Are you looking for a hassle-free way to register attendees for your Zoom webinar or meeting? With the help of VideoAsk and Zapier, you can streamline the process and ensure that attendees receive confirmation emails automatically. By using VideoAsk, you can collect necessary information from attendees, and automatically send them an email confirmation to your webinar or virtual meeting by using Zapier. This article will guide you through the steps required to set up this automated workflow, saving you time and effort.
Zapier lets you connect apps through a series of automated connections, called zaps. You can set up a zap to register attendees for a webinar or meeting when you receive their response to your videoask.
Before getting started with the integration, make sure to schedule your webinar or virtual meeting with registration in your Zoom account first and configure your email settings to send attendees an email confirmation with the Zoom link attached.
You’ll also need to enable the contact form in your videoask to collect the attendees’ contact information to send them their email confirmation for the Zoom webinar or meeting.
Here’s what you’ll need to set up this automation:
- A VideoAsk account
- A Zapier account
- A Zoom account
Note: Free plans are available for the tools listed above, but Zoom requires a paid plan for webinars.
1. From your VideoAsk account, select the videoask you want to connect to Zapier.
2. Click Connect to other apps.
3. Scroll down the list of integrations until you see Zoom by Zapier and click Connect.
4. In the When this happens… column, use the down arrow to scroll through the options and select:
New Response (From a Respondent) Triggers when the transcription is ready after someone responds to a videoask.
5. In the automatically do this! Column, use the down arrow to select:
Create Meeting Registrant or Create Webinar Registrant.
6. Then click Connect VideoAsk + Zoom.
7. You’ll now be prompted to sign in to your Zapier account. If you’ve never used Zapier before, you can sign up for a free account.
8. Click Get started.
9. Choose the VideoAsk account you’d like to connect and click Next.
10. If you’re part of more than one VideoAsk organization, select the one with the videoask you want to connect, and click Next.
11. Choose the videoask you’d like to connect (you can also use the search bar instead of scrolling), then click Next.
12. Now it’s time to connect your Zoom account to Zapier. Click Connect.
13. A pop-up will appear to sign in to your Zoom account.
14. Head back to your Zapier account and click Next.
15. Select the Webinar or Meeting you want to connect and click Next.
16. Use the dropdowns to map fields from VideoAsk into Zoom and click Next. All fields are required.
Note: Currently the contact form in VideoAsk collects the respondent’s name in one field. You’ll need to supply both the First Name and Last Name fields in this step.
If you choose the VideoAsk Contact Name for both, this means that the attendees' names will appear doubled on your list of registrants.
However, this will not be visible to the attendees, and the email confirmation they receive will be addressed to their first name.
17. Click Send test when you’re ready to test out the zap.
18. If the test was successful, click Next. Or click Back to edit your zap.
19. Click Turn on Zap.
20. That’s it! The automation is all setup. Every time someone responds to your videoask it'll automatically register them for your Zoom webinar or meeting. 🎉
Looking for more ways to use VideoAsk with Zapier? Check out our popular Zapier flows.