Creating events

Create an event

Event fields

• Community: choose a community or Site-wide Event.
• Start Date & Time: uses the date/time picker.
• Duration: choose No set end time or a 15-minute increment up to 24 hours. An older custom duration remains available while you edit the event.
• Timezone: stores the event in its scheduled timezone and shows attendees localized times automatically.
• Max Attendees: leave blank for unlimited.
• Attendee count display: keep registration totals private, show the registered count, show registrations against capacity, or show only the remaining spots. The default is to show nothing.
• Cover image: drag and drop or upload a recommended 1200x600 image.
• Page link: starts with a readable version of the event title and can be edited before you share the registration page.
• Description: use headings, lists, links, and other rich formatting on the registration page. Event cards and calendar details use a plain-text version.
• Page accent color: styles registration buttons and the countdown. Leave it blank to use the website's action color.
• Location type: choose Zoom, Google Meet, physical, or custom details.
• Location URL (Optional): meeting link or address.
• Access: choose a preset such as public sign-in, public guest registration, signed-in visitors, community members, ticket holders, or closed registration.
• Repeats: when creating an event in a website Events manager, choose weekly, every two weeks, or monthly, then add an optional Repeat until date. The repeat pattern cannot be changed after the series is created.
• Publish Immediately: turn off when the event should stay drafted until review.

Recurring events for one website

The website Events manager can create and manage a full recurring series from the same event form:

• Choose Weekly, Every 2 weeks, or Monthly under Repeats.
• Leave Repeat until blank for an ongoing series, or choose its final date.
• When Zoom is connected, turn on Unique Zoom meeting per date to give each generated date its own meeting link. The switch stays unavailable until a Zoom connection is active. See Zoom Meetings.
• Choose an Access & Registration preset for public sign-in, guest registration, signed-in visitors, community members, ticket holders, or closed registration.

Saving a new series creates its dates immediately. A series with a repeat until date (up to about a year out) generates every date right away, so a "weekly until November" series shows all of its weeks the moment you save. An ongoing series with no end date generates about eight weeks ahead, and a scheduled refresh keeps adding the next dates as the series moves forward. Series that create a unique Zoom meeting per date add their dates in batches over a few hours, so each date gets its own meeting link.

Host a built-in webinar

When the webinar option is available for your website, a one-time event can use a Hiveality-hosted room instead of an external meeting link. Attendees watch in their browser, while the host presents from a separate studio.

The cover image is also used for the lobby and player poster. When automatic replay publication is enabled, the recording is saved to the video library and the event receives its replay link after processing. Test the attendee page in a private browser before inviting guests, especially when the event requires sign-in, community membership, or a ticket.

See Hosting a live webinar for the live day itself: studio controls, going live at the right moment, handling a dropped connection, and ending so the replay appears.

Built-in webinar rooms are for one-time events. Use an external meeting link when the event is a recurring series or when the built-in webinar option is not available for the website.

Build the registration page

Use the Event card and Registration page preview tabs while you edit. The registration preview is a compact mobile sketch; save the event and select View registration page to test the real page before sharing it.

For a built-in webinar, you can customize:

• the readable page link and the badge above the event title;
• the rich event description, page accent color, registration-card headline, and optional supporting text;
• whether the public form asks for no phone number, an optional phone number, or a required phone number;
• an optional marketing-permission checkbox and its exact label; and
• whether the page shows registrations, registrations against capacity, spots remaining, or no attendee total.

Public guest registration always asks for a name and email and creates or updates the person in Contacts. A checked marketing-permission box works like a form opt-in: it subscribes a new or pending contact and resubscribes a contact who had unsubscribed earlier, including a contact you had deleted who registers again. Bounced or complained addresses stay protected. Leaving the box unchecked does not change the person's email permission. If the website has Privacy Policy or Terms pages, the registration card links them automatically.

After registering, guests receive the enabled confirmation message with their join link. They can add the event to Google Calendar, Outlook, Apple Calendar, or another calendar with an ICS file. For a webinar, they can also reopen the event page and enter the room before the broadcast starts, where the lobby keeps them ready for the live session.

Webinar emails, offers, and results

Each built-in webinar includes a standard email sequence for registered attendees:

• reminders 24 hours, one hour, and 15 minutes before the start;
• a message when the broadcast is live;
• separate replay messages for attendees and people who missed the session.

Turn individual messages on or off, edit them in the Email Builder, preview the result with sample attendee details, or reset a customized message to its default. The Email Builder's Event token group includes the event title, start time, join link, registration-page link, replay link, and website name. These values, plus attendee details, are filled when the message sends.

Each message card also has an optional Text message switch and editable text template. Texts use the same event tokens and recipient timing as that message, can stay on when its email is off, and send only when a connected Twilio number and a usable registrant phone are available. Keep the copy within the displayed 320-character limit and enable it only for recipients who agreed to receive that kind of message.

A featured offer can include a headline, button label, destination, and optional countdown. Configure it in the event editor, then use Show offer in the host studio when you want it to appear above the attendee conversation. Add Auto-show after when the offer should still appear if the host does not reveal it manually. The offer hides when its countdown reaches zero, and its clicks appear in the webinar results.

After people register or attend, the event editor summarizes registrations, identified attendees, no-shows, average watch time, questions, and offer clicks. The host studio also shows the current audience count and confirms when attendees can see and hear the broadcast. Open the attendee view in another tab before going live to verify the full experience.

Publish and gate the replay

When Auto-publish replay is on, the ended event page plays the processed recording inline instead of sending visitors to a separate video page. The featured offer remains available beside the replay, and replay watch time appears in the registrant results.

• Keep Replay opt-in gate on when a visitor who did not attend should register before playback begins. Existing registrants are recognized from their event links and do not fill out the form again.
• Set a Replay window from 1 to 365 days when playback should expire. Leave it blank to keep the replay available.
• If someone opens an old live-room link after the broadcast has ended, the room sends them back to the event replay when it is available.
• A later event start date returns the event to its upcoming state, even if the same room previously ended.

Let the AI assistant answer attendee questions (evergreen)

In an evergreen webinar, turn on AI assistant answers questions in the Playback section. Each attendee gets a private chat beside the video, clearly labelled as an assistant, answered by your site's AI chat using the recording's transcript (only the part that has played so far, so it never spoils what is coming), the event details, your featured offer, and your business knowledge. Add extra instructions for this webinar if you like, and an email address for questions it cannot answer; otherwise those go to your AI chat's support email, and every one is noted on the attendee's contact record. Answers use your AI chat credits. Your site's AI chat (Marketing) must be turned on for the assistant to appear.

In a live webinar, the assistant never talks to attendees. Instead, each question in the studio has a Draft with AI action that writes a suggested answer in your voice for you to edit and post.

Run an automated webinar from a recording

For an existing built-in webinar, switch Playback from

Live to Evergreen when a recording should run as scheduled sessions without a live host.

1. Choose a recording from the website video library and confirm the session length. You can choose Evergreen playback while creating the event; you do not need to save a live webinar first.
2. Choose a weekly schedule, fixed dates, sessions every few minutes, or on-demand playback.
3. Add timed messages or offers when needed. Use the recording scrubber to set when each moment appears and, optionally, when it hides.
4. Save, open the registration page privately, and test one complete session.

Scheduled visitors choose from upcoming times in their own timezone. On-demand visitors enter immediately after registration. Playback follows the server clock for everyone in the same session, so a late visitor joins at the current point and seeking stays unavailable. The room describes the experience as a recorded session and does not show simulated chat or attendee totals. Reminder and follow-up timing follows each registrant's chosen session.

Evergreen events use their session schedule instead of one event date. The editor, event cards, registration preview, and website Events widget describe that schedule consistently. If you change a webinar to another event type, the editor warns that the webinar room, its messages, offer, and timed moments will be removed while existing registrants are kept.

Account-wide workspace events

When your account team manages events that appear across workspaces, its Events manager also supports:

• Repeat: choose one-time, weekly, every two weeks, or monthly. A repeating event creates individual upcoming sessions for RSVPs and attendance.
• Host: adds a hosted-by label to event cards and messages.
• Location: choose an in-person location or paste a Zoom, Google Meet, Microsoft Teams, or other meeting link.
• Automatic Zoom meetings: when Zoom is connected, a recurring series can create a unique Zoom meeting for each upcoming session.
• Reminder: choose how many minutes before the event an attendee reminder should be sent.
• Show in the builder: makes the event available in the workspace Events tab with one-click RSVP.
• Show attendee count: shows the number going on workspace and website event cards. Turn it off when the event should keep RSVP totals private; capacity limits continue to apply.

New events start with tomorrow at a round hour as a suggested time. The event editor offers five-minute time choices, and a newly saved recurring series creates its upcoming sessions immediately so they can be reviewed without waiting for the scheduled series refresh.

After a session ends, its manager can add a replay link. The replay then appears in the workspace Events tab.

Public guest registration is best for webinars, open houses, and public events where visitors should reserve a spot with only their name and email. Use signed in, community member, or ticket-holder access when the event should stay limited to existing members or customers.

When Public page, ticket required is available in Access & Registration, choose it to let visitors read the event details before buying a ticket. Registration still requires ticket access from a product purchase or a manual grant. Ticket holders only also restricts who can view the page itself. Set up the ticket product and its Event ticket access grant in Store products.