Assigning Zoom accounts for online events

Due to the COVID-19 pandemic, WordPress events are online. Please refer to our online events handbook.

For communities COVID-19 has been more effectively contained, returning to hosting an in-person meetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on will help you find options in your area. event is possible, with caution, using the resources provided. If you plan to move forward with an in-person meetup, you must use the provided checklist.

When a meetup would like to host an online event, they can fill out this form to request a Zoom account. Deputies can help assign Zoom accounts, but we need to make sure that we have an account available and that it is not scheduled to be used for another event!

At the moment, we have five Zoom accounts available for event organizers to share.

When reviewing requests for Zoom accounts, please take the following steps:

  1. Check if the request is for a special event, as they take priority over regular meetup events. Special events could include a diverse speaker training workshop, a do_action event, or a contributor dayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of There are many teams that people can participate in, each with a different focus. If you are not sure, ask another deputy!
  2. Check to see if their event is already scheduled. If not, ask them to do so before confirming a Zoom account.

If the event meets these expectations, awesome! Please take the following steps to book the Zoom account:

1. Check the WP Community Online Tools calendar! If you need edit access, please pingPing The act of sending a very small amount of data to an end point. Ping is used in computer science to illicit a response from a target server to test it’s connection. Ping is also a term used by Slack users to @ someone or send them a direct message (DM). Users might say something along the lines of “Ping me when the meeting starts.” a deputy. This calendar shows reservations for all online tool reservations, including WordCamps.

2. Check to see if the dates requested by the event organizer is available for the Zoom account, including three days before and the day after.

3. If the Zoom account is already booked, there will be a banner following this formula: Zoom account: Meetup and event, date of event. For example: Zoom 1: Narnia Diverse Speaker Training Workshop, June 20.

4. If an account is available for the event, great! Add a banner to the calendar following that same formula to reserve the account.

5. Send an email to the meetup organizer who originally requested access to the Zoom account, using the saved reply Confirmed Zoom account for your event.

6. Add a note in the Help Scout ticket with the information of assigned Zoom account number and first reservation date.

Deputies with access to the Zoom Pro credentials will be responsible for sharing account access on the day that accounts are scheduled to be shared according to the WP Community Online Tools calendar.

After the event:

Deputies with access to the Zoom Pro credentials will revoke access to the account by changing the password after the event (the day after at the latest).

Thanks for helping event organizers book their Zoom accounts! 🙂

Last updated: