Live Event Access — Zoom + AddEvent + Ops Hub

Core Architecture

• Ops Hub owns the canonical event record.
• Zoom hosts the meeting room.
• AddEvent distributes calendar events.
• Email/GHL/App send reminders.
• Stable live page gives members the current join button and backup details.

Stable Link Strategy

Members should use a stable access URL, not hunt for raw Zoom links:

https://go.jackiedorman.com/live

If the Zoom link changes, update one backend record/page. Members keep using the same simple URL.

Zoom Technical Setup

Use a Zoom Server-to-Server OAuth app with scopes for meeting read/write, registrants, user read, recordings, reports, and webhooks as plan/access allows.

Jane can create/update meetings, retrieve join URLs, set passcodes, check settings, manage registrants, pull attendance, and retrieve recording metadata.

Passcode Truth + Best Practice

Zoom does not universally require every meeting to use a passcode if another approved security option is enabled. It generally requires at least one security option: passcode, waiting room, or authenticated users. Jane Media’s account may still have passcodes locked on at admin level.

Use passcodes, but never rely on users manually knowing them. Display both the Join button and backup Meeting ID/passcode.

Join Path Implications

• Full Zoom link with pwd= usually avoids manual passcode entry.
• Manual Meeting ID entry requires passcode.
• Mobile can fail if the link is truncated, copied partially, or app handoff drops parameters.
• AddEvent/calendar clients may alter raw Zoom links, so point AddEvent to the stable live page.

Member-Facing Live Page

Join Live Class

If the button does not work:
Meeting ID: 123 456 789
Passcode: ABC123

On mobile: tap Join Live Class. If Zoom asks for a passcode, enter ABC123.
On desktop: click Join Live Class. If manually entering the Meeting ID, also enter the passcode.

AddEvent API Capability

With API credentials and correct plan permissions, Jane can create/update calendars and events, set title/time/timezone/location/description/organizer/reminders/recurrence, attach RSVP forms/templates where supported, retrieve RSVP attendees/subscribers where supported, and store metadata linking AddEvent to Ops Hub/Zoom.

Recommended calendars: LYS Live Classes, Single Spotlight, Book Club, Spirit Mate Match, JackieDorman Events.

Pre-Event Checklist

✅ Ops Hub event record exists
✅ Zoom meeting exists
✅ Zoom start/end/timezone correct
✅ Passcode exists
✅ Embedded-passcode join URL captured
✅ Manual Meeting ID/passcode captured
✅ Waiting room/authentication settings checked
✅ AddEvent points to stable live page
✅ TribeSocial/app points to stable live page
✅ Reminder email points to stable live page
✅ Support fallback copy prepared
✅ Host start link protected

Final Operating Rule