You can use Roezan's native Zoom integration to send automatic SMS confirmations, reminders, and follow up messages to webinar registrants.
Here's how it works:
Connect Your Zoom Account To Roezan
In Roezan, go to Integrations > Zoom> then connect your Zoom account.
To get your webinar event to sync, you'll want to turn on event sync in Roezan, depending on the type of event you have set up.
Options for each event type:
Reminder Templates: Create or modify an event template (confirmation, reminders, post-event messages) to be used every time an event is created. You can still edit an individual event's reminders after it's created as well.
Sync Events Into Roezan: When this option is turned on, when you create a new event of that type, it will automatically import the event and registrants into Roezan. They will show up under "Events".
Enable Reminders Automatically: This changes new events reminder's to being on by default.
Create A Webinar In Zoom
After you have connected your Zoom account in Roezan and configured your sync settings how you'd like them, the next step is to create your webinar in Zoom.
Enable The Phone Numbers Field In Zoom
Next, you'll need to update the registration settings to allow for phone numbers.
This is important because this is where Roezan will be pulling the phone numbers from to send the messages.
Here's a video on how to enable the phone field in Zoom:
In Zoom, go to Webinars > Click on your webinar title (not edit, the actual title)
Go to Invitations > "Registration Settings" and click the edit link on the right-hand side:
Select Phone to allow phone numbers upon registration and click Save.
Note: We suggest making the phone field NOT required (optional). If you leave it required, we see a large uptick in fake numbers, which hurts deliverability.
If you are using a custom landing page (ClickFunnels, GHL etc) and you're creating registrants with something like Zapier or Make, make sure to update your zaps to push the phone number you collect on your landing page into Zoom.
The phone numbers MUST be in Zoom for it to work. We need a phone number to be able to text!
Customize Your Event SMS Reminders
As long as your Zoom account is connected to Roezan and the event type is turned on, you’ll see your new webinar event appear under Events in Roezan.
You can see and edit event reminders by clicking the Edit Button on the right side.
You can now set up reminders to send out to all the registered attendees at specific times relative to the webinar start time.
Using Unique Join Links With Roezan's Built-In Link Shortener
To use a unique join link for Zoom webinars, use the: %UNIQUE_JOIN_LINK% variable from the Personalize dropdown in the reminder message creation.
This solves a big problem with Zoom join links as they are long and ugly! We'll automatically shorten them with our own internal link shortener.
Post-Event Messages
Post-event messages are follow up messages after your event is over.
By default we'll calculate the end time of the event based on the event duration, however you can manually override it.
With these messages, we automatically pull segment data from your event, so you can send messages based on what happened.
Segments:
All Registrants
Attended
Did Not Attend
Stayed Until
Left Before
Tags: (Has tag, does not have tag)
Lists: (Subscribed to list, Not subscribed to list)
Note On Post-Event Message Timing: If your event goes long, we'll still send messages at the scheduled time based off of the scheduled event duration. So if you think your event might go long, we suggest changing the duration, or scheduling them out further to cover any extra time.
Preview & Test Reminders
You can easily preview and test your event reminders in Roezan.
Viewing Webinar Registrants
On the main events table, you'll see a Registrant icon. Here, you'll be able to click see all current registrants that have provided a phone number.
Note: Registrants Without a Phone Number In Zoom
If the registrants did NOT provide a phone number, or the phone number is not in their Zoom details, they will NOT appear in this list. Roezan pulls the registration details directly from Zoom, so if the phone number is not in Zoom, the contact will not be imported into Roezan.
Advanced Settings
Zoom Registrant Email Fallback
The phone field is required to be on for the Zoom integration to work, as Roezan pulls phone numbers and registrations directly from Zoom. And without a phone number, we can't send messages!
However, there are cases in which the phone field was mistakenly left off of the Zoom registration. Or potentially the phone number was collected on the landing page but not passed into Zoom.
It's highly suggested to correct this so that Zoom can function as designed, and registrations can flow in automatically.
However, if you need a one-time workaround for this, you can use our 'email fallback' feature. This allows Roezan to match any registrants by email that already exist as contacts in Roezan.
Here's how to use it:
Enable email fallback settings on your Zoom settings page
Upload the list of registrants (email and phone number) to Roezan. You can add these to any list.
On the Zoom settings page, hit "sync events" and this will perform an email-match, and you'll notice registrants appear on the Events page registrants column.
How to Enforce Custom SMS Consent Question On Zoom Landing Page
If you're using the native Zoom landing page and you want to enforce the SMS consent question, you can use this feature in Roezan.
When this feature is turned off, any phone number entered into Zoom will be added to your Contacts and sent reminders.
When this feature is enabled, only registrants that explicitly consented to the question will be created.
In Zoom, Edit your registration settings for the webinar or meeting and add a custom question. We suggest using the copy under "How to add the custom SMS consent question" in your Roezan Zoom settings (advanced).
In Roezan Under Zoom Settings the toggle to turn on "Enforce SMS consent question" When this is enabled, only registrants who explicitly confirm the SMS consent will be created in Roezan.
FAQ & Troubleshooting
My event is showing up, but my registrations are not.
Please check to make sure that:
The event type (Recurring Webinar, Non-Recurring Webinar, etc) sync is turned on in your Zoom settings
The phone number field is enabled in Zoom (See video tutorial here)
Phone numbers are being passed into Zoom (By checking the actual registration in Zoom)
We do NOT create contacts without a phone number, so the phone number must be present in the Zoom registration for us to import it.
My Zoom events are not showing up.
If you created your event prior to connecting to Roezan, you'll need to
1. Enable sync for the event type (Webinar, Recurring Webinar etc)
Hit the "Sync Events" button on the zoom settings page:
This will request all the data from Zoom again and freshly create it in the Roezan system.
Do Zoom Webinar Registrants have a unique join link and is it saved for each contact/registrant?
Yes! You can access this by putting it into your Reminder messages with the Personalization tag %UNIQUE_JOIN_LINK%.
Is there a link-shortening function for the join links (they're very long)?
Yes, we automatically shorten webinar links with our built-in link shortener.
Will new Webinars automatically appear and be created as Events in Roezan?
Yes, as long as that event type is turned on in your Zoom settings.
I have more questions.
If you have any questions, you can contact us at https://roezan.com/contact and we'll get back to you very quickly (we are passionate!)