Understanding Zoom Events attendee join methods

Users can join Zoom Events in the following ways:

• Zoom desktop client
• Zoom mobile client
• Web browsers
• Zoom Rooms
• PSTN/SIP devices (when the event host’s license is supported)

Zoom Events provides multiple options to ease the join across devices and platforms. Event hosts can customize join options for specified needs.

Event hosts can configure an event with required registration or with no registration. Events that require registration have an event detail page that facilitates the event introduction and the registration flow of the event. Events that do not require registration do not have an event detail page. Hosts must create join links and share the links with the target audience.

This article covers:

• How to enable or disable registration for your event
  • Events that require registration
  • Events that do not require registration
• How to use Zoom Events attendee join methods
  • Pre-registration
  • Join links
  • Meeting ID and passcode
  • Auto Join
  • Direct Join
• How to understand authentication methods
  • Additional authentication
• Zoom Events attendee join method examples
  • Example 1
  • Example 2
  • Example 3
  • Example 4
  • Example 5

How to enable or disable registration for your event

Events that require registration

During the event creation setup, event hosts can select the Registration Required checkbox to enable registration for an event. Under Attendees will be required to authenticate at registration, hosts must select an authentication method from the dropdown menu to determine the user group that can register for the event.

An event detail page will be generated once the event is published. Hosts can share the page link for their event registration. Each registrant will receive a unique join link after the registration.

Events that do not require registration

In the event creation setup, when hosts do not select the Registration Required checkbox, no event detail page will be generated. Hosts will get a shareable group join link instead of an event detail page. Hosts can restrict the group join link by selecting the Attendees will be required to authenticate at the time of join checkbox. They must pick an authentication method from the dropdown menu to restrict access to a group join link.

When a group join link is unrestricted, attendees can use the link to join an event without being authenticated (need to provide an email address and the display names to the host).

How to use Zoom Events attendee join methods

Pre-registration

Hosts can pre-register attendees via the Manage Registrants tab. They can pre-register individual attendees or in bulk. They can use pre-registration to issue unique join links to specified attendees or invite them to register.

When hosts send a join invitation, pre-registered attendees will be taken into the event lobby directly. When hosts send a registration invitation, pre-registered attendees will be taken to a registration form to complete registration.

Join links

Join links open an event on web browsers or the Zoom client. Join links could be unique or shareable. Events that require registration will issue a unique join link to each registrant. Events that don’t require registration will generate a shareable group join link.

A join link could be restricted or unrestricted. When a join link is restricted, attendees will be taken to a sign-in page to complete authentication. The sign-in page is subject to the configuration of the authentication profile chosen by the host. For example, the host could choose for attendees to sign in to Zoom or sign in to a specified IDP. When a join link is unrestricted, attendees will not be authenticated upon joining the event.

Meeting ID and passcode

Meeting ID and passcode make joining an event on Zoom Rooms, a PSTN/SIP device, the Zoom client, and zoom.us possible. The meeting ID and passcode are generated automatically with join links.

Attendees can join a single-session event using a meeting ID and a passcode. The meeting ID is the same across all attendee roles and special roles. Special role users and registered attendees will receive unique passcodes. Attendees of a group join link will share the same passcode. The meeting ID and passcode are available in the registration confirmation email, in the attendee’s calendar, and in the More menu of the session card in the event lobby.

Attendees can join each session of a multiple sessions event using a meeting ID and a passcode. The meeting ID of each session is unique. Both attendees and special roles use the same meeting ID when they join the same session while the passcode is unique. The meeting ID and passcode are available in the session card's More menu  in the event lobby.

Auto Join

In some cases, attendees will join a session automatically. If attendees join a Zoom single-session event’s lobby before the session starts, a message will inform them that they have been enlisted in an auto-join queue, and they will be taken into the session automatically once it starts. Attendees can choose to remain in the auto-join queue or leave the list.

Direct Join

Direct join is an option for hosts to bring a special role into a session. Direct join is not restricted by any authentication methods. It directs the user to a specified session instead of the event lobby. Direct join is available in the Special Roles tab within 30 days before an event.

The host can create the link by providing the email address of the speaker. An email containing the direct join link will be distributed to the email address immediately. Learn more about inviting speakers with a direct join link.

How to understand authentication methods

Zoom Events provides a set of authentication options:

• Sign in with Zoom or authenticate over email OTP: Users must sign in to their Zoom accounts for authentication or provide a valid email address to receive a one-time password (OTP). This also helps guests without Zoom accounts to join an event.
• Sign in with Zoom: Users must sign in to their Zoom accounts for authentication. They must have a Zoom account when this method is enabled.
• Sign in with an external SSO: Users must sign in to the IDP specified by the external SSO profile. They must belong to the group of an external SSO.
• No authentication: Users must provide their email address, first name, and last name upon joining. No sign-in is required.

Hosts can select the Apply Allow List checkbox to apply restrictions on top of an authentication method. An allow list can include allowed email domains or specified email addresses. Attendees must pass authentication and match the allow list before joining.

Additional authentication

Hosts can apply additional authentication to their events. An additional authentication step will occur when attendees join.

• Security at Join: Zoom users require additional authentication through a security code. This will initiate an email OTP verification after attendees pass authentication and match the allow list.
• Zoom users: require additional authentication through a security code: This option requires attendees to authenticate and initiates an email OTP verification to attendees who registered via email OTP. Attendees will be required to confirm a one-time password after authenticating when joining.

Zoom Events attendee join method examples

Example 1

When your IT infrastructure does not allow redirection, and your employees cannot click a link to open the Zoom client, you can allow employees to join your event by following these steps:

1. Create a single-session event.
2. In the Links & Event Access tab, select the Attendees will be required to authenticate at time of join checkbox.
3. Select your organization’s preferred authentication method.
4. Publish the event.
5. Access the single-session event setup navigation.
6. In the top event setup header, access Dates & Links or access the Links & Event Access tab to copy the group join link and the meeting ID and passcode.
7. Under the group join link, click Copy Invitation to copy the draft of the email invitation that includes both the join link and meeting ID and passcode.
8. Repeat steps 2-7 if you need multiple join links deployed with different authentication methods.

Example 2

When you want to allow your speakers to join from any Zoom Room of their choice, and for them to be recognized as speakers automatically when they join:

1. Create a single-session event.
2. Add a speaker.
3. Publish the event.
   An invitation email with a meeting ID and a unique passcode will be sent to the speaker’s inbox.
4. Instruct the speaker to enter the meeting ID and passcode on any Zoom Room device.
   The speaker will be recognized as a speaker on the Zoom Room device.

Example 3

You want to allow your employees to join your event without registration (group join link), and non-employees to register before joining (registration link).

Follow these steps:

1. Create a multiple sessions event or a single-session event.
2. Create a registration link in the following ways:
   • Create a registration link in the beginning event creation setup:
     1. Under Event Access, select the Registration Required checkbox.
     2. Select an authentication method for non-employees.
     3. Click Save & Continue.
     4. Continue editing the event.
   • Create a registration link in the Links & Event Access tab:
     1. Click Create Event Access, then select the Registration Required checkbox.
     2. Select an authentication method for non-employees.
     3. Click Create Event Access.
        The registration link will appear in the Links & Event Access tab.
3. Return to the Links & Event Access tab and click Create Event Access to create a group join link.
   Note: Ensure that you do not select the Registration Required checkbox.
4. Select the Attendees will be required to authenticate at time of join checkbox.
5. Select your organization’s preferred authentication method.
6. Publish the event.
7. Access the multiple sessions event or single-session event setup navigation.
8. In the top event setup header, access Dates & Links or access the Links & Event Access tab to copy the group join link and the registration link.
9. Share the registration link with the non-employees, and share the group join link with your employees.

Example 4

To allow your users to join your event without registration or authentication:

1. Create a multiple sessions event or a single-session event.
2. In the Links & Event Access tab, ensure that the Registration Required checkbox is not selected for any of the event links.
3. Ensure that the Attendees will be required to authenticate at time of join checkbox is not selected for any of the event links.
4. Publish the event.
5. Access the multiple sessions event or single-session event setup navigation.
6. In the top event setup header, access Dates & Links or access the Links & Event Access tab to copy the group join link.
7. Share the group join link with the target audience.
   Users will be asked to provide their email addresses and names upon joining the event.

Example 5

You want your customers to join your event by signing in to Zoom (all from ABC.com) and your employees from the sales team to join your event by using external SSO. You do not want to require registration.

To add a domain that your customers can sign in to Zoom with:

1. Create a multiple sessions event or a single-session event.
2. In the Links & Event Access tab, ensure that the Registration Required checkbox is not selected for any of the event links.
3. Select the Attendees will be required to authenticate at time of join checkbox.
4. Select the Sign in with Zoom option to create a group join link for customers.
5. Select the Apply Allow List checkbox.
6. Click Add domain.
   A pop-up window will appear.
7. In the window, select Enter domains and enter ABC.com to the allow list.
8. Click Save.
9. Click Create Event Access.

To create a group join link and use external SSO for your employees from the sales team:

1. Create a multiple sessions event or a single-session event.
2. In the Links & Event Access tab, click Create Event Access.
3. Ensure that the Registration Required checkbox is not selected for any of the event links.
4. Select the Attendees will be required to authenticate at time of join checkbox.
5. Select the Sign in to external Single Sign-On (SSO) option.
6. Under Select IDP, select the IDP site that is set up in your account.
7. Select the Apply Allow List checkbox.
8. Click Add email address.
   A pop-up window will appear.
9. In the window, select either Enter email addresses to manually enter email addresses to the allow list or Import email addresses from CSV to import a CSV file of email addresses.
10. Click Save.
11. Click Create Event Access.