Use Zoom Webinar when you want HeySummit to create and manage a Zoom webinar for a live talk. HeySummit creates the webinar on the connected Zoom account, keeps the talk schedule in sync while the webinar is still in the future, and provides a join route from the HeySummit talk page. Attendees may watch through an embed or open Zoom, depending on the delivery setting. Zoom Webinar and Zoom Meeting are different Zoom products. For Zoom Webinar, the connected Zoom user needs access to Zoom Webinars. For Zoom Meeting setup, use the Zoom Meeting article instead.
Before you start
Make sure the Zoom account you connect has Zoom Webinar capability.
If you have overlapping live sessions, each concurrent Zoom webinar needs an available Zoom Webinar licence and a matching HeySummit host.
Decide whether Zoom should send its own registration confirmation emails. HeySummit normally sends attendee emails, and you can control Zoom confirmation emails from the host’s Actions > Zoom Settings in HeySummit, or Actions > Edit Host where that label is shown. This confirmation-email setting applies across the event.
Connect Zoom to a host
In HeySummit, go to Event Settings > Integrations & Developer > External Webinar Accounts.
Add a host, or open an existing host.
Open the host’s Actions > Connect Provider menu and choose Zoom. If the host manages their own account, they must connect it themselves.
Review the Zoom checklist, then continue to Zoom and authorize the connection.
After Zoom redirects you back to HeySummit, confirm the host shows as active.
Create the talk
Go to Content & Schedule > Presenters and add the speaker if they are not already in your event.
Go to Content & Schedule > Sessions and create or open the talk.
From the session’s Actions menu, choose Manage Session. On the Broadcast step, set Broadcast Type to Live broadcast.
Choose Zoom as the provider, select the Zoom account holder, review Choose Your Preferred Webinar Creation Mode, and keep Create a new Zoom webinar unless you need another mode. Select the required Webinar Delivery Mode.
Save the talk.
For a future session using the create-new mode and a healthy connection, HeySummit will create a Zoom webinar for the talk. This can take a few minutes. Check the session setup and join details before going live.
What gets synced
HeySummit uses the talk title, description, date, and time when creating the Zoom webinar. Speakers and panelists linked to the talk can receive their Zoom join details through HeySummit's speaker reminder emails, unless you turn those reminders off.
What attendees experience
Attendees can join from the HeySummit talk page when the session is available and they have the required access. The delivery mode determines whether they watch an embed or open Zoom. Event reminder emails can instead contain a direct Zoom join link, depending on your email settings. Direct links do not apply the HeySummit session page’s access checks.
Notes and troubleshooting
Leave time between setting up the talk and going live so HeySummit can create or update the Zoom webinar.
If you change the date or time for a future Zoom webinar talk, HeySummit should update the Zoom webinar after a few minutes.
If the Zoom webinar was deleted, check that the session is scheduled in the future and uses automatic webinar creation. Where available, Actions > Reset Webinar recreates the webinar and attempts to delete the original. It changes the webinar and join links, so review the confirmation carefully. This action is not available for past sessions; correct the schedule first if the session is still to take place.
Zoom recordings are not automatically added as HeySummit replays. If you want to offer a replay, record the Zoom webinar, host the recording using a supported replay video source, and add it to the talk.
If the Zoom host or webinar connection is not working, see Troubleshooting Webinar Provider and Host Connections.