Running online events

You can easily create online events within the Calendar module, distinguishing them from events that meet at a physically location. For all events you will set the event's Location in ChurchSuite, selecting between physical or online. Event locations are surfaced wherever the event is set visible - in Embed (Calendar, Featured Events and JSON), the Event Page, in My ChurchSuite (My Events) and also Connect (Events List). Here's how it works...

In this article

Setting an online event location in ChurchSuite
Joining an event online

Online platform suggestions

The functionality outlined in this article is compatible with any online meeting platform that provides you with a unique meeting room URL. Some platforms optionally require meeting participants to enter a PIN or password to join a meeting - this will need to communicated to the event's sign-ups before the meeting and should not be included in the event's location name or description, which may be visible to others where the event is listed.

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Setting an online event location in ChurchSuite

Working within the Events section of the Calendar module select to Add event (new event) or Edit an existing event's settings.

On the Add event or Edit event pop-up, switch Location from Physical (the default) to Online.

The URL field is surfaced where you can enter the known online event meeting application URL. For existing physical events being updated to online events you may also wish to optionally update some of the other event meeting details, such as the event Name and Location 'name' to reflect the event's new online meeting status. When editing a sequence event that will share the same meeting Location and URL, tick Update sequence, which will apply the changes to all dates in the sequence (past and future dates). Click Save to apply the changes.

Online events are easily distinguished within ChurchSuite when viewing the location field shown on the event profile. Where a meeting URL is set, the location is clickable and launches the meeting's URL in a new browser tab.

You can easily filter the events section of the Calendar module by online or physical events using the Advanced Search.

The location Name (but not the URL) is also surfaced in Embed and Connect event lists.

...and the styling carries through to event pages...

Joining an event online

As shown in the previous section, the event's physical and online location is readily surfaced throughout the ChurchSuite ecosystem wherever the event is visible (determined by the event's Visibility settings). The functionality is not dependent on the event's Status.

For events with an online location and URL, the location may be clickable and will open the online event meeting URL in a new browser tab on the user's device.

Events without sign up

For an online event that does not have sign up enabled and where a meeting URL is set, the online location name will be clickable by anyone able to view the event page. In this way, you can run online events that are open to anyone able to access your event page, but without requiring sign up to the event in order to participate and join you online.

For example, here on the Calendar Embed when clicking on an event...

...and when viewing the event page...

...or when viewing the event from the My Events section within My ChurchSuite

For online events with a URL set, the online event location name is not clickable when accessed through Connect.

Events with sign up enabled

For an online event that has sign up enabled and where a meeting URL is set, the online location name will not be clickable from the event page. However, those who have signed up will be able to use the clickable online location name link in their sign up confirmation email...

...and the online location name link shown on the event page in My ChurchSuite. There's also a Video button that will also launch the online event URL in a new browser tab on the user's device.

For online sign up events with a URL set, the online event location name is not clickable when accessed through Connect.

Please note that the event confirmation email for an event with a set meeting URL, no QR code is surfaced. QR codes are present only when no URL is present. 

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