Setting up a Virtual Daylong

The technical aspects of what's involved in setting up a virtual daylong retreat through Buddhist Geeks

Create Zoom Meeting Link

• Login to Zoom.us

• Click Meetings

• Click Schedule a New Meeting button

Fill out the details as appropriate for your retreat. We suggest using these Meeting Options.

• Add any Alternative Hosts (aka Fellow Facilitators) under the Advanced Options

Here I ("Vince") am scheduling for myself, and adding Ryan Oelke as a Co-Host.

• Save Meeting

• Go to bottom of page and Edit the Registration Options

• Select the following Registration options and then Save All

• Go to Email Settings and Edit the Email Contact

• Select the Branding Tab

• Upload your Square Logo (Heart of Insight Logo pictured here)

• Upload Retreat image to Banner section

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HOI_ZoomLogo.png

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Heart of Insight Zoom Logo (.PSD)

Setup Mailchimp Audience

• Create New Audience and name it after the event (ex. "Heart of Insight Daylong: July 19")

• Duplicate the Intro Series Campaign

• Edit Intro Series Campaign so that it's up-to-date

Set-up Zapier Automation

• Open the Virtual Daylong Metrics Google Sheet

• Duplicate a new Worksheet for this event, naming the worksheet after the date of the event (ex. January 2020)

• Login to Zapier.com

• Navigate to the "Virtual Daylongs" folder

• Copy the "Virtual Daylongs Sign-Up" Zap

• Rename the Zap to match the name of your retreat (ex. "Heart of Insight Daylong Sign-Up")

• Edit the new Zap

• Under 1. Trigger (Gmail) click Edit Options and change the text after "subject:Meeting Registration" to match the exact title of the event, as it's named in Zoom.

• Click Continue and Test

• Under 7. Action (Mailchimp) click Edit Template

• Update the Audience to match the Mailchimp audience that you created earlier for this retreat.

• Click Continue and Test the connection with Mailchimp, making sure that the e-mail is added to that Audience in Mailchimp.

• Under 8. Action (Google Spreadsheet), click Edit Template.

• Under Worksheet (required) select the new worksheet that was created earlier.

• Click Continue and then Send Test to Google Sheets

• Check the Virtual Daylong Metrics Google Sheet to make sure that the information propagated correctly.

• Turn on the Zap

Update Kindful Campaign

• Login to Kindful.com, go to Campaigns, and select the campaign that corresponds with this retreat (ex. "Heart of Insight Daylong", "Pragmatic Dharma Daylong", or "Awakening Life Daylong")

• Upload a new Splash Image

• Click Update

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Zoom-EventHeader.psd

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Zoom Banner (.PSD)

Create Retreat Page

• Go to HeartofInsight.training and login with an admin account

• Click on the "Retreats" section and find an old Connecting to the Source event

• Edit the old event and then go to the bottom and click "Duplicate"

• Update image + copy