Assigning Zoom accounts for online events

When a meetupMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. would like to host an online event, they can fill out this form to request a Zoom account. Program supporters 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_actiondo_action do_action hackathons are community-organised events that are focussed on using WordPress to give deserving charitable organisations their own online presence. Learn more on 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 program supporterProgram Supporter Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook.!
  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 WordPress Community Team 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 program supporter. This calendar shows reservations for all online tool reservations, including WordCamps.

2. Check to see if the dates requested by the event organizer are 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! Select a Zoom account, then 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 the assigned Zoom account number and first reservation date.

Program Supporters 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:

Program Supporters 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! 🙂

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