Vevox & Zoom integration

The Zoom integration allows you to use Vevox directly within Zoom meetings. This guide covers setting up, running polls, and seamlessly managing Q&A alongside your presentations.

This article covers the following sections:

1. Introduction to the Zoom Integration
2. Requirements, limitations & login
3. Adding Vevox to Zoom
4. How to create your polls in Zoom
5. Control polling within Zoom meeting
   • Run your polls
   • Use a countdown timer
   • Show a leaderboard
   • Show dynamic real-time results
6. Manage the Q&A board in your Zoom meeting
7. What participants see
8. Replace the current session with a new session
9. Remove Vevox from Zoom

1. Introduction to the Zoom Integration

With the Vevox app for  Zoom, there is no need to move between browsers and tabs, ensuring your virtual meetings are slick and engaging at the same time. The Zoom app allows for a simple one-app solution with a split screen in Zoom meetings – showing the presenter and screen share on the one side and the Vevox application on the other.

Zoom only allows for single or multichoice poll types, but with the Vevox integration, as a host, you can set up a variety of polls, including multichoice, word clouds, text, numeric, rating, ranking, pin-on image, and XY plot polls. You will also be able to utilize live polling, quizzing, surveys, and Q&A sessions from within your Zoom meeting. All this can happen in an anonymous way ensuring honest feedback. The Vevox moderation settings allow you more control over your Q&A than the native Zoom chat functionality. This enables you to collect questions or comments and group them effectively so you can choose how and when you provide answers.

With Vevox you have instant access to your reporting data including all the poll, quiz and Q&A results captured. This data can help inform future sessions and is a useful record to reflect on your session.

2. Requirements, limitations & login: 

• Zoom hosts: To download the Vevox Integration for Zoom, hosts must:
  • • Have a Zoom account.
    • A Zoom desktop client for Windows, macOS, or Linux: Global minimum version or higher.
    • Have a Vevox account to link the Vevox session to the Zoom meeting.
• Zoom meeting participants: A chat message will automatically invite meeting participants to join Vevox in the Zoom meeting. Participants must also install and authorize the Zoom app. Alternatively, they can search for the Vevox app on either the Zoom app or the Marketplace site, approve the required permissions, and then add (install) the app.
• Zoom access restrictions: Zoom owners or organisations can restrict who can add apps. If you do not find Vevox in the search bar or Zoom does not allow you to add Vevox, get in touch with your systems administration or request an admin to approve the app for use.
• When to install: The Vevox integration can be installed before a meeting through the App Marketplace, on the desktop app in the Apps tab, or during a live meeting.
• Zoom Online does not support the Vevox (or any other) apps. This article explains how to get started with Zoom apps.
• Zoom on iOS & Android (mobile) does not support the Vevox app.
• Logging in with SSO: If your administrator has configured SSO for your Vevox account, then, you can connect to Vevox via SSO when logging in through Zoom.  When prompted to login to Vevox, enter your email and providing it has been configured correctly you should be automatically directed to your organisations login portal or just logged in automatically. 
• Need help hosting a session? You don’t have to be the Zoom host to manage Vevox during an online meeting. You can share the responsibility by giving a colleague access to the Vevox session (read this article). Polls can also be run directly from the Vevox dashboard rather than through the Zoom integration described below.

 3. Adding Vevox to your Zoom meeting

From within Zoom, schedule a meeting and save it. (You can add the invitees later.) Start your meeting.

Click the Apps   tab from the control toolbar.

Click search apps and type in Vevox. Then select the ‘Get’ button and ‘Add’ it to install the app.

Follow the authorization steps shown on the screen.

Allow Vevox to be added to the meeting and enter your Vevox dashboard login details in the browser window.

Click to open the Zoom application in the browser.

You will see your Vevox sessions linked in the side panel of the Zoom meeting. Select the Vevox session you want to use (click on it) or create a new session.

Once you have opened/created your session, a popup will ask permission to send an invitation to all meeting participants to use the Vevox app. Make sure to allow this. This will send an invitation to meeting invitees to download the Vevox app once join your Zoom meeting. 

Or if you have not allowed this permission, use the Arrow and share blue button in the top right corner of the Vevox side panel and select invitees to give access to the app. An example of the Vevox app invite your meeting invitees will see when they join your meeting.

An alternative way to add Vevox to your Zoom apps is directly from the Zoom home screen. 

4. How to create your polls in Zoom

Reminder:

• Zoom offers all the Vevox polling types. Polls can be created directly in Zoom's side panel or in the Vevox dashboard.
• Either create a new session or if you have already set one up in the Vevox dashboard with polls in, open the relevant session.
• The meeting host must first start the session and open the poll before participants can partake.

 

Set up a poll directly from within Zoom

Set up the polls the same way you would do it in the dashboard, but only use the side panel for set up.

Press the “Create New’ button and select the poll type.

Type in your question title and choice options if relevant.

Decide on the number of allowed selections and the display type.

Apply the default poll settings (or use custom poll settings) and press ‘Create’.

Your poll will appear in the side panel.

5. Control polling within the Zoom meeting

The meeting host must first start the Vevox session and open the poll before participants can partake.

1. Run your polls – start, stop, and show the correct answer from the controls.  Use the arrow next to the poll to minimize or maximize the poll in the admin view.

• Cancel a poll- When selecting to cancel a poll, no poll results will be saved. When you cancel a poll it can be re-opened again.
• Dismiss a poll - Once an open poll has results in it, you can dismiss the poll. This will remove the poll from view for both you the host (it will take you back to the polls list) and it will also remove the result view for participants.

        

2. Use the custom settings for your poll to:

• Use a countdown timer – The countdown timer can be set up using the poll customs settings in Zoom when creating or editing a poll. Once it is started, you will see the timer in the Zoom Admin view at the bottom. From the Admin view, stopping the poll before the time has run out is also possible.

• Show a leaderboard – any time during your polling you can show a leaderboard by pressing the trophy icon. Press it again to remove it. Each participant will see their own score in their Teams meeting interface and the Admin view will show a combined scoreboard.

• Show dynamic real-time results - By default, participants will see the poll results in the side panel of their Zoom meeting after the poll closes. To enable live updates, toggle the real-time results setting to ON in the poll's custom settings. This feature is perfect for watching a word or number cloud grow as votes come in. Switch it back to OFF if you'd prefer to display results only after the poll ends.

6.   Manage the Q&A board in your Zoom meeting

The setting for managing the Q&A board is also in the Zoom side panel. Create new labels, turn moderation on and send out announcements to the Q&A board to encourage discussions.

The Q&A board can also be sorted according to most likes, most recent or oldest messages first. Reply from inside the Admin view to send responses.

Messages can also be moved to the archive folder too remove them from participant view. They can be moved back to the published list. 

Upvotes will automatically show next to each comment or question. To enable downvotes, simply go to the dashboard settings and toggle on the downvote option.

7. What participants see

Once participants have joined the Zoom meeting they must:

1. Join the Zoom meeting and open Vevox as an App in the meeting in the chat message, or search for Vevox in the Market place,   
2. Once all the permissions have been allowed, Vevox will appear in the side panel of their Zoom meeting.

3. From here, they can answer the polls, contribute to conversations in the Q&A board, answer surveys, or even compete in a quiz. The meeting host must first start the session and open the poll before participants can partake.

Another way to view what your participants will see is to switch from the admin view to the participant view. Go to the ellipse and select ‘View as participant’. Switch back again to return to the admin view.

8. Replace current session with new session

Click on the ellipse and select the ‘Switch session’ option. The session list will appear. Choose another session.

9. Remove Vevox from Zoom

To remove the app go to https://marketplace.zoom.us/user/installed then:

1. Under "Apps in Production" locate the Vevox app.
2. Hit the "Remove" button on the far right side.
3. In the dialog select a reason why you remove the app (optional).
4. Click Remove.

For admins go to https://marketplace.zoom.us/user/apps-dashboard then:

1. Locate the app to be removed.
2. Click on the app name. (Vevox)
3. Go to "Manage app".
4. Choose either "Disable app" or "Remove app".