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How to Add a Single Live Course

Adding a live course will allow you to advertise your course on a national level to your direct audience, digitally distribute CE Certificates, administer surveys, and keep all your attendance records from one secure platform.

There are 3 ways to add a course. 

Add a Course Option 1:  From your Dashboard

Step 1: Find the Add Courses Box and click "Add a Live Courses"

Step 2: Fill in all the required fields (how to descriptions below)

Step 3: Click Save

Add a Course Option 2: From the Navigation Menu

Step 1:  From the navigation menu click on "My Courses" then "Live Courses"

Step 2: Click "Add" in the upper right

Step 3: Fill in all the required fields (how to descriptions below)

Step 4: Click Save 

 

Add a Course Option 3: From the Course Template Manager 

(This option only available if you have created course templates)

  • Click on Course Template Manager
  • Click Add Course associated with the course you want to add 

Understanding the Add a Course Screen

*Required Fields:  Before you will be able to save your course all required fields will need to be filled in. Please make sure you have all the information for the required fields prior to adding a new course. We currently do not offer a way to save a course posting if all required information is not supplied.

 

Conference: 

For a single course, you will want to select No Conference.  By selecting a conference name in this field you will be grouping this course to the named conference, and some of the required fields will be auto-filled with the information supplied when creating your conference. For more details on creating a conference refer to How to create a conference article.

 

AGD Joint Providership (Required Field, choose one):  

 CE Zoom, LLC has partnered with Zoom Education, LLC to offer companies without an approved provider affiliation an AGD PACE joint providership. By selecting Yes, it does not guarantee approval.  All AGD joint provider protocol must be followed prior to the approval of a joint providership.

There are 2 AGD PACE Joint Provider options for your course.

             A.  One time- If you are only offering this course 1 time this is your best option.  The cost for this option is based on credit hours offered and is paid after you add your course (refer to packages, plans, and upgrades for pricing). 

             B.  Repeatedly for one year- if your course is a self-study course, or if you will be offering this course multiple times throughout the year, you will want to select repeatedly for one year.  This option allows you to pay 1x for the joint provider approval and be able to offer the course for 365 days with the AGD PACE joint providership.  The cost of this option is a one time fee for the year and is paid after you add the course (refer to packages, plans, and upgrades for pricing).

If you have your own provider affiliation or do not wish to have a program provider approval you can select no

**If you select Yes to either of Zoom's Educations Joint Providership options your course will be stored under your pending courses until approved. Once your course is approved it will be released you will have access to the registration link.

 

Collecting Fees Through CE Zoom

Select Yes, if you will be collecting registration fees through CE Zoom's registration

Select No, if your course if free, or you will be using an outside registration platform to collect your registration fees

 

Do you have registration outside of CE Zoom  (this shows up if you choose no to collect fees through CE Zoom)

Select No, if your course is free

Select Yes, if you will be using an outside registration platform to collect your registration fees

 

External Reg Link (required field) (this field appears if you choose yes to using an outside registration.  This allows us to direct professionals to your registration web page)

Input the URL associated with your registration web page

 

Post Course as Private

Select No, if your course is intended for the public.  By selecting NO your course will be advertised on CE Zoom's weekly new course notifications and your course will be searchable on CE Zoom's course search engine.

Select Yes, if your course is intended for a private group or for invited attendees only.  By selecting yes your course will not be advertised on CE Zoom's weekly new course notification nor will it be searchable on CE Zoom's course search engine.  After your course is posted you will have access to the registration link to pass out to your selected invitees.

 

NPI Required

Select No, if you are not issuing any sample products or are issuing sample products that are not required to be reported by the Sun Shine Act. 

Select Yes, If you are required by the Sun Shine Act to collect the Dentist's NPI # prior to issuing them a CE Certificate.  If this is marked as yes, a dentist that attends your course will not be able to complete the verification process to receive their CE Certificate until they provide their NPI #.  Usually, this field is necessary if you are offering samples of pharmaceutical type products.  If you have any questions as to whether or not you should be collecting NPI numbers, visit CMS.gov

 

Automatically Confirm Attendees

Yes:  By selecting Yes, your attendees will automatically have their attendance confirm and be issued their CE Certificate if they verify the course with the correct course completion verification code you announced at the conclusion of the course. 

Pros: 

  • You will not have to manually confirm each of your attendee's participation.  
  • After your course is posted you are pretty much done with the management of this course.

No:  Select No, if you wish to continue with the 2 step authentication process prior to your attendees receiving their CE Certificates.  By selecting no, you will be required to confirm each attendee's participation prior to them receiving their CE Certificate. 

Pros:

 

Course Title (required field)

This is the course title that the professional will see when they search for or view the details of a course

 

Course Title Group Ref

All courses with identical course title group reference names will be grouped by the given name in the courses dropdown for the Live Course Statistics. This allows you to use different course titles, say with a date included, or a slight variation in title name, yet still group the courses together under the same course title reference name as if they are where essentially the same course for stats.

 

Group Ref by Regions, Locations, Events

All courses with identical group ref names from this field will be grouped by the given name in the course group dropdown for the Live Course Statistics. This allows you to see stats for courses group by regions, locations, events, etc. (Currently we are only collecting this data, the development for the display of these stats is in progress)

 

Presenter (required field)

DO NOT add a new presenter without first searching to see if your presenter already exists on CE Zoom.

How to Find your Presenter

  • Click on the presenter search field to expand the list of presenters and display the search option that allows you to search for your presenter by typing in part or all of their name (when searching it is better to search by typing in only 3-5 letters of their first or last name).  
  • If your presenter is listed, click their name to select them.

Presenter Not Found

  • Click Add new presenter
  • Enter in their first name, last name, and email
  • Click add presenter, this will create their initial account, send them a welcome email, and attach them as a presenter to your course

Presenters' email already exists:  this means that the email you entered is already attached to an account within CE Zoom.  If your presenter was not found in the search field they probably only have a professional account, therefore they are not searchable as a presenter. 

What to do NOW:

1.  Presenter:  Search and select Presenter Profile Coming.  This will allow you to proceed with your course posting and save the course.  Once your presenter was a presenter account you can edit the course and attach the presenter. 

2.  Create a ticket at support.cezoom.com when you have posted your course and ask the CE Zoom support team to please add a presenter account to your presenter.  Please include your presenter's first and last name and the email that is associated with the presenter.  Once CE Zoom support adds a presenter account your can update your course presenter field.

 

Additional Presenters

If your course has multiple presenters, we need to make sure all presenters are listed on the CE Certificate.   Please type in the additional presenters in this field and their names will be added to the user's CE Certificate for this course.  Please note that the Presenters names in the additional presenters field will not be displayed under the course details.  It is on our priority list to allow multiple presenter profiles and pictures be attached to a single course.  Currently, we suggest adding all presenter's names and/or pictures under the course overview if you have multiple presenters.

 

Registration Notifications

If one or more professionals register for this course a notification email will be sent to the selected recipients.  This is a multi-select feature.

Company: an email will be sent to the email associated with the company account that is posting the course (you). 

Presenter: an email will be sent to the email associated with the attached presenter

Coordinators (ex: Katrinna Jackson):  an email will be sent to the email associated with the selected coordinators.  To add coordinators please refer to How to Add an Account Coordinator Article.

 

Verification Notifications

If one or more professionals verify for this course a notification email will be sent to the selected recipients

Company: an email will be sent to the email associated with the company account that is posting the course (you). 

Presenter: an email will be sent to the email associated with the attached presenter

Coordinators (ex: Katrinna Jackson):  an email will be sent to the email associated with the selected coordinators. To add coordinators please refer to How to Add an Account Coordinator Article.

 

Customized Registration Questions (coming soon)

This is currently under development. 

 

Date (required field)

Date of the course

 

Start and End Time (required field)

Start and End times are not tied to the calculation of CE credit hours you will be issuing.

Start Time:  This is the time your event starts.  You can choose to input the time you want your attendees to show up or the actual time the course starts

End Time: This the time in which your course is scheduled to concluded.  Please note the end time is tied to the verification button.  CE Zoom's verification buttons will only be active for professionals to verify to receive their CE Certificate 15 min prior to the scheduled end time of your course.  If your event ends 30 min early please note that your attendees will not be able to verify the course until 15 min prior to the chosen end time. 

 

Time Zone (required field)

This is the time zone for the address of your course.  If you are offering a webinar you can select the time zone for which your presenter will be presenting.

 

Total CE Credits (required field)

Input the total number of CE credit hours for this course.  Credit hours are issued according to a 1:1 ratio.  30 min = . 5 CE credit hours, 60 min = 1 CE credit hour.  CE Zoom can manage credit hours to the quarter-hour.

 

Credit Verification Code (required field)

Create your unique verification code:

  • Make it easy, make it hard, just don't make it obvious
  • DO NOT use special characters (*&^%$<_, etc)
  • DO NOT use spaces
  • Be careful of the combo of letters you use, some lower case and upper case letters are hard to distinguish unless used within a word.  Upper case i and lower case L's look similar (Il), capital O's and zeros look similar (O0).
  • This code is case sensitive

This is the verification code you will announce at the conclusion of the course.  The Professionals will enter this code to verify their attendance through their CE Zoom account to receive their CE Certificate.  (How to Announce Verification Code)

  

Certificate Template (not required initially, but mandatory)

Select the certificate template from your library.  This field is not mandatory initially, in case you forgot to create your CE certificate prior to adding this course, however it is mandatory for you to be able to issue a CE Certificate to your attendees. If you have not created a CE certificate before adding the course, you can finish adding the course, save the course, create your certificate (How to Create a CE Certificate), edit the course, and attach the CE certificate.  If you forget to attach a CE Certificate prior to an attendee verifying to receive their CE Certificate you will be charged a re-run fee to fix and update the course.

 

Course Formate & Education Method (required field)

Course Format:  is defaulted to live and can not be changed.  If you are wanting to add a self-study course you will need to exit and click add a Self Study Course.

Education Method:  There are 3 options

Lecture: an educational talk delivered to a selected audience 

Discussion: an educational discussion that includes exchangeable learning from the speaker and the audience

Clinical Participation: 30% or more of the course involves active manipulation of dental materials or devices, treatment of patients or other opportunities to practice skills or techniques under the direct supervision of a qualified instructor

 

Is this a Webinar

Select no, if your course is being held at a physical address

Select Yes, if your course is being live-streamed all pre-recorded webinars are not live.  You will need to add a self-study course. 

    • You will not be able to select a physical address
    • You will need to input the webinar conferencing link within the notes section at the bottom of the add a course screen so your attendees have the directions on how to connect to your live-streamed webinar
    • CE Zoom will display the times for all time zones, based on your inputted data, within the overview and notes sections to help your attendees recognize the correct time the course is being offered in their location

.

 

Contact email for Webinar Info*

This will only display if you select Yes for the above field "Is this course is a webinar?"  The contact email listed in this field will be displayed to all registered attendees should they need any assistance with your webinar.  This statement will be displayed for all courses flagged as a webinar within the join webinar information: 

Please contact ({input webinar contact email}

  • If the offering company chose not to display their webinar joining link on CE Zoom and you still need the link
  • Your link is not connecting you to the webinar
  • You have questions about joining the webinar

 

Survey Type

From the drop-down menu select the survey you created for this course (How to Create a Survey).  It is very important to create a new survey for each course to keep your results specific to each course.  If you have not created a survey before adding the course,  select No Survey,  finish adding the course, save the course, create your survey (How to Create a Survey), edit the course, and attach the Survey.

There are 3 options:

No survey:  your attendees will not receive a survey to complete upon completion of the course prior to receiving their CE Certificate

Optional: the attendee will be made aware of the survey but can choose to skip it.  After the attendee verifies the course, CE Zoom will display a pop up that lets the attendee know the course has an optional survey.  The attendee is given a choice to take a survey or they can choose to skip the survey.

Required:  your attendees will be required to complete in full, the attached survey prior to their CE Certificate being released to their account  After the attendee verifies the course, CE Zoom will display a message letting the attendee know the course has a required survey and leads them directly to the survey. Once the survey is complete than the CE Certificate will be released to their account.

 

Overview (required field)

This is the course overview that the professional sees when they view your course. This is the main area where you can describe your course in detail and/or list the learning objectives, in a free form format.  You can add pictures, tables, and hyperlink text to direct professionals to handouts/ syllabus that you have uploaded to your website.

 

Using CE Zoom's / Zoom Education's AGD PACE joint providership:

1.  You must include Zoom Educations AGD Logo/ provider statement

2.  You must include the AGD PACE Joint provider statement

This activity has been planned and implemented in accordance with the standards of the Academy of General Dentistry Program Approval for Continuing Education (PACE) through the joint program provider approval of Zoom Education, LLC, and (Your Company Name).  Zoom Education, LLC is approved for awarding FAGD/MAGD credit.

 

Address, City, State, Zip (required fields) Not an option for webinars

Enter the address, city, state, and zip of where the course is being held

 

Course Room Suite Not an option for webinars

This allows you to input the room or location within a venue where your course is being held.  This field will display on the attendee's schedule should you wish to print schedules. 

 

Max Attendance (required field)

Input how many attendees your course can allow.  If you are using CE Zoom's paid registration this number will be used to calculate the total number of seats allowed to be sold per course, currently, it is a read-only field for all courses not utilizing CE Zoom's paid registration.

 

**The next two required fields are very important on how your course will be applied and tracked against your attendee's state rules and regulations. 

**Course Category (required field)

Select all course categories your course satisfies, but only select a course category if your course can satisfy that course category alone. Example: if you are presenting an infection control course that meets states requirements for infection control you can select "Infection Control" as a course category, but if you presenting about a new product and talk about proper infection control protocols for that particular product, you can not select infection control as a course category for your course will not satisfy the infection control category on its own.

 

**Provider Affiliation (required field)

Select all provider affiliations you are recognized or certified by.  If you have no provider affiliations select "None".  If you are interested in having your course reviewed to be  AGD PACE recognized please contact us at katrirnna@cezoom.com

 

California Provider Number

If your course has been approved by California, input the course provider number above

 

AGD Subject Code (required field) This field only shows up if you selected one of Zoom Educations Joint Providership options or you selected AGD as a provider affiliation

This field is important for AGD members and the submission of attendees to the AGD. Please pick the correct subject matter.   More details on the AGD subject codes can be found at:  AGD Subject Codes

 

Is this Course Sponsored

Select No, if this course is not sponsored

Select Yes, if this sponsored 

 

Sponsor (required field)

This field only shows up if yes is selected for "Is this course sponsored".  List the names of all the sponsors in the field.  The sponsors will be displayed within the overview of the course under the heading Sponsors.

 

Tuition

This is a read-only informational field displayed to professionals when they do a course search, are registering, or viewing the course details. For a cleaner display of your tuition fees, we recommend inputting only the money value or range of cost for your event.  We will display exactly what you input so do not forget your money signs.

Examples:

**If your course has a fee to attend,  make sure you create a paid registration and attach it to your course.  

 

Audience

This is a multi-select field. Select all audience types this course applies too.

 

Coordinator and Contact Email (required field)

Coordinator- List the name of the person for the point of contact for this course

Contact Email- List the email you want your attendees or potential attendees can reach out to regarding questions they may have regarding this course.

 

Conflict of Interest Disclosure (required field)

Each course listed on CE Zoom must disclose all conflict of interest affiliations.  The conflict of Interest Disclosure selection will be displayed within the overview of each course under the heading Conflict of Interest Disclosure when a professional views the course details.  Select the appropriate statement that applies to your course.

 

COI Organizations (Conflict of Interest Organizations) (required field)

Enter the names fo the organizations your speakers are affiliated with or have financial interest or arrangements with and how. You can upload logos and or pictures.  This information inputted within this field will be displayed under the disclosure statement within the course overview when a professional views the course details. 

 

Course Prerequisites (required field)

CE Zoom requires offering companies to disclose any and all prerequisites required prior to an attendee being able to attend the course.  All Prerequisites will be displayed within the overview of each course under the heading Prerequisites when a professional views the course details.  If your course has no prerequisites you can list None.

 

Notes and/or Webinar Conferencing Information and Webinar Link

Enter any additional notes here you want your attendees to be aware of. Examples: Please make sure you bring 2 pairs of gloves, a mask, and eyewear or Please note the course will be held in the courtyard, we advise you to arrive 10 minutes early.

Live Streamed WEBINARS: If your course is a live-streamed webinar you must enter the webinar conferencing information within the Notes and/or Webinar Conferencing Information field.  CE Zoom will send all information you input into the Notes and/or Webinar Conferencing Information field to your registered attendees 1 hour and 15 min prior to your scheduled time to remind them that the webinar they registered for is about to start.  

 

Contact information for the person that added the course on CE Zoom

The contact email will auto input the email that was inputted under the contact email for the course, however, if the contact email for the person adding the course on CE Zoom is different please add the correct email. This email will only be visible to CE Zoom Tech support should we have questions regarding the course set up.

 

Contact Information for the person responsible for Confirming attendance to your event

Input the person that will be in charge of confirming attendance on CE Zoom for your event.  The contact email for confirming will be visible to all registered attendees should they have questions as to why their attendance has not been confirmed. The contact email will auto input the email that was inputted under the contact email for the course, however, if the contact email for the person responsible for confirming attendance is different please add the correct email.

 

Can CE Zoom re-issue the verification code for this course? Yes or No

If an attendee to your event reaches out to CE Zoom Tech Support asking for the verification code to your course we will refer to this setting on how you want us to manage the request. 

YES: If you mark yes CE Zoom Tech Support will gladly re-issue the verification code when a professional reaches out stating they do not have the verification code.

NO:  If you mark no, CE Zoom Tech Support will direct the professional requesting a verification code to the contact email inputted in the Verification Code Contact email field.

Things to be aware of prior to marking yes or no. 

  • If you set your course to autoconfirm then it is highly recommended to say no to allowing CE Zoom to re-issue codes as there will be no safeguard as to whether the professional actually attended.
  • If you will be confirming attendance manually then allowing CE Zoom to re-issue verification code could be a good idea as only those professionals you marked as attending will receive credit.  So if a professional did not attend and CE Zoom re-issued the code, that professional will still not receive credit, until you the offering company confirms them.  It is recommended, when confirming attendance, to mark all attendees not eligible to receive credit if they did not attend or did not attend long enough so they can not accidentally be marked confirmed. 

Can CE Zoom hand out your registration link?

For the majority of companies, this will most likely be yes, however, there are a few situations in which the offering company would prefer that CE Zoom Tech Support not to handout the registration link.

YES: Should a professional reach out to CE Zoom's tech support before the event asking for the registration link to register or after the event because they stated they attended but never registered on CE Zoom, then CE Zoom will send them the registration link for this course/event

NO:   If you mark no, CE Zoom Tech Support will direct the professional requesting the registration link to the contact email inputted in the Contact email for the reg link field.

Possible situations in which you might select No:

  • The course is marked private and you want to monitor who can register
  • The course has a paid registration being managed outside of CE Zoom and only those professionals that paid through your site should have the CE Zoom registration link (these courses are usually marked private also)

 

Will this course be recorded, replayed, or turned into self-study:

This information will be visible to professionals.

NO:

If no is selected we will display under the course details that this course will not be replayed or turned into self-study

YES:

If you select yes a text box will appear that will allow you to input any information you wish about future dates this course will be offered with their registration links.  If you will be turning the course into a self-study course after the course is over, please input instructions regarding when the self-study will be available.  This field will be editable after the course is over so you can come back and input the self-study registration link.  There is also a contact email that is required so professionals can reach out to obtain future registration links and/or self-study registration links.

 

Will you be issuing handouts for this course?

This will be visible to registered attendees only!

NO

If no is selected CE Zoom will state that no handouts will be issued.


YES

If yes is selected a text box will appear where you can input information about the handout, such as the handouts will be available as soon as the presenter has them ready.

If you have the hand out you can upload it to the course and the registered attendee can view and print the handout.

We also ask for a contact email in case the professional has any questions regarding the handouts.  This email will be auto-filled with the contact email on file, however, if you want to direct the attendees to another coordinator or the presenter themselves you will want to update their email here.

 

You can edit your course as many times as you need up until a professional has verified against the course to receive their CE Certificate for the course, at which time it becomes a record on your account and is a view-only document.

All your live courses will be displayed on your dashboard under "Upcoming or Recently Completed Courses" or under "My Courses" "Live Courses" or "Pending Live Course"  from the navigation menu.