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Best Practices for Creating and Managing Events

Khrisna Murphy
  • Updated

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On the Event Record in Engage

  • After creating the event in Engage, remember to click the Create Zoom Meeting or Create Zoom Webinar button to create the Zoom details.
  • Aim to create the Zoom details on the same day it is published on the website, or leave it in draft status until then.
  • Avoid creating or recreating the Zoom details on the day of the event if it has already been advertised on the website for several days.

  • Keep the password set for the Zoom Meeting or Zoom Webinar event in Engage to ensure security.

    meeting pw in Engage.png

  • For event registration, always direct clients to register through our website, rather than manually adding them in Engage or by providing them with only the Zoom links. Each event has a unique registration link available in the event record page - feel free to provide this link to the client.
  • Check the Event Registrations list before manually adding the client to the event to avoid duplicate registrants.
  • For recurring events, you can reuse titles with added dates (MM/DD/YYYY) for clarity. See examples below:
    •  
      • 12/23/2024 - Start-Up Business Marketing Plan
      • Start-Up Business Marketing Plan (1/12/2024)
  • Do not include webinar or meeting links in the location name to avoid registrants bypassing standard event registration. This may result in their information appearing in Zoom but not in Engage. If you opt to use a link, understand that it can lead to incomplete registration tracking. Proceed at your own discretion.location name with the webinar or meeting link.png
  • After clicking the Create Meeting/Webinar button in the event creation process, leave the chapter field unchanged to avoid any potential issues with the event. This ensures that all linked details, such as the Zoom and Constant Contact accounts, stay intact. If an event is switched from one chapter to another after creation, essential Zoom links originally set up will be lost. do not change the Chapter field after zoom integration has been triggered.png

 

In the Chapter's Zoom Account

  • Do not edit the Registration Options in Zoom.
  • Maintain the required registration enabled in Zoom.
    • you need to convert a meeting to a webinar in Zoom, cancel the current event and create a new one
  • Do not use the convert function in Zoom. If there's a need to change a meeting to a webinar in Zoom, cancel the current event and create a new one. Similarly, for changing a webinar to a meeting in Zoom, cancel and create a new event.
  • Do not switch a meeting to a series in Zoom. This action breaks the integration, and Engage will no longer be able to read the information from Zoom.
  • Avoid clicking the Start button in Zoom until you're ready to begin the event. If you start and end the meeting/webinar multiple times, it creates duplicate attendance reports, which would cause Engage to incorrectly capture the attendance.
    • In a Zoom Webinar, you can enable a Practice Session, which should allow you to rehearse without affecting the actual webinar. Be sure to use this feature instead of starting the live session prematurely.

  • Panelists should not submit a registration. Zoom does not support panelists being registered as well.

    • They will not get their Join URL from Engage if they used the form to register.

    • They will not be added to the registrants list in Zoom since Zoom recognizes them as panelists.

    • Panelists must either register OR be added as a panelist, but not both.

 

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