πŸ“– Table of contents

  1. Overview

  2. "Add video call information": the place for links to join and other joining details

  3. "How to prepare": the place for preparation information

  4. Zoom integration: enabling pre-registration


πŸ“‹ Overview

Attendees often reach out to Mobilize asking where to find the link to join an event. The following are best practices for virtual event creation that ensure join links are easy for attendees to find.

  • Use the "Add video call information" for Zoom and other conference links instead of the how to prepare field. Information added to this field populates a prominent button at the top of reminder emails and a link in SMS making it easy for attendees to find and join virtual events.

  • If your dashboard has an active Zoom integration, make sure you add a meeting ID to the "Add video call information" instead of a full zoom link. This will activate the Zoom integration, which will automatically register attendees for the Zoom event when they sign up.


πŸ’‘ Tip: Add video call links and any other joining details via "Add video call information" to make sure supporters can easily find this information.

Link to join field

Mobilize uses information in the link to join field to send join information to volunteers prominently via email and SMS so that they can join virtual events directly from automated emails, SMS and their Mobilize schedule.

Attendees receive information added to the link to join field...

  • βœ… Via email after signup, prominently as a button and also as a link

  • βœ… Via email the day of the event, prominently as a button and also as a link

  • βœ… Via text message, 30 minutes before the event, as a link

NOTE: If your Zoom meeting requires registration, add the Zoom Meeting ID to the link to join field instead of the entire Zoom link. If your dashboard has the Zoom integration enabled, this will pre-register Mobilize signups for Zoom Meetings and Webinars automatically. Learn more

How to add virtual join links to your events

1️⃣ When you are creating timeslots, select "Add video call information". Any video call information added here will apply to all timeslots you are adding.

3️⃣ Add a "Link to join" or Zoom ID. Adding virtual join links here will ensure your attendees can find it easily.

2️⃣ After you have created timeslots, you can go back at any time and add or change the video call information for each individual timeslot.

NOTE: If you change the link to join information, Mobilize will automatically update in past and future email and SMS link to join buttons. So, if a volunteer references an email that was sent our before the change, they will still see the most recent Zoom link.

Use "other joining details" to share notes with attendees

Use the "other joining details" field to share expectations and instructions with attendees. For example, you could include a note to make sure attendees have strong internet, a quiet surrounding, or to instruct attendees to register on a texting or calling platform beforehand, etc,

NOTE: We do not recommend using the "other joining details" field for conference links, as the information in this field is included further down in automated emails, does not populate as a prominent button like information added to the "like to join" field. Additionally, if you update a join link after automated emails go out, the previous emails will not update to the new link.

Mobilize sends this information to attendees:

  • βœ… Via email after signup in the "How to join" section (not prominently as a button)

  • βœ… Via email the day of the event in the "How to join" section (not prominently as a button)

  • 🚫 Not included in the text message that attendees get 30 mins before the event


πŸ“£ "How to prepare": the place to add notes for all timeslots

⚠️ If you include the link to join here, your supporters will have a harder time finding the link to join your event.

"How to prepare" should only be used for providing preparation information like necessary resources, training, and additional instructions for all timeslots. This information appears in emails in a specific "how to prepare" section.

Where to find "How to prepare" during event creation

While creating an event or action, the optional "How to prepare" field appears directly below the field where you provide event description.

How "How to prepare" details are sent to attendees

When you've added how to prepare information, Mobilize sends it to supporters:

  • βœ… Via email after signup

  • βœ… Via email the day before the event

  • βœ… Via email on the day of the event.

If you add any links to join here, you will also encounter these challenges:

  • ❌ Any changes to the link won't be automatically updated in emails

  • ❌ Attendees won't be sent a link to join 30 minutes before

  • ❌ You will not be able to configure automatic registration for Zoom events (more on that in the next section)


πŸ“ Zoom integration: enabling pre-registration

πŸ’‘ Tip: If you have the Zoom integration enabled, provide Zoom call IDs instead of Zoom links to pre-register attendees for Zoom events requiring registration.

If your dashboard has the Zoom integration enabled, you have the opportunity to automatically pre-register volunteers for a Zoom meeting upon signup for your Mobilize event.

  • Make sure you add meeting IDs to the "Link to join" field. This will create a personalized Zoom link for participants and automatically pre-register them for the Zoom event

  • After you save your event, Mobilize will convert the Zoom meeting ID into a unique link. When auditing previously created events, a link that includes zoom/[string of numbers] or zoom/[string of numbers]/[pw=string of numbers] indicates that the event was set up with a meeting ID. If the link is much longer and includes the words meeting or register it was likely not created with a meeting ID

  • If you add an event link to the "Link to join" field, signups will still receive the Zoom link as a button in their emails and text messages, but they will not be pre-registered for the Zoom event.

  • If you add event IDs or links to the "How to prepare" or "Other joining instructions" fields, signups will not be pre-registered for the Zoom event.

Note: using the event ID to enable pre-registration will not automatically check-in signups when they click through the link-to-join button in email or SMS. If you would like to automatically mark signups as β€œcompleted” when they click through, go to your settings tab and turn the enable automated check-in for virtual events toggle on.

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