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Cvent and Zoom Notifications

  • 1.  Cvent and Zoom Notifications

    Posted 07-19-2021 11:05
    Hello!

    Looking for some help - I use Cvent and Zoom together a lot and over the past few months, with several different events, the registrants have been receiving multiple confirmations once they register. They receive the initial one and then multiple ones in the following days leading up to the event at different hours of the day. 

    On one event, when Zoom was contacted, they did not know why it was happening. Has this happened to anyone else - if so, were you able to fix it? Please send suggestions or advice - greatly appreciated!

    Thank you in advance!
    Amanda
    #ManagingVirtualEvents

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    Amanda Tropiano
    Event Associate
    Association of Public and Land-Grant Universities
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  • 2.  RE: Cvent and Zoom Notifications

    Community MVP
    Posted 07-22-2021 14:11
    @Amanda Tropiano, whose instance of Zoom are you using, your own company's, or Cvent's?

    When using the VAH with Cvent's instance of Zoom, we did NOT have multiple notification issues, ever.

    If you are using your company's instance of Zoom, they probably automated notifications are enabled in your instance of Zoom. So talk to your Zoom account manager about removing the notifications. The problem with this is that it is an Account Wide setting. Which means that it will remove all the reminders, etc. from ALL your Zoom meetings in that account. ​

    You might need a separate Zoom account for yourself if you are using your own Zoom with Cvent because that way for sessions in Cvent you use your own Zoom account for, the automated reminders can be disabled and you can just use Cvent's Session Emails to remind attendees.

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    Brenda Ainsburg
    Channel Program Manager
    brenda.ainsburg@siemens.com
    Siemens Aktiengesellschaft
    United States
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  • 3.  RE: Cvent and Zoom Notifications

    Posted 07-22-2021 14:19
    Hi Brenda, 

    Thanks for the response. Both accounts are through work so each log in is separate as are the accounts. We integrate them a lot for work events where we will set up a Cvent page for registration and attach a Zoom meeting/webinar to it so the systems talk to one another about registrations. When someone registers, they are receiving multiple confirmation emails from Zoom with the meeting/webinar ID and links, also calendar reminders. 
    Reached out to Zoom this week - was escalated today so hopefully will get a resolution quickly.

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    Amanda Tropiano
    Event Associate
    Association of Public and Land-Grant Universities
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  • 4.  RE: Cvent and Zoom Notifications

    Posted 07-23-2021 09:38
    Hi Amanda - two places to check

    1) In Cvent - when you enable the Zoom integration on the Event level - there is a choice on Custom Fields/Event Information that says "Send Confirmation Email with Zoom Join URL" - we disable that since we send all confirmations thru the Email setting and choose the timing.

    2) In Zoom - when you open up the individual webinar or session in the desktop manager at bottom of screen - there is an email section - you need to open up and uncheck the box that says send emails to registrants

    Hope this helps!

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    Christine Rocco
    Director, Events
    Cengage Learning , Inc
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  • 5.  RE: Cvent and Zoom Notifications

    Posted 07-23-2021 09:54
    Thanks Christine! My only concern with disabling those two areas - will the registrants not receive ANY confirmation emails with the Zoom link? Because we want Zoom to send out the information once it integrates with Cvent, but only once and not multiple times.

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    Amanda Tropiano
    Event Associate
    Association of Public and Land-Grant Universities
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  • 6.  RE: Cvent and Zoom Notifications

    Community MVP
    Posted 07-23-2021 10:34
    Hi Amanda,
    Responding to your question to Christine... you definitely need to make sure that you don't have your Zoom settings set to send reminders. Do that all through Cvent so that you can track who opened the emails, etc. I'm assuming you are using the personalized data tag in your email reminders through Cvent so that they have their login info... so no need to use the Zoom reminders.

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 7.  RE: Cvent and Zoom Notifications

    Posted 07-23-2021 12:07
    Thanks Lori. By turning off the reminders, do you know if that will that stop Zoom from sending out the information once the person registers or only stop additional emails from going out?

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    Amanda Tropiano
    Event Associate
    Association of Public and Land-Grant Universities
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  • 8.  RE: Cvent and Zoom Notifications

    Community MVP
    Posted 07-23-2021 16:20
    Hi Amanda,

    Go into the Zoom account that has access to manage your webinar settings. 
    Choose "Account Management" at the bottom of the left navigation and choose "Webinar Settings"
    Scroll down to "Email Settings"
    Make sure you are set to "No" for all options:


    Hope that helps!

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
    ------------------------------