Zoom for Localist

If hosting a virtual or hybrid event, our Zoom integration provides the following:

  1. The ability to create a new Zoom meeting without leaving the Localist event form +
  2. The Localist registration confirmation email will contain a unique Zoom access link for attendance tracking in Zoom.

Platform Admin + Event Admin

Frequently Asked Questions

Will attendee metrics in Localist match metrics in Zoom?

Yes, with the integration, Localist asks Zoom for the list of participants to reconcile with the I’m Interested and/or Confirmed Tickets (if using Register) metrics in Localist. You can expect to see the updated attendee lists in Localist the day after your event.

If I click “Delete Zoom Meeting” is it possible to reconnect the same meeting to my event?

No, once Delete Zoom Meeting is clicked, it will also delete the meeting in Zoom. You will need to click Create Zoom Meeting to create a new meeting instead.

Enabling the Zoom Integration

Utilizing the Zoom for Localist integration does not require any pre-installation by the organization or individual user, but it may require approval for the Localist “app” to be used in your Zoom instance.

Depending on your organization’s Zoom settings, a Zoom Admin may need to pre-approve the integration in the app marketplace. To complete this step, visit https://marketplace.zoom.us/apps/AMeMRaFySnOEaJq6FReaxQ . Once logged in, a Zoom Admin will be able to flag the app as pre-approved for others in their Zoom network to use.

After the app has been approved by a Zoom Admin, a Localist Platform Admin will need to proceed to Settings > Apps & Integrations > Check off Enable Zoom Integration in the Localist Dashboard:

Note: If your organization has multiple instances of Zoom, pre-approval will need to be made by a Zoom Admin for each instance. If the integration has been enabled, but a user’s Zoom instance hasn’t pre-approved the Localist App, the Zoom Admin for the user’s account will receive an email notification noting that X user is requesting to use the Localist App within their Zoom instance.

Creating a Zoom Meeting

1. Start by creating a Hybrid or Virtual Event

In your Admin Dash, navigate to Events Add Event. Get started by adding the event’s name, description, dates and times per usual. When you arrive at the Location section of the form, you will see the Experience drop-down where you will select Hybrid or Virtual:

Once you have selected Hybrid or Virtual, you will see a Create Zoom Meeting link:

2. Approve Zoom Access

Once you select Create Zoom Meeting, you will be taken to Zoom’s authentication page. Authentication is done a per-user/admin basis, so each individual will only be able to create events with meetings connected to a Zoom account that they can personally access. This step is only required the first time you use this functionality as Localist will maintain your Zoom authorization so you do not need to log in again.

3. Create a Meeting

After authenticating and approving access, you will just simply need to select Create Zoom Meeting, which will populate the Dial-In Instructions and Stream URL fields without leaving the page:

After creating the meeting, the link will now read Delete Zoom Meeting if you’d like to remove the meeting details. Deleting then selecting Create Zoom Meeting again will provide all new call information.

From here, continue filling out the form per usual and hit Save Changes to publish or submit your event.

 

Uninstalling the Localist Add-on in Zoom

  1. Login to your Zoom account
  2. Navigate to the Zoom App Marketplace > Manage > Installed Apps > search for “Localist”
  3. After selecting Localist, click uninstall

Private Hybrid & Virtual Events

If you prefer to share stream details with only those who will be attending, you can use Localist Register to do so. Here’s how:

  • As outlined above, change the Experience to Hybrid or Virtual and select Create Zoom Meeting.

    Remove the Zoom details added to to the Dial-In Instructions field and then replace it with messaging to tell your community that they will receive the meeting or stream information via email once they’ve registered.

  • After entering the event details, toggle to the Tickets & Registration tab at the top of the event form.
  • Select Create your first ticket
  • Enter a Ticket Name
  • Set the Ticket Type to Virtual

    Drop your virtual meeting URL in the Event URL field. You will then add the virtual meeting password in the Ticket Type Message field.

  • Save the ticket
  • Save Changes on the event

HubSpot

Localist is able to connect with HubSpot to automatically export your event’s ticket purchase/registration data to your HubSpot account. Localist’s communication with Hubspot is Localist -> HubSpot only.

Platform Admin

HubSpot Export Info

The following data will be exported once per attendee. For example, if one purchase includes three tickets, there will be three form submissions. This data will be exported once and immediately upon completing a purchase or registration.

  • Event Name
  • Event Owner
    • Name (first/last is split on first space)
    • Email Address
    • Localist ID
  • Event Location
    • Name
    • Address (Ex: 8484 Georgia Ave Silver Spring MD 20910)
    • Street (8484 Georgia Ave)
    • City (Silver Spring)
    • State (MD)
    • Zip (20910)
    • Country
    • Custom Fields on Place Pages*
  • Event Custom Fields*
  • Purchaser
    • Name (first/last is split on first space)
    • Email Address
    • Localist ID
  • Order
    • Total
    • Localist ID
    • Currency (USD)
  • Attendee
    • Name (first/last is split on first space)
    • Email Address
    • Ticket Type
    • Ticket Questions*

Integration Setup

Localist Side

*Ticket Questions and Custom Fields on Event/Place Pages are the only data points not baked into the platform by default. If you need to collect this information, start by adding these fields to your platform before proceeding to setup within HubSpot.

HubSpot Side

After you’ve added any Custom Fields or Ticket Questions, create a unique HubSpot form to collect the Localist Register data. If you’d like to collect all data points outlined above, you must have a corresponding field in your HubSpot form. Once created, please send the following information to support@localist.com: 

  1. The form’s embed code
  2. The “contact property name” for every field you would like pulled into the form. Please format your list as follows:
    • Localist Field = HubSpot contact property name 
      • Example: Event Owner First Name = firstname
      • Example: Event Owner Email Address = owner_emailaddress

After these details are provided, a team member will be in touch once the HubSpot integration is configured on the Localist side.

 

Salesforce

Localist is able to connect with Salesforce to automatically export your event’s attendee data to your Salesforce account. Localist’s communication with Salesforce is Localist -> Salesforce only.

Platform Admin

Frequently Asked Questions

How does Salesforce match incoming data from Localist?

Localist first tries to match on Contacts, then on Leads in Salesforce. If a record needs to be created, it will be a Lead.

How does the integration handle errors on the Salesforce side?

If Salesforce rejects the incoming data, or there is an error creating something, it will not be created in Salesforce.

How many Salesforce integrations are all per-platform?

The integration allows for one Salesforce instances per platform.

Salesforce Export Data

  • Event (“Lecture Series”) = Parent Campaign
    • Event Instances (“Lecture Series – June 1, 2020”) = Child Campaign
  • Attendees = Campaign Members
  • Attendee Status
    • “I’m Interested” selected= interested
    • Purchased a ticket = purchased
    • Ticket checked in = checked_In

Integration Setup

Salesforce Side

In Salesforce Setup create a Connected App (some labels vary based on Lightning or Classic). More details can be found in the Salesforce Documentation.

  1. Find the App Manager in Salesforce Setup
    • Classic: Setup > Build > Create > Apps
    • Lightning: Setup > Platform Tools > Apps > App Manager
  2. Create a New Connected App
  3. Fill out name, contact details as desired
  4. Check “Enable OAuth Settings”
  5. Set “Callback URL” to https://login.localist.com
  6. Add “Full access (full)” under “Selected OAuth Scopes”
  7. Check “Require Secret for Web Server Flow”
  8. Click Save

Localist Side

Email support@localist.com with the following details.

(1) Connected App

  • Consumer Key
  • Consumer Secret
  • Are you using a Salesforce sandbox or not?

(2) Salesforce User Account

  • Must have access to create, modify, and retrieve Leads, Contacts, Campaigns and modify custom fields on all of the above.
  • This user will be the “creator”/”owner” of the items it creates so it should be a dedicated user so it’s clear what data is coming from the integration vs. added by another Salesforce user.
  • Additional Settings
    • Setting IP restrictions to “Relax IP restrictions”
    • Setting permitted users to “All users may self-authorize”

Once the account is created per the above specifications, please provide the following account information.

  • Username
  • Password +
  • Security Token

 

If any of the above changes after the initial setup, it will break the integration and require reconfiguration. A team member will be in touch once the Salesforce integration is configured on the Localist side

Event Promotion

The Promotion tool that allows Admins to share information about their events on Twitter, LinkedIn and email, all within your Admin Dash. Posts can be scheduled ahead of time to keep your audience engaged or this tool can be used to inform your audience of vital information on a per-event basis. The Promotion tool can post to the following platforms:

  1. Twitter
  2. LinkedIn
  3. Email

Event Admin

Creating a Promotion

Promotion is available for live events and will only appear after an event has been saved. To get started, select New Post in the Promotion section that is now available in the event form’s right sidebar. Depending on the service selected, you will have the option of customizing the copy of the post.

If you are posting to Twitter or LinkedIn for the first time, you will be prompted to authenticate with your desired account first. Email does not require authentication and will be sent “from” your Localist account’s email address. The ability to post to any of the available platforms is not dictated by a Localist Permission and is not connected to an Admin’s “allowed” permissions. Instead, each individual Admin can only post to accounts they are personally able to authorize.

  • Example: say you have two Admins for the English department: Admin A has access to the English Dept Twitter account, while Admin B does not. If Admin B adds an event that makes them the “event owner.” However, they do not have access to the English Department’s Twitter account. Admin A, having access to edit English Dept events in Localist, can go into the event and schedule a posting because they do have access to the Twitter account.

Example Posts

LinkedIn

  • Included: hashtag, start date (next date if recurring), start/end times, photo, event name, platform URL

Twitter

  • Included: hashtag, start date (next date if recurring), start/end times, location, photo, event name, description, platform URL

Email

  • Included: subject (included in subject line and body), custom message, event name, reply note (cannot be customized)

 

Event Experience

Localist offers the option to select In-Person (default), Hybrid (Coming Soon!) or Virtual as an event’s Experience. While this setting changes how the content is presented, all experiences are fundamentally the same.

User (Public Submission Form) + Event Admin (Admin Form)

Frequently Asked Questions

How can I securely share Zoom/video chat details for Virtual events?

If you want to privately share Virtual event details with only those who will be attending, you can use Localist Register to do so. Not to mention, since Register requires someone to be logged in, this will reduce bots from finding exposed Zoom URL/passwords.

Creating a Hybrid or Virtual Event

In your Admin Dash, navigate to Events Add Event. Get started by adding the event’s name, description, dates and times per usual. When you arrive at the Location section of the form, you will see the Experience drop-down where you can select Hybrid or Virtual.

Selecting either Hybrid or Virtual will expose the following three fields. If you select Virtual the physical location fields will be hidden.

Field Details
Dial-In Instructions Paste the typical dial-in instructions from your service of choice.
Stream URL Entering a URL will trigger a CTA to appear on your event’s page that will send your community to the stream’s external page.
Stream Embed Code If your streaming service supports embedding videos to watch a stream directly on the event page in Localist, paste the code here.

Once saved, your Hybrid event listings will display the physical location along with “Stream Available,” while your Virtual events will display only “Virtual Event.”

Additionally, Admins will be able to refine by Experience in the Live and Pending event lists while end users can refine by Experience on any filtered page (any page with /calendar).

 

Bulk Adding Event Experiences

If you are starting with a fresh CSV, navigate to Events > Bulk Add Events Download CSV Template in your Admin Dash. In the resulting CSV you will find columns for ExperienceStream URLDial-In Instructions and Stream Embed Code. If you are working in an existing CSV, you can manually add these columns as long as the column headers match exactly. 

  • Experience: enter Virtual or Hybrid (In-person is the default). If you enter stream information without designating Hybrid or Virtual, your event will default to In-Person and the stream details will effectively be ignored.
  • Stream Embed Code: Your embed code must include proper field quoting. For example, <a href=“”http://localist.com“”>EMBED CODE</a>. Note that 1) the entire embed code is within ” ” and 2) the embed URL is double quoted. The quotation marks cannot be smart quotes.

Private Hybrid & Virtual Events

If you prefer to share stream details with only those who will be attending, you can use Localist Register to do so. Here’s how:

  • When creating your event, change the Experience to Hybrid or Virtual.

    Using the Dial-In Instructions field, add messaging to tell your community that they will receive the meeting or stream information via email once they’ve registered.

  • After entering the event details, toggle to the Tickets & Registration tab at the top of the event form.
  • Select Create your first ticket
  • Enter a Ticket Name
  • Set the Ticket Type to Virtual

    Drop your virtual meeting URL in the Event URL field. You will then add the virtual meeting password in the Ticket Type Message field.

  • Save the ticket
  • Save Changes on the event

 

Here is the resulting email:

Event Statuses

By default, all events in Localist are considered “live.” If you have a change of plans do not delete your events! Using Localist’s built-in status option will ensure that your community is as up-to-date as possible when browsing your events.

User (Public Submission Form) + Event Admin ( Admin Form)

Frequently Asked Questions

How can I notify attendees of an event’s Status change?

If you’re using Register, you can gather a list of attendee’s emails from the View Confirmed Tickets page in the event’s edit form. Then, using our Promotion tool you can send an email to those folks to let them know the event has been Canceled, Postponed, or Sold Out.
In addition, any users who clicked I’m Interested will get an email reminder the day before the event is set to take place, so they’ll see the status update here as well!

Adding an Event Status

In your Admin Dash event form, you will find the Status dropdown below the Description box. You will find the following options:

Field Details
Live This is the default status for events.
Canceled If selected, “Canceled:” will be appended to the beginning of the event’s title on the listing and details page.
Postponed If selected, “Postponed:” will be appended to the beginning of the event’s title on the listing and details page.
Sold Out If selected, “Sold Out:” will be appended to the beginning of the event’s title on the listing and details page.

HEADS UP: If you manually added a status phrase to the title, you will need to remove it before applying a status. Once applied, administrators will also be able to refine the live or pending event lists to display only a particular status.

Bulk Updating Event Statuses

  • Start by logging into your Admin Dashboard

    Navigate to Events > Live

  • Select Export CSV in the top bar.

    Localist will send the resulting CSV to your account’s email address.

  • Open your CSV and find the column labeled Status

    Add one of the following: Canceled, Postponed or Sold Out

  • When complete, navigate to Events > Bulk Add > Upload

    Event listings on your platform’s homepage and in Widgets may take 15 minutes or so to update.

 

– HEADS UP –

One caveat to this is if you’re using Excel, be sure to check that you see the full numerical Localist ID (first column) and not something like “918+”. If you do see an incomplete number like that, you should not use Excel in this workflow or else you will end up with duplicates after uploading. Google Sheets and Numbers are both working alternatives if you encounter this!


Event Submissions

There are two ways individual events can be added to your platform:

  1. Public Event Submissions by Users – Admin approval required
  2. Internal Form by Admins – no approval required

User + Event Admin

Frequently Asked Questions

Is there a duplicate warning for events?

There is a duplicate warning in the admin event form! When you type something into the ‘Name’ Field, it will show a duplicate warning directly underneath. You also have the option to click on the warning to view the event(s) in question.

However, please note that there is no duplicate warning on the Public Event Submission Form because users may get confused and abandon adding events to your calendar.

Public Event Submission Form

The Public Event Submission Form is how your non-admin users submit events to your platform for approval. Below are the fields that they have the option to fill out. To access the submission form, the user must be logged in and will navigate to the Submit an Event button.

Field Details
Event Name (Required) This will be displayed as the event’s name in the main listing and on corresponding details pages.
Description (Required) No character limit. Embedding and HTML is available only to admins.
Status The default is “Live,” but can be changed to “Canceled,” “Postponed” and “Sold Out.” When the default status is changed, the status will be applied to the event’s title. For example, “CANCELED: Spring Gardening Workday.”
Start Date (Required) There are several ways you can enter a date: Oct 3, October 3, 10/3, “Next Friday,” “Tomorrow,” 10/3/18, etc. As you type the date below the field will update accordingly.
Start / End Time Use “6pm,” etc. Events do not require these times, in case it is an all day event, but if there is an end time then there must be a start time.
Repeating By default events are set to never repeat, but you have the option of daily, weekly or monthly. By default events are set to never repeat, but you have multiple options to create complex schedules. See the below “Recurring Events” section for more details.
Experience The default is “In-Person,” but can be changed to “Virtual” to unlock virtual-specific fields, such as a stream embed code field.
Place You can either select to manually enter a place name + address (Use:option) or you can select a place page, which will automatically link it and pull in the saved address. “Use”: By selecting this option, you will not be connecting a place page and will instead be using a custom location.
Room This is free text, so it can be words and/or numbers.
Twitter Hashtag When entered, Localist will monitor mentions of the hashtag on Twitter and take mentions into consideration in the trending algorithm. Do not include the hashtag symbol as it will automatically be added. HEADS UP: Only one hashtag can be used per-event.
Event Website Any website can be entered. For example, if you have an event with a dedicated microsite.
Custom Fields If you have added Custom Fields to your platform they will be listed after filters in Additional Details.
Photo The Upload button allows a user to add a unique photo whereas Choose From Photo Library displays the photos in the pre-selected Photo Library for users to choose from if they do not have a unique photo (this pool is not searchable). If you do not have a unique photo, our Photo Fallback Chain will automatically assign a photo to your event.
Filters Select all that apply from each Filter Family.
Ticket Cost Enter any number with accompanying text, such as $50. If the event is free then leave this field blank or enter “free.”
Ticket URL This can be any URL. If a price is entered for ticket cost then this button will display Buy Tickets, but if there is not cost or the event is free then this button will display Register.

Emphasis Exclusive

A more prominent call to action to encourage your community to submit events is now available for your calendar’s homepage!

Want access to the feature? Learn more about upgrading here!

Customizing the layout of Event details on a per-event basis is now available.

Highlighing a Featured Speaker or Group is now possible on Event Details Pages.These Emphasis exclusive componants allow Admins to select an existing user or Group on your platform to display alongside other event details.

Admin Form

The admin form offers additional and advanced functionality beyond the Public Event Submission Form and the following items are Admin-only. In order for general users to use these fields on the public submission form they would have to be knowledgeable of Localist functions and terminology. Our goal is to keep the Public Event Submission Form as simple and foolproof as possible. One thing to note for the Admin form is that only Event Name and Start Date are required, Description is only required on the Public Event Submission Form.

Field Details
Duplicate Warning Once you enter an event’s name, Localist may display a future duplicates warning below the field, which will link to a list of both future and past events that may be matches. Localist uses a substring match, so any three characters in a row will trigger the duplicate warning.
Keywords These are free text that can be used for SEO purposes or for hidden tagging for widget purposes. These are not displayed publicly on the front end, only in the Admin Dashboard and to search engines.
Tags These are free text which labels events and connect them to other events with the same Tag. If the event has free food, is dog-friendly, wheelchair accessible, or belong to a short-term festival like a Fourth of July Weekend, those are great examples of things that should be assigned as Tags. Tags are also helpful when utilizing Promotion tools like Channels and Widgets. These are limited to Admins to decrease confusion and clutter on the calendar. Instead, users are provided with filters to label their events.
Vanity URL This allows admins to customize the URL for the event.
Owner This field will display the email of user who created the event. If ownership needs transferred, the email just needs changed to the new owner’s email associated with their Localist account. HEADS UP: Events that are added via a bulk upload or feed do not receive an owner.
Allow User Activity This is checked by default. Unchecking this disables comments, reviews and user-added photos.
Allow User Attendance This is checked by default. Unchecking this disables the “I’m Interested” and “Invite Friends” functionalities.
Hide Attendees This hides the People Interested box but maintains the “I’m Interested” functionality.
Exclude from Trending The event will not appear in the trending list.
Visibility Events can be marked as Public, Unlisted, or Restricted to specific locations.
EventReach A way to measure the anticipated ‘reach’ of the event.
Sponsored This gives your event unique styling that it maintains across the platform and an automatic boost in the Trending algorithm so it appears higher in the Trending list on your homepage.
Featured Add an event to the homepage’s Featured Events Carousel or another Channel’s Featured Events Carousel.
Event Promotion Upon saving an event, you’ll see a Promotion section on the right side of the form. With this tool, you can share the event on the following platforms:

  • Twitter
  • LinkedIn
  • Email
  • Facebook

Recurring Events

A Recurring Event is any event that happens more than once. Instead of entering two or more separate listings, Localist’s event form offers recurring options that connects the various dates to one listing that will be displayed on the respective results pages for each instance. Recurring Events include two layers:

  • Event:  This is the overarching “what’s happening,” for example a series of Open Houses.
  • Instance:  If the Open House event spans multiple days then each day is one instance.

Creating a Recurring Event

When creating an event, you will see a Schedule section that contains all date related details. As soon as you enter a valid start date, you will see the Summary updated to reflect the field data as well as the Add Above to Schedule button activated.

Once you have entered a start date and times, use the Repeating drop down to create your custom schedule. The options in the drop down will dynamically update to correspond to your start date. For example, “The 1st day” would say the “The 2nd day” if the start date was March 2nd and not March 1st.

Pattern Details
Every day (Sunday – Saturday)
  • Every = 1 day – 30 day pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every weekday (Monday – Friday)
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every Mon, Wed, Fri
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every Tue, Thu
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every week
  • Every = 1 week – 30 weeks
  • Repeat on = Only recur weekly only on the days checked off
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
The 1st day (corresponds to numerical calendar date)
  • Every = 1 month – 30 months pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
The first Wednesday (corresponds to day of the week of start date)
  • Every = 1 month – 30 months pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every year (corresponds to exact date)
  • Every = 1 year – 30 years pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Once you have completed all of the fields, confirm your schedule in the Summary then select the Add Above to Schedule button.

The dates will now be listed below in the Confirmed Dates section. From there you can delete or edit the times for individual instances.

Same Day Instances

It is possible to have an event occur at multiple times on the same day or across all days in a schedule. Follow these steps:

  • Add the day/schedule with the first time frame.
  • Select the Add Above to Schedule button.

    Navigate back to the start time and end time fields and enter the second time frame.

  • Select the Include Above in Schedule button.
  • Repeat as many times as necessary.

Updating The Schedule

Adding a second (or more) schedule to the confirmed dates and overwriting the confirmed dates are both done by changing the previous data in the Schedule fields. If you are navigating back to an already saved event then these fields will be cleared.

Once your schedule is set one of the following options then save:

ICS Feeds

ICS feeds adhere to the iCalendar standard. ICS includes feeds from, but not limited to, iCal, Outlook, Exchange, Google Calendar, Presence, SideArm, Trumba, OrgSync and CollegiateLink.

Platform Admin (Importing), User (Exporting)

The Anatomy of a Localist ICS Feed

BEGIN:VEVENT (This indicates the start of an event)

SUMMARY: Event’s Title

LOCATION: Location of the event

DESCRIPTION: A brief description of the event

DTSTART;TZID: Start time

DTEND;TZID: End time

CATEGORIES: Localist Filters

UID: External ID

END:VEVENT (This indicates the end of an event)

RSS Feeds

RSS feeds adhere to the hCalendar standard. Since RSS is inherently unstructured in terms of event dates, descriptions, etc., Localist needs specific tags to be able to successfully import. RSS includes feeds from, but not limited to, ActiveData.

Platform Admin (Importing), Public (Exporting)

The Anatomy of a Localist RSS Feed

<rss>The opening tag must note the version attribute.

<channel>The channel tag is required in all RSS Feeds.

<title>This tag serves as a title for the Feed.</title>

<description>This tag will just be a brief description of events in the Feed.</description>

<item>This tag is required at the beginning of each event.

<title>This tag is simply the title of your event.</title>

<guid>The purpose of these tags is to note the External ID.</guid>

<pubDate>This is where you’ll note the date and start time of your event.</pubDate>

<description>This where you’ll include the description for your event.</description>

</item>This tag is required at the end of each event.

</channel>This tag is required at the end of the Feed.

</rss>This tag is required at the end of the Feed.

 

– HEADS UP –

At this time, our parser does not accept images. If you add a Feed with the <image> tag, our parser will import events as if that tag is not present.

 

Building a Custom RSS Feed

If you’d like to build your own RSS Feed you can do so with Localist’s Custom Widget Templates. Here’s how: