Track Attendees Using Zoom

Technology has changed the landscape of education. We now have more choices than ever for virtual engagement, involvement, and collaboration! We’ve partnered with Zoom to make sure you can capture those moments of involvement, even while being remotely connected!


The Zoom integration process must be completed for by your Zoom administrator before this feature will work. Learn more about Enabling and Setting Up The Zoom Attendee Integration on your campus!


Let’s go over how our Zoom integration works and how you can seamlessly collect attendee participation for virtual events!


Step 1: Create Your Event In Zoom

The first step will be to create your event in Zoom so you can generate the Zoom meeting link that will be placed in the Location field of your event! Note: All users hosting events will need to be a part of the Zoom organization for your campus. You can confirm this with your campus Zoom administrator.


After logging in to Zoom, click the button to schedule a meeting. Here are a few tips for creating a meeting that will work with the Zoom integration!

  • Topic: Use the name of the Involve Event in the "Topic" line of your Zoom meeting. This will make finding the correct corresponding meeting much easier!

  • When: Enter the time of date of your event. This should match the information that you'll be entering into Involve.

  • Recurring Meeting: Do not check this box. Recurring meetings are not supported and will not import your attendees.

  • Meeting ID: Be sure to select "Generate Automatically". Do not use the PMI option! PMIs are not supported and will not import your attendees.

  • Security: Passcodes are optional and can be used with the Zoom integration! Waiting rooms are also an optional selection you can select if you wish!






Step 2: Incorporating Zoom Into Your Involve Event

The next step is event creation! From the left navigation menu, click on Create, then choose Event:


Events can be created as far in advance as you like. Your campus’ Event Registration form has been customized for your institution and may look different than the screenshots below. To use the Zoom integration, we’ll just need to focus on the “Location” field.


Enter the Zoom meeting link in the Location field. You’ll want to choose the meeting link that is specific for this event. Using a unique Zoom meeting link will be essential to the importing process. After inputting the date and time, place your unique Zoom link into the Location field:


Once your event has been created, your participants will be able to click on the "Join on Zoom" button right on the event. Attendees will be prompted to sign in to the Zoom account that is associated with their campus email address.

And now comes the hardest part: Hosting your awesome event! Everything else is automated.


No, really! You’re all done! When the virtual meeting ends, Zoom provides us with a list of your event attendees. We process that information and add the attendees to your event without any additional steps needed on your part. Once you have your list of attendees, you can email them for feedback, export them to a spreadsheet, even invite them to join your organization!


Best Practices For A Smooth Attendee Import

Attendees will be prompted to sign in to Zoom as they join your virtual meeting. At the conclusion of your event, Zoom shares that list of attendees with Involve and we use that list to build an attendee list for your event. A few things to note:

  • We will match the attendees’ email addresses with active users in our system. Be sure to encourage folks to use the email address associated with their Involve account so we can mark the attendance on their Involve profile.

  • Any email address that cannot be linked to an active Involve profile will be marked as a guest. Guests will be listed on the imported attendee list provided Guest Check-In is enabled on your campus and the event settings permit Guest Check-In.

  • If you have limited attendee check-in to “members only”, please note that only members of your organization will be added to the attendee list.

  • Using a unique Zoom link for each event will help to ensure a seamless attendee upload. Events linked to a PMI (a reusable Personal Meeting ID) will not automatically import a list of attendees into Involve.




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