Zoom: Captions for Webinars – 3Play Media Support

Follow the steps below to schedule Live Captioning for a Zoom Webinar once Zoom has been linked to your 3Play Media project.

IMPORTANT NOTE REGARDING ZOOM CAPTIONING: Anyone with access to your 3Play Media project can schedule Zoom Live Captions for any Zoom event they can see in your project. However, in order to enable 3Play Media's Live Captions within a Zoom Webinar you must be the Host of the Zoom Webinar and have a Zoom Webinar license!

Prior to scheduling a webinar..

Link Zoom to a 3Play Media project with Live Captioning Enabled

Step 1- Navigate to Zoom Scheduler

Launch the Zoom application.

Zoom app icon

Navigate to Home and click Schedule.

Step 2- Schedule Zoom Webinar

Set the webinar's Date and Time within Zoom, adding any other information and settings necessary.
Note that 3Play Media's Live Auto Captioning will work with a password-protected webinar.
Click Schedule.

Step 3- Navigate to 3Play Media's Live Captioning Module

Step 4- Within 3Play Media Click Schedule Live Captions

Step 5- Select Zoom

Click the Zoom icon.

Step 6- Input Scheduler's Email Address

Under Show Zoom events scheduled by: enter the email address that was used when scheduling the Webinar within Zoom.

Step 7- Select Webinar

Select Webinar and any upcoming webinars that were scheduled using the email address provided in step 6 will then display.

Click Meeting radio button

Check the box next to the Webinar requiring Live Auto Captions.

Step 8- Configure Live Auto Captions

See more information on scheduling Live Professional Captions

Stream start and reconnect settings

IMPORTANT: Events are scheduled using Eastern Time unless a new timezone has been configured at the user level and configured for users outside of the US-Eastern time zone.

Optional Settings

Add a wordlist of proper nouns or specific terms to improve accuracy

See more options in Advanced Settings overview

Step 9- Click Schedule Events

Click Schedule Events once an event or multiple events have been configured.
Once clicked, you'll be redirected back to the an event page within 3Play Media.

An email will also be sent to the email address provided in step 6 fifteen minutes prior to the caption event start time. If the the event starts in less than 15 minutes the email will be sent immediately. The email will contain shortcuts to assist in completing the setup process given Webinars may likely be scheduled far in advance of them actually starting.

If you have ordered Live Captions for a webinar that has already start, you will not need to wait for the email as the process can be completed by following the remaining steps below.

Step 10- Start Zoom Webinar

Go to the scheduled Webinar within Zoom and Start the event.

Step 11- Validate Zoom API Token has been added by 3Play

As of June 3, 2022, 3Play will add the Zoom API token for you into 3Play, and you will no longer need to copy and paste this from Zoom into 3Play yourself. 3Play will start trying to retrieve the API token at the Stream Start time in 3Play (as specified when you ordered your event in 3Play). The Zoom meeting must be active in order for 3Play to be able to retrieve the token.

Both the Zoom email Mailer sent to the Zoom event host and the 3Play UI will indicate whether 3Play has added the token automatically. You may need to refresh the page to see the update.

Zoom meeting hosts will still receive an email 15 minutes prior to the Stream Start time (as defined in 3Play when you ordere Live captions) with instructions on enabling captions. The instructions now indicate 3Play will add the API token on your behalf, though you will still have the ability to add the token yourself, both through the mailer and through the 3Play UI.

Once you have started your Zoom event at or after your Stream Start time, the API token should automatically populate within 3Play as well as through the Zoom mailer within 1 minute. Ensure you refresh this page to see that it’s displayed.

If, after refreshing, you do not see the API token populate the field below within 1 minute of starting your Zoom event, then you must copy / paste the API token from Zoom into this page. To do that, follow the steps below:

Within Zoom, click Closed Caption.

Click on the closed caption button in the active zoom meeting
From the menu that appears, click Copy the API token located under Use a 3rd party CC service.

Copy the API token after clicking on closed captions

Within 3Play Media paste the API token in the Zoom API token field associated with the event scheduled in step 8.

Next click Update.

IMPORTANT NOTE REGARDING THE ZOOM API TOKEN: The Zoom API Token is not a static URL, this can change if a webinar starts and ends and should only be added once the webinar goes live at the time of scheduling.

Step 12- Click Live on Custom Live Streaming Service

Within Zoom click More followed by Live on Custom Live Streaming Service.

The closed captions will be available as an option for all Webinar members shortly after this button is clicked.

Additional Resources