Online events and the join link

An online event is an event with the Location type set to Online. Ticket holders get a join link and, if there is one, a meeting password, instead of a street address.

Set up an online event

1. On the Create event page, or later on Event settings > Event details, go to Location.
2. Set Location type to Online.
3. Paste a meeting link in Online link, or leave it empty to let Zoom make the meeting.
4. If you pasted a link that has a password, type it in Meeting password (optional). This only records the password you already have. It does not change it in Teams, Meet or Zoom.
5. Save.

With Zoom connected, the form shows "Leave empty to let Zoom create the meeting." A link that is not a real web address is refused with an example of a valid one.

Switching an event to Online clears any venue name and address you typed. Reserved seating is not available for online events.

Your own link or a Zoom meeting

There are two ways to get a join link.

• Paste a link. Any Teams, Google Meet or Zoom link works. The app sends it out exactly as you typed it.
• Let Zoom make it. Connect your Zoom account once under Settings > Integrations, and every online event without a pasted link gets its own Zoom meeting. The connection steps are in Zoom, Klaviyo and Mailchimp.

A pasted link always wins. If an event already has a Zoom meeting and you paste your own link over it, the app deletes that Zoom meeting.

When the Zoom meeting is made

• On save. When you create or save an online event with no pasted link, the meeting is made during the save. A message says "Event created. Zoom meeting ready.", or that it is still being made.
• For existing events. Connecting Zoom also gives a meeting to upcoming online events that have no pasted link. A nightly check covers events up to 60 days ahead.
• By hand. The event's Integrations tab has Create Zoom meeting, and the Time slots tab has Create Zoom meetings.

The meeting is named after the event and uses its date and times. Zoom sets the passcode. People can join before the host, and there is no waiting room, no registration and no recording.

A Zoom user on the Basic plan gets meetings that end after 40 minutes. Zoom also allows 100 meeting changes a day per host. The app keeps some of that room for your own saves, and work beyond it waits until after midnight UTC. It shows as "Zoom meeting waiting" in Settings > Integrations > Recent activity.

Each date of a recurring event

On an online series, every date gets its own separate Zoom meeting with its own link. Deleting one date never touches another date's meeting.

• The Time slots tab's Venue column reads "Online, join link ready" or "Online, no join link yet". Click a ready link to copy it.
• The Password column shows each date's password.
• Create Zoom meetings on the Time slots tab fills in every upcoming date that has no link. The row menu's Create Zoom meeting does one date.
• To use your own link on one date, open that date with Edit and paste it in the location fields. That date keeps its pasted link.

Duplicating a date never copies its Zoom meeting. Deleting a date deletes its meeting. More about dates is in recurring events and time slots.

The event's Integrations tab

Event settings > Integrations shows the Zoom state for this event.

• With a link: Copy join link, Open join link, a note saying "Created by Zoom" or "Pasted by you", and the passcode.
• Recreate Zoom meeting makes a brand new meeting. Every link already emailed stops working, and the confirmation says so.
• With no link yet: Create Zoom meeting, to get the link straight away.
• On a series: how many upcoming dates have a join link, with Create Zoom meetings and See dates.

Where ticket holders find the join link

Place	What it shows
Confirmation email	A "Join online" line with the link, on by default
Reminder email	The same "Join online" line, on by default
Follow-up email	Off by default. You can switch it on in the editor.
Online ticket page	A "Join online" button and the passcode, while the ticket is active
PDF ticket	"Online event", the link as plain text and a note pointing to the ticket email
Add to calendar	The link as the calendar entry's location
Thank-you and order status page	A "Join online" link under each ticket

The waitlist email never carries the link. Your storefront never shows it: the Event Location block says "Online event" and that the join link arrives by email.

On the check-in page, door staff see a "Join link" card with the link and passcode once they enter the PIN. How the ticket page works is covered in the online ticket page.

When the link changes

What happens depends on the change.

• Rename the event, or change its date, time or length. The same Zoom meeting is updated and the link stays the same.
• Switch to a venue, paste your own link over a Zoom meeting, or delete the event. The Zoom meeting is deleted.

Before saving such a change on the Event details tab, the app shows a notice and asks "Save changes to this online event?". The notice says either "Saving will update the Zoom meeting's schedule. Its join link stays the same." or "Saving will remove the existing Zoom meeting. Links in previously sent emails may no longer work." It also counts the active attendees affected.

No email goes out on its own when a link changes, and none goes out when a meeting is first made. The link travels with the next email. The online ticket page always shows the current link.

To send the new link now, use Email ticket in a guest's row menu on the Attendees tab.

Limits

• One Zoom host for the whole shop. There is no host choice per event or per date.
• No Zoom webinars, registrants, recording links or attendance import.
• Meetings you made yourself in Zoom are left alone.
• Door check-in still works on online events, but joining the meeting does not check anyone in.