Zoom, GoToWebinar, and Webex Integrations

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Events / Zoom Integration Update

The following changes have been made to prevent an Attendee from being added to a Zoom meeting or webinar as a cohost.

If the integration between Events and Zoom fails to automatically register an Attendee with the Zoom, the AttendeeLink will revert to a generic “join” link instead of the link used by the host. Zoom may also require the Attendee to enter their name/register when joining the meeting.

With our implementation of Webinar Integration, we now officially support Zoom, GoToWebinar, and Webex natively within our app!

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To use this feature...

You will need a paid version of Zoom, GoToWebinar, or Webex.

GoToMeeting

GoToWebinar

Zoom Meetings

Zoom Webinar

Webex Meeting

Webex Events

Webinar Account

Unsupported

Supported

Supported

Supported

Supported

Unsupported

Meeting Account

Unsupported

Supported

Supported

Supported

Supported

Unsupported

Via Meeting URL field

Supported

Supported

Supported

Supported

Supported

Unsupported

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You'll need at least the Marketplace permissions in Zoom otherwise it’ll say an Admin has to approve before it’s completely authorized and usable.

Creating a Webinar Account

  1. Open the App Launcher and navigate to Webinar Accounts
  2. Click "New" in the top right corner to create a new account
  1. Create a new Webinar Account record with Provider = Zoom, GoToWebinar, or Webex
  • Note: Webinar Name and Provider are the only two fields needed to be filled out. First Name, Last Name, Email, Organizer Key and Account Key will be populated once you connect the account to your provider
  1. Save the Webinar Account record
  2. From Webinar Account record, Click the Authorize button

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If receiving the following error message when authorizing a Zoom Webinar Account, please follow the below steps: 'It looks like you are already authenticated to use the Zoom Integration. If you are receiving other errors, please contact Blackthorn Support.'

  1. Navigate to: https://marketplace.zoom.us/
  2. Click Manage on the top right
  3. Click on Added Apps
  4. Find 'Blackthorn Events' and click 'Remove' on the right hand side.
  1. Complete the OAuth by clicking "Connect" and entering in your webinar account credentials
  1. Now you should see your Webinar Account has been automatically updated with the First Name, Last Name, Email, Organizer Key, and Account Key

Creating a Webinar

  1. Add the Webinar Account and Webinar ID fields to your Event OR Session page layout

    • This will hold the account and meeting ID for the specific webinar. You can set a different accounts on multiple events, depending on who is hosting the event!

    • Optional: Add Webinar/Meeting Password if you will be enabling passwords. This field is automatically populated if passwords are required on your Zoom account.

    • Optional: Add Zoom Type if you will be using Zoom to determine between a Webinar and Meeting URL.

    • Here is a video that walks through the steps for Adding Webinars to Sessions

  2. Add the Create Webinar button to your Event OR Session page layout

    • This button will generate the meeting inside of Zoom, GoToWebinar, or Webex and populate the Webinar ID field
  3. Add the Add to Webinar button on the Attendee page layout

    • This button will add an attendee to the webinar, if an attendee is manually created.
  4. Add the Webinar Join URL field on the Attendee page layout

    • This field gives the possibility to send the attendee the direct URL to join the meeting
  5. Create a new Event and update the Webinar Account field with the Webinar Account you just created

  1. Save the Event record

  2. Click the Create Webinar button.

  1. The Webinar ID will be automatically populated on the Event Webinar ID field. This value should not be edited as changing this value will result in attendees not being able to join your webinar

Attendees Registering

When attendees go through the checkout process, they will receive an email from the Webinar Account owner with the details of the webinar.

Note: These emails will only send if using a Webinar Account. For Zoom Meetings these emails will not send, and an Attendee will receive their AttendeeLink.

For example, GoToWebinar will look similar to this email:

If an attendee registers for a Webex event, their invite will look similar to this:

This email will automatically send once the Attendee's Registration Status = Registered

FAQ:

Not seeing your attendees registered for your webinar?

Currently, attendees will update on the Zoom and GoToWebinar roster once an hour. If you want attendees to sync realtime, there is a button for that in the Blackthorn Events Administrator Tab. This batch job will only run when there is a Webinar ID on the event, and the Attendee Status = Registered on the attendee record.

  1. Click on Blackthorn Events Admin Tab
  2. Click on Batch Jobs in the left hand column
  3. Click on Register Attendees for Webinars

Mass create webinars through Blackthorn Events | Admin panel

If you have many events and do not want to navigate to each and manually create a webinar for each, this section is for you! This will create a webinar for every event where Webinar ID = Blank

  1. In Webinar Accounts, authorize the platform of your choice
  2. Add the webinar account to every event you want to create a webinar for
  3. Click on Blackthorn Events Admin Tab
  4. Click on Batch Jobs in the left hand column
  5. Click on Create Webinars for Events
    • Note: You can also use Create Webinars for Sessions to have the same effect, but for all Sessions.

Webinars will be auto generated without using the create webinar button.

Required Parameters Missing or Wrong

This error occurs for GoToMeeting and Webex based accounts that need to be reauthorized. There is two ways to resolve this:

  1. Navigate to the webinar account record receiving the error
  2. Click the Authorize button

or

  1. Navigate to the Blackthorn Events | Admin tab
    2 .Click Schedule Recommended Event Jobs
  2. This will refresh the tokens for GTM and Webex every 29 days, this will ensure this error won't appear again.

Removing Zoom

To remove your Zoom authorization from your Salesforce org, please do the following:

  1. Navigate to https://marketplace.zoom.us/ and log in
  2. Click Manage in the top right corner
  3. Click Installed Apps under My Dashboard
  4. Click Uninstall on Blackthorn Events
  5. Done! Zoom and Blackthorn Events will no longer be linked

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