Create Zoom Webinars
- Zoom webinars are used to present live content during workshops, some socials and for sponsor booths. Zoom meetings are used for the presenters and SlidesLive to give Q&A and other live segments during orals and invited talks.
- Clone the repository with
git clone git@github.com:leetncamp/xltozoom.gitIf using ./misc.py --exportScheduleIntegrationXLSXZoom, you'll need to clone this into the top level directory on your development server and add xltozoom to your .gitignore file. This can be done on a development server with an updated copy of the database. - We use eventhosts.cc@gmail.com as the base Zoom account.
- After you create the account record the Personal Meeting ID: and the Host Key: you will need them if you need to contact support.
- Zoom now monitors the country that you log in from and will send you a verification code by email if it detects a login from another country. You may want to provide SlidesLive the Gmail account information so they can access the accounts.
- In your account page at Zoom.us, click Billing in the zoom.us sidebar and choose to “Upgrade your Account”. Because the Pro plan only scales to 9 licenses, choose Business. Be sure to choose monthly billing rather than annual. Purchase the correct number of video webinar add-ons. Your main Zoom account consumes one zoom meeting license; go to users and remove your licenses for webinar and meeting if you don't need them.
- Generate your api keys by by visiting https://marketplace.zoom.us, in the develop menu dropdown choose Build App and choose JWT. Click the create button and name your app, e.g., ICML2021. Then copy your credentials and add them to the zsecrets.py
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- Use the Events table admin interface to export a spreadsheet of Events as xlsx. Filter for the correct events, then click the EXPORT button in the upper right of the admin page.
- Turn off word wrapping for all cells to make it easier to read.
- Insert column action as the first column
- Verify that each event has a start and and end time. If missing, make one up.
- Use ./manage.py fix-admin-export-for-xltozoom event-export.xlsx to add missing fields to the spreadsheet, e.g. meeting_or_webinar and to remove unnecessary fields. Check that the action column isn't misspelled as S.
- If you need to skip a row, e.g. for a Social that doesn't want a Zoom, add a column called “Action” and add the word “skip” to the row.
- For each event, we need to create a zoom user where the user name is created from our base account name eventhosts.cc@gmail.com. For the workshop IPRL, we would create the user eventhosts.cc+IPRL@gmail.com. This way, the eventhosts.cc@gmail.com account will receive all the Zoom account activation emails. Use “Users” in the sidebar to assign user one of our Zoom One Business licenses. (most events only need a meeting). In the User Group field select the group that corresponds to the meeting. This will make it easier to find and delete the users after the conference.
- Confirm the user at zoom.us and set it's password as listed in the spreadsheet. The selenium script called activate_zoom_accounts.py in the xltozoom repository can help activate the account automatically.
- Now that you have the right number of activated and licensed user accounts at zoom.us, we are ready to use the xltozoom scripts to create the webinars: password, zoom_host_password, and host_zoom_user_email.
- cd to the xltozoom folder making sure it's checked out into the root of the Django project.
- Run ./go.py --file PATH-TO-EXPORTED-SPREADSHEET.xlsx. That will iterate over each row of the spreadsheet and create or update a workshop or webinar for each event. As it finishes, it stops to ask permission to write the resulting zoom information back into the spreadsheet.
- Close Excel and allow it to write.
- Then cd back to the root of the conference directory
- run ./misc.py --importZoomLinks PATH-TO-EXPORTED-SPREADSHEET.xlsx, E.G, ./misc.py ---importZoomLinks xltozoom/schedule.xlsx. After testing this on your development server,
- copy the XLSX file to the production server and import it there.