The Zoom Meeting integration streams 1:1 meetings, small live sessions, and live breakout sessions
Important: Zoom Meeting and Zoom Webinar are different products with different capacities and use cases. Compare them here.
|Zoom Meeting Snapshot|
Audience Size: Depends on license.
Streaming options: Zoom facilitates 1:1 meetings and small breakout sessions.
Chat box available? Yes, via Zoom.
Zoom host license required to create webinars? Yes.
Host licenses: To automatically generate a webinar in Zoom, any hosts assigned to the RainFocus meeting must have an active host license in Zoom. The webinar will not generate if the RainFocus host does not have an active Zoom host license. To address this, organizations can assign someone in their organization who has a Zoom host account as the meeting host in RainFocus (for starting and hosting the meeting/session), even if that person is not the actual host/speaker.
Important Licensing Information
Webinars will not generate unless each RainFocus session/meeting host has a host license in Zoom. To address this, some organizations
- Use the RainFocus Zoom Meeting license. (This arrangement automatically creates temporary licenses for each host.)
- Purchase a temporary Zoom license, dedicated exclusively to their event. (This arrangement automatically creates temporary licenses for each host.)
- Use their company’s existing enterprise account. (We only recommend this option if all event session hosts already have Zoom hosting licenses in that account; in this scenario, the integration does not automatically create temporary licenses for each host.)
Note: Note about Zoom Meeting and Zoom Webinar panelists vs. hosts:
- Hosts - When scheduling a Zoom webinar in RainFocus, each webinar needs only one host. This host is the only person that can start and run the webinar. Make sure to set the correct privileges in both Zoom and RainFocus.
- In Zoom - Each webinar host needs a full license in Zoom (with hosting privileges).
- In RainFocus - In RainFocus, each host needs to use the Host Webinar Role. (See Create Session Roles.)
- Panelists - Panelists are essentially attendees with no webinar host rights; they have Panelist privileges, such as screen sharing and answering Q&A, and they show up in the “Panelists/Hosts” list. Make sure to set the correct privileges in RainFocus.
- In Zoom - The panelist does not need a host license in Zoom. (In other words, they do not need hosting privileges in Zoom.)
- In RainFocus - In RainFocus, each panelist needs to use the Panelist Webinar Role. (See Create Session Roles.)
Connecting Zoom to RainFocus
To connect RainFocus meetings with Zoom meetings:
On the RainFocus meeting program, add Zoom Meeting as the virtual service provider.
To connect RainFocus sessions with Zoom meetings:
- Set up a RainFocus/Zoom integration. (Purchase a license dedicated to your event or or use your existing enterprise Zoom account. See above.) After purchasing a license for Zoom Meeting, securely send these credentials to the RainFocus Implementation team:
- Zoom API Key
- Zoom API Secret
Next, create sessions in RainFocus, using Zoom Meeting as the integration profile.
- Always modify meetings via RainFocus (not Zoom).
- For Zoom meetings to work, all webinar hosts must be:
- Added as hosts in both RainFocus and Zoom*.
- Assigned the Webinar Host role function in RainFocus.
*Optional: If desired, clients using RainFocus’ Zoom license can let RainFocus automatically create users and assign Zoom host licenses for any individual acting as a webinar host.
- RainFocus sessions need to meet the following criteria to be linked to Zoom:
- Be Accepted.
- Have a session Type and Length.
- Be Scheduled.
- Be assigned the Zoom Meeting Webinar Profile.
- Be assigned to at least one participant that has hosting permissions.
This individual must meet all of the following criteria:
- Have a host license in Zoom.
- Have a RainFocus role (such as Speaker or Alt Host) with the Webinar Host permission enabled.
- Be assigned to the session as the Speaker (or the role that is using the Webinar Host permission).
Otherwise, Zoom will not generate the webinar.
When you create a RainFocus session with a Zoom integration profile, the integration links the session to a meeting in Zoom. Attendance will be collected behind the scenes.
- Joining Sessions - Clicking Join Webinar from a RainFocus session detail page opens the client in a new tab in Zoom.
- Joining Meetings - Depending on their meeting permissions, from a meeting invitation, clicking the Join Webinar link and logging into RainFocus lets meeting participants join, host, or attend Zoom 1:1 meetings.
To create meetings and collect attendance, RainFocus exchanges the following information with Zoom.
RainFocus to Zoom: RainFocus sends the following information to Zoom.
- Sessions - When we create a webinar in Zoom for a RainFocus session, RainFocus sends Zoom the session title, code, abstract, start and end time, event time zone, and some speaker information (including Host and Alt Host names and email addresses).
- Attendee - When an attendee registers in RainFocus for a Zoom session, they are also marked as registered within Zoom. To do this, the integration passes the RainFocus attendee's first and last name and email address to Zoom.
Zoom to RainFocus: Zoom sends the following information to RainFocus.
Every hour, RainFocus collects attendance from Zoom. Generally, Zoom attendance is available in RainFocus reports within 1-3 hours after sessions end.
- Meeting - After the Zoom meeting ends, Zoom sends the following information back to RainFocus: Zoom Registrant ID, Zoom Meeting ID, Topic, Start Time, Join URL.
- Attendance - After the Zoom meeting ends, Zoom sends the following attendance information back to RainFocus: Email Address, Zoom Meeting ID, Duration.
If Zoom webinars will not schedule, troubleshoot with the checklist below.
|Problem||Possible Cause||Possible Solution|
|Zoom did not create a webinar ID for the RainFocus session/meeting.|
Session/meeting does not have a participant with the host webinar role function.
Zoom cannot create a meeting without a designated host.
In RainFocus, assign a participant with the host webinar role function to the meeting or session.
The RainFocus Host does not have a host account in Zoom.
The integration only creates a webinar if the RainFocus host has a host license in Zoom.
Make sure the host assigned In RainFocus has a hosting license in Zoom instance.
|Session is not scheduled properly in RainFocus.|
RainFocus Sessions need to meet the following criteria to be linked to a Zoom webinar:
Meeting is not scheduled properly in RainFocus.
RainFocus Meetings need to meet the following criteria to be linked to a Zoom webinar: