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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

CivicPlus Media's Zoom Integration

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CivicPlus Media's Zoom integration allows customers with CivicPlus Media to use a built-in integration with Zoom to run virtual meetings and live stream the proceedings. This allows customers to only invite necessary board members and staff to the Zoom meeting, but still make the meeting visible and publicly available through live stream for residents to view.

 

Because the integration streams Zoom meetings, all functions of Zoom meetings will be available and configurable by the meeting host. If desired and configured, the meeting host or members can use Zoom screen share to present agenda documents or other content during the meeting. Customers with Agenda and Meeting Management Select (formerly CivicClerk) Premium or Ultimate and CivicPlus Media can also choose to present Select’s live meeting display pages for added functionality.

 

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Integration Requirements

 

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Integration Setup

Zoom Setup

Before you can use the CivicPlus Media Zoom integration, your Zoom account administrator must enable live streaming to a custom platform. For instructions on configuring this feature, view the Account instructions within the "How to enable custom livestreaming for meetings" section of Zoom's "Livestreaming meetings or webinars on a custom site" Support article.

 

Note: Administrators do not need to manually provide the Stream URL, Key, or Page URL during setup as those values will be updated automatically by the CivicPlus Media integration.

 

CivicPlus Media Setup

Follow the instructions in this section to authenticate the Zoom account within your Agenda and Meeting Management Select solution.

 

  1. Sign in to your solution if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the User and Global Settings tile
    The User and Global Settings tile with a three-person icon on the Site Settings page.
  4. Click the Integrations tile
    The Integrations tile with a link icon on the Global Settings page.
  5. Click the Zoom tile
    The Zoom tile on the Integrations page.
  6. Click the Authorize Zoom API button
    The teal, rectangular Authorize Zoom API button within the Zoom Integration section.
  7. This will take you to a sign-in page for your Zoom account
    An example Zoom sign in page.
    Note: The user that logs in must have permissions within the organization's Zoom settings to allow the user to manage and install apps from the Zoom marketplace.
  8. When the authentication is complete, you will see the Authorize Zoom API button change to a red button that reads Revoke Zoom API Authorization
  9. Click the Save Changes button to save your changes
    The green, rectangular Save Changes button which appears below the User Menu.
  10. The Zoom integration has been enabled

 

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Processes

Schedule the Live Stream Zoom Event in CivicPlus Media

 

  1. Schedule the desired meeting in Zoom
    Note: Ensure that you note the Zoom Meeting ID during meeting scheduling, as you will need to enter this number into CivicPlus Media. Meeting IDs for meetings scheduled before early 2020 may have 9 digits. Meetings scheduled using a Personal Meeting ID have 10 digits. Instant, scheduled, and recurring meetings have 11 digits.
  2. Sign in to your Agenda and Meeting Management Select solution, if you have not already
  3. Navigate to the Events module
    The Events module button in the dashboard's left-hand navigation menu.
  4. Select the event you wish to stream
    An example event tile in the Events module.
  5. From the Select Stream dropdown, choose the Zoom option
    The Streaming dropdown and Zoom option on the View Details page.
    Note: If you do not see the Zoom option available, you will need to ensure that all steps in the Integration Setup section above have been completed.
  6. Click the Save Changes button
    A green, rectangular Save Changes button to the right of the View dropdown.
  7. In the Zoom Meeting ID field that appears, enter the Zoom meeting ID from Step 1 above with no spaces
    The Zoom meeting ID field, which appears below the Stream dropdown.
  8. Click the Save Changes button
    A green, rectangular Save Changes button below the User Menu.
  9. The Zoom meeting has been scheduled in CivicPlus Media

 

Start the Meeting with Custom Live Streaming in Zoom

  1. Start the Zoom meeting as the host
  2. Click the More button in the Host Controls toolbar
    The More button in the lower-right corner of the Zoom Host Controls bar.
  3. Hover over the Live stream option and click the Live on Custom Live Streaming Service option
    The More menu Livestream and Live on Custom Live Streaming Service options highlighted.
  4. A browser window will open that shows the progress as Zoom prepares the live stream of the meeting
    The Zoom Preparing Stream screen.
    Note: If this meeting was not previously set up for live custom streaming, you will need to manually enter the Stream URL, Stream key, and Live stream page URL as outlined in the green message box on the "Stream the Zoom Meeting to a Custom Streaming Service" page that appears.
  5. You should see an indicator at the top of your Zoom meeting that you are connected and streaming to CivicPlus Media
    An example Zoom meeting Custom Live Streaming Service status indicator.

 

Note: For more information about starting a custom live stream meeting in Zoom, refer to the "How to start the custom livestream during a meeting or webinar" section of the "Livestreaming meetings or webinars on a custom site" Zoom Help Center article.

 

Start and End the Event Live Stream in CivicPlus Media

 

  1. Sign in to the system if you have not already
  2. Navigate to the Events module
    The Events module button in the dashboard's left-hand navigation menu.
  3. Select the event you wish to make live
    An example event tile in the Events module.
  4. Click the Stream dropdown and select the Zoom stream option if it is not already selected
    The Streaming dropdown and example options on the View Details page.
    Note: If you do not see the Zoom option available, you will need to ensure that all steps in the Integration Setup section above have been completed.
  5. Click the Save Changes button to save your stream choice, if applicable
    A green, rectangular Save Changes button to the right of the View dropdown.
  6. Click the View menu, and select the Live Meeting and Timestamp option from the dropdown list
    The View menu with the Live Meeting and Bookmarking option highlighted.
  7. In the Recording and Streaming section on the right-hand side of the page, click the Set Live button
    A white, rectangular Set Live button under the video window in the Recording and Streaming section.
  8. The Set Live button will turn into an End Live button, and your meeting will be live to viewers in the Public Portal
    A red, rectangular End Live button under the video window in the Recording and Streaming section.
  9. When your meeting is complete, click the End Live button to end the live stream and archive the video of the meeting for future playback
    A red, rectangular End Live button under the video window in the Recording and Streaming section.
  10. Click the OK button on the "We are currently processing the video on demand and it will be available later" popup that appears
    A green, square OK button on the popup that explains that the video is being processed.
  11. The video will process and an MP4 file will be uploaded to the Media section of the event and will be available for playback in the Public Portal

 

End the Live Stream and Meeting in Zoom

  1. Ensure you are viewing the Zoom interface
  2. Click the More button in the Host Controls toolbar
    The More button in the lower-right corner of the Zoom Host Controls bar.
  3. Click the Stop Live Stream option
    The Stop Live Stream option within the More menu.
  4. Click the End button in the Host Controls toolbar
    The End button in the lower-right corner of the Zoom Host Controls bar.
  5. Select an End option
    The two Zoom End options.
    • End Meeting for All: End the meeting for all participants and attendees
    • Leave Meeting: Leave the meeting
      Note: As the meeting host, if you choose to leave the meeting, you will be prompted to assign another host so that the meeting can go on.

 

For more information about ending a meeting in Zoom, refer to the "Using host and co-host controls in a meeting" Zoom Help Center article.

 

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Frequently Asked Questions

What do we need to take advantage of the integration?

CivicPlus Media and a Zoom Pro, Business, Education, or Enterprise Account. Your Zoom account must allow the user to manage and install apps from the Zoom marketplace.


Can I use Zoom Webinars through this integration?

No. At this point, the integration is specific to Zoom Meetings only.


Can I use Closed Captioning services through CivicPlus Media with this integration?

Yes, all CivicPlus Media closed captioning services may be used.


Is there an additional cost to use this integration in CivicPlus Media?

No, this is included in our CivicPlus Media service as a standard offering.


If I am only going to be using this CivicPlus Media and Zoom integration to host virtual meetings, do I still need an encoder?

The great news is if you are only going to be using Zoom, you will not need to purchase an encoder as Zoom acts as a software encoder for purposes of the livestream. However, if you still intend to use CivicPlus Media for regular live meeting streaming (showing meetings from your meeting room using a camera), you will need to have an encoder.

 

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In-Article Glossary

The terms located in this section are listed alphabetically:

  • API: Application Programming Interface
  • ID: Identification
  • MP4: Moving Picture Experts Group 4
  • PC: Personal Computer
  • Pro: Professional
  • URL: Uniform Resource Locator

 

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Resources

 

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