Run an online or hybrid event

Set the format

1. Open the event (or create one) and click Edit.
2. Under Format, pick: - In person — guests show their QR at the door, as always. - Online — every guest gets a personal join link instead of a QR. - Hybrid (in person + online) — each guest attends one way or the other.
3. Under Where online guests join, pick Zoom (connected) or Any meeting link: - Zoom: leave Existing meeting ID blank and VenueWS creates the meeting (or webinar) for you, or use Pick one of my meetings to adopt one you already scheduled. See Connect Zoom. - Any meeting link: paste the Google Meet, Teams, Webex, YouTube or Vimeo link. You can leave it blank and add it later — guests who click early are told the link isn't shared yet.
4. Links open sets how many minutes before the start a guest's link lets them in (15 by default). Before that, the link shows a countdown.
5. Click Save.

Invite online guests

• Online events: everyone you invite, import or who registers is an online guest.
• Hybrid events: the Invite guest dialog asks Attends: In person / Online. In a CSV, add an attendance column with online or in person (presencial and en línea work too). Guests who register on the event page choose for themselves.

Online guests get an email with a Join button and an .ics file to add the event to their calendar, a reminder the day before with the link again, and — when WhatsApp is on — a WhatsApp message with a button to their invitation page.

Capacity on hybrid events

On a hybrid event, Capacity is the room: only in-person guests count against it. When the room is full, people can still register to attend online.

Online guests never see the meeting link itself. Their personal link counts their click first, then sends them in — that is how VenueWS knows who joined. See Track online attendance.