND
Q. Can we create events using a Zoom Webinar template?
A. You may use Event Templates from the Control Panel. We are currently adding the ability to configure webinar settings within Attend Event Templates and it should be live in the coming weeks.
Q. Can you clarify what is in the confirmation email: will registrants receive only the Zoom link or will the meeting ID and password be included?
A. They will receive the information about joining Zoom with the link and the password will be embedded in the link. The email will also contain information about the event, the date and the time. If it were an in-branch/physical event space the email would have the branch name and branch information. The Zoom details are replacing this portion of the email.
Q. With Zoom Webinar in Communico, are all the Zoom links generated/provided through the Communico interface, including the presenter/panelist and attendee links?
A. Yes, this is all generated within Control Panel as you are creating the link. If you assign panelists they will receive an email with their login information as well.
Q. How are you entering the Venue information for Webinars? We have been told we have to select a physical location but then that forces us to enter Attendees which creates a hybrid event which we do not want.
A. You do not have to assign a venue to a webinar if you do not wish to do so. Just add the date and time and refrain from selecting the venue option.
Q. Can we have one program but with two attendance type; in person and virtual?
A. Yes, our integration allows you to manage hybrid events using the same event registration page. This will generate registration buttons which say Attend in Person and Attend Online, so it is clear to patrons which attendance type they are signing up for.
Q. Is there a straightforward way to do a Zoom event in Attend that is unregistered?
A. It is optional to turn on registration however there is no way to privately send attendees access information unless you capture contact details. With registration turned off, your only option would be to manually include the Zoom link in the event description.
Q. Is there an indicator in Control Panel to say which attendees are joining in-person and which ones are online?
A. Yes, there is an ‘Attendance Type’ option in your filters which will let you know what method of registration the patron used.
Q. We currently use the “send reminder email” function in Zoom Webinar. Will we be able to do that through Communico?
A. We send email reminders for all events based on the event type and it is configured to be sent based on X days that you provided during onboarding. If you’d like to send additional emails, you may benefit from using the ‘Email Registrants’ feature we recently added.
Q. We already integrated Zoom, how do we get Zoom Webinar added?
A. If you would like to use it, we just need to enable it for you and then you’ll see all the options from the above video. Please make sure your library has a Zoom Webinar license, otherwise no options will appear after we turn it on.
RESERVE
Q. How does a customer get login information when they book a virtual room?
A. They actually do not receive any login details and do not need it. The link they receive will let them start the Zoom meeting.
MISC
Q. Can we use the same Zoom license for both Schedule and Attend?
A. You will provide one API key, and as long as all your PMI IDs are under the same master account then they will appear in Schedule and Attend.
Q. With the Attend or Reserve function, will the email confirmation still provide a phone number if the attendee would like to call in?
A. Yes, we include the dial-in information if you have selected the ‘both’ option to allow for computer audio and dial-in or have selected the telephone only option when creating the event.
Q. Is there a way to extend the session (either for Rooms or Webinars) so you can login early to practice with the presenter?
A. Zoom Webinars include the option to enable a Practice Session. Toggle this setting on when creating your event in order to use it. Virtual room reservations are limited to the duration of their booking.
Q. Is there a place in Communico for us to enter a buffer for minutes between virtual meetings/events/appts or does Zoom handle this? I ask because of the hybrid situation.
A. Yes, you will be doing this the same way you would with any other event, meeting or appointment.
For Attend, you may adjust the setup and breakdown time when selecting the venue(s). For Reserve, this is configured under the room settings option and we will need to adjust that for you. For Schedule appointments, you may manage this by staggering your available time slots.
Q. Is it possible to enable Zoom only within one of the modules or will it be turned on in all?
A. Yes. It is broken out by each module so you indicate which you’d like to have the feature turned on for.
Q. Is there a fee for adding the integration?
A. No, Communico does not charge a fee for adding this integration.
Q. Can we have Zoom Meetings and Zoom Webinars being used at the same time?
A. Yes, provided they are launched from separate Zoom accounts within your license.
