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Virtual Event: Art Classes

Scenario

An art academy wants to offer online art classes using Zoom. They plan on teaching a group of students using Zoom meetings which will allow the students to interact with the instructor and other participants. Access to the classes will be sold via their website as a package that includes access to three different classes, run by different instructors that repeat over a 3-week period:

  • Drawing Fundamentals – Tuesdays and Fridays at 3pm, instructed by Jean
  • Painting with Oils – Mondays and Wednesdays at 2pm, instructed by Logan
  • Art History – Thursdays at 11am, instructed by Professor Xavier

When a student purchases access to the classes, the following must occur:

  • Students must be automatically pre-registered for each recurring Zoom class
  • Students must receive confirmation of the Zoom meeting registration (meeting ID, join link, times etc)
  • Students must be provided with access to exclusive course content

Here is an example of such an event: Virtual Art Classes

This help document assumes that you already have FooEvents and WooCommerce installed on a WordPress website and have a basic understanding of how FooEvents works. If you are new to FooEvents, you should read our Getting Started guide to help you get started. 

Products Used

This particular scenario requires the main FooEvents for WooCommerce plugin and FooEvents Multi-day plugin, however, our Zoom integration is also commonly used with the FooEvents Custom Attendee Fields plugin to add additional custom fields.

Zoom Setup

FooEvents allows you to sell tickets to virtual events by securely connecting to your Zoom account via the Zoom API and automatically pre-registering attendees for once-off or recurring Zoom meetings or webinars once the order is completed.

If you do not already have a Zoom Account, please sign-up for a paid account here. A Pro account (or higher) is needed in order to use the Zoom REST API.

For this example, we will be scheduling three separate meetings in Zoom that will act as the classes. Each class will be configured as follows:

Drawing Fundamentals June 01, 2022. 3:00 – 4:00 pm SAST
Weekly on Tuesday, Wednesday, Friday until June 14, 2022
Painting with Oils June 06, 2022. 2:00 – 3:00 pm SAST
Weekly on Monday, Wednesday until June 22, 2022
Art History June 02, 2022. 11:00 am – 12:00 pm SAST
Weekly on Monday, Wednesday until June 22, 2022

Remember to create a meeting and not a webinar as meetings will ensure that the students can interact with the instructor and other students. If you prefer to use webinars, you will require the additional webinars video add-on offered by Zoom.

Important: A host can only run one meeting/webinar at a time. If your meetings/webinars run concurrently, please be sure to specify a different host for each meeting/webinar.

In order to automatically register students for meetings, you will need to link your website to Zoom. This is done using the Zoom API. Please follow these instructions to generate the Zoom API keys and paste them in the FooEvents Integration Settings.

Setup

Create an event

Go to Products > Add Product in the main menu and complete the standard products fields such as the title, body, description, tags, categories, featured image and gallery as needed.

General

Go to Product Data > General

Set the product to Virtual and Downloadable. This is required to ensure that the tickets and attendees are automatically created when payment is received and the order status is changed to complete.

Set the price of your package using the Regular price field. This is the price for the collection of classes and not individual classes.

Inventory

Go to Product Data > Inventory

Set the number of spots available using the stock quantity field. For example, if your class only has space for 30 students per class, the stock quantity field should be set to 30.

Event Settings

Go to Product Data > Event Settings

To activate event functionality, set the ‘Is this product an event?’ dropdown to ‘Yes’. Complete the remaining fields as per your event.

Using the FooEvents Multi-day plugin, you can link this product to multiple meetings and students will be automatically registered for each meeting and any recurring instances. Set the Number of days field to 3 (1 day for each class) and under the Multi-day type settings, choose the Select days radio button. Set the start date of each class in the three date fields that appear. Doing this will make it possible to link a different class/meeting to each day. Later, we will also change the term ‘Day’ to ‘Class’.

Ticket Settings

Go to Product Data > Ticket Settings

The ticket students receive when signing up will act as confirmation that the class has been booked. When a student purchases access to the classes, they will also receive a confirmation email from Zoom that includes information about the classes—including how to access them.

You can change the subject of the ticket email using the Ticket Email Subject field.

If you would like to convey additional information that only paying students can see, you can use the Ticket email body field to do this. This is an ideal place to provide the students with links to exclusive content as illustrated in the screenshot above. Visit the Password protected pages section to lean how to create password protected areas.

Event Terminology

Go to Product Data > Event Terminology

In this section you can change the terms used to describe your participants and sign-up button.

If you are using FooEvents Multi-day, you can change the term ‘Day’ to ‘Class’.

Event Integration

Go to Product Data > Event Integration

For each class created using the Multi-day settings, the Event Integration tab will display a list webinar/classes that have been scheduled in your Zoom account. Select the relevant recurring class from the drop downs and ensure automatic attendee registration is enabled for each. If automatic attendee registration is not enabled, click the link ‘Enable automatic attendee registration for all occurrences‘ to do so.

You can now Save and Publish your event.

Usage

You can see an example of a virtual art class that has been linked to multiple recurring Zoom meetings. When purchasing access to this demo event, you will be automatically pre-registered for three Zoom meetings (classes) as well as all recurring instances. You will receive a confirmation email as well as all the information needed to participate in the class and access exclusive course material.

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