Virtual & Hybrid Events
Organizer Guide
3 min read
Help articles may not be fully accurate — they can lag behind the app due to frequent updates and automated translation. If in doubt, please contact support.
On this page
Configure a livestream or online-attendance option for an event, in Manage → Details & dates → Virtual Event. This works alongside an in-person venue — the event does not need to be re-typed to turn it on.
What you can do here
- Configure the platform — Zoom, Microsoft Teams, YouTube Live, Vimeo, or Custom/Other.
- Go Live and End Stream — marks the session's actual start/end time and status.
- Cap attendance — an optional maximum number of virtual attendees.
- Publish a recording afterwards, by adding a recording URL.
- See attendance stats once people have joined.
How to set up a virtual session
- Pick a Platform.
- Fill in whichever of Meeting/Join URL, Meeting ID, Meeting Password, Stream Key, or Embed URL apply to that platform — none are required, but attendees need at least the join URL or an embed URL to actually get in.
- Save the configuration.
- When the session is about to start, click Go Live; click End Stream when it is over.
- Afterwards, add a Recording URL to make a replay available.
Settings explained
- Meeting/Join URL — the direct link attendees use to join (for example a Zoom link). If left blank, the Embed URL is used instead.
- Meeting ID / Meeting Password — shown to attendees alongside the join link, for platforms that need them.
- Stream Key — for YouTube/Vimeo-style streaming setups.
- Embed URL — an embeddable player link (for example a YouTube embed), shown directly on the attendee's virtual event page.
- Recording URL — once set, attendees with a confirmed booking can watch it after the event ends.
- Max Virtual Attendees — leave blank for unlimited.
Attendee experience
- Only people with a confirmed booking on the event can open the virtual room or the recording — everyone else is blocked, even if logged in. The organizer and admins can always preview it.
- Joining and leaving is tracked automatically (including device type — desktop, mobile, or tablet), which powers the attendance stats: total joined, currently watching, peak concurrent, and average time watched.
Good to know
- The stream status badge reflects what has been clicked, not what is actually happening on Zoom/YouTube/etc. — forgetting to click End Stream leaves the event marked Live.
- Configuring a virtual session does not require changing the event's type — it works the same whether the event is fully virtual or an in-person event with an online option alongside it.
Troubleshooting
- Attendee gets a 404 / access denied joining — their booking is not confirmed yet (pending payment or awaiting approval), or the virtual session has not been configured at all.
- Recording link does not work for attendees — no Recording URL has been set yet, or their booking is still not confirmed.
- Attendance stats show nothing — no one has joined through the virtual room link yet; stats only populate as attendees actually join.