How to Set Up Virtual and Hybrid Events in Event Genius

Event Genius makes it easy to create in-person, virtual, and hybrid events from your WordPress site. Whether you are running a Zoom webinar, Google Meet training session, Microsoft Teams meeting, Webex event, online class, or hybrid conference, Event Genius helps you collect registrations and share the right event details with the right attendees.

With virtual and hybrid event support, you can add a video platform, join link, and optional instructions directly to the event. When registration is required, Event Genius can keep sensitive join links hidden from public event pages and only share them after someone registers.

What are virtual and hybrid events?

Event Genius supports three event types:

• In Person — A traditional event at a physical venue.
• Virtual — An online event using a platform like Zoom, Google Meet, Microsoft Teams, Webex, or another meeting link.
• Hybrid — An event that has both a physical venue and an online joining option.

This makes it possible to manage many different types of events, including webinars, online workshops, remote training sessions, virtual classes, hybrid conferences, coaching calls, school events, and member-only online meetings.

Virtual and hybrid event features

• Event type setting — Choose In Person, Virtual, or Hybrid for each event.
• Virtual platform field — Select Zoom, Google Meet, Microsoft Teams, Webex, or Other.
• Join URL field — Add the meeting link attendees will use to join the event.
• Virtual instructions — Add notes like dial-in details, waiting room instructions, passwords, or “join 5 minutes early.”
• Hybrid event support — Show both a physical venue and virtual event details on the same event.
• Protected join links — Hide virtual event links from public visitors when registration is required.
• Confirmation email support — Automatically include virtual event details in confirmation emails using placeholders.
• Calendar export support — Public calendar links stay safe, while registrant calendar links can include full virtual event details.
• Custom join button text — Change the global “Join Event” button label.

What this feature does not do

Event Genius does not create Zoom, Google Meet, Microsoft Teams, or Webex meetings automatically. You will create the meeting in your preferred video platform, then paste the join link into Event Genius.

Virtual events also do not use virtual “venue” posts. Venues in Event Genius are still used for reusable physical locations. Virtual event details are stored directly on the event because meeting links and instructions usually apply to one specific event.

How to create a virtual event

1. Go to Event Genius → Events.
2. Add a new event or edit an existing event.
3. Find the event location or event type settings.
4. Choose Virtual.
5. Select the platform, such as Zoom, Google Meet, Microsoft Teams, Webex, or Other.
6. Paste the event join URL.
7. Add any virtual event instructions attendees should receive.
8. Save or update the event.

After saving, the event page will display the event as a virtual event. If registration is required, public visitors can see that the event is online, but the actual join link is only shown after registration.

How to create a hybrid event

A hybrid event includes both a physical venue and an online joining option. This is useful for conferences, meetings, classes, and workshops where some attendees participate in person and others join remotely.

1. Edit the event.
2. Choose Hybrid as the event type.
3. Select or create the physical venue.
4. Add the virtual platform, join URL, and optional instructions.
5. Save the event.

Hybrid events can show both the physical venue and virtual event information. When registration is required, the public event page can show the venue and platform while keeping the virtual join link protected until registration is complete.

Who can see the virtual event link?

Virtual join links can be sensitive. For example, you may not want a Zoom link, Webex link, private training link, or online class link visible to everyone who visits the public event page.

Event Genius handles this automatically based on whether registration is required.

When registration is required

• Public visitors can see that the event is virtual and can see the platform name, such as Zoom or Google Meet.
• Public visitors do not see the Join Event button, join URL, or virtual instructions.
• Registered attendees can see the join button and instructions after registration.
• Confirmation emails can include the full virtual event details.
• Registrant calendar links can include the join URL and instructions.

When registration is disabled

If registration is disabled, virtual event details are treated as public event information. Visitors can see the join button and instructions on the event page when you have added them.

What visitors see before registration

Before someone registers, Event Genius keeps the event page simple. A virtual event may show a line like:

Virtual Event
Zoom

The join button and detailed instructions are hidden until registration is complete.

What attendees see after registration

After registration, the attendee can receive virtual event details in several places:

• Registration success message
• Confirmation email
• Registrant calendar export links
• Event page for logged-in registrants, when supported
• My Registrations area in Event Genius Pro

For example, after registration the event page or confirmation message may show:

Virtual Event
Zoom · Join Event
Please join 5 minutes early and use the name you registered with.

Using virtual event details in confirmation emails

Event Genius includes a virtual event placeholder so you can add virtual event details to confirmation emails and success messages without creating a separate template for every event type.

The main placeholder is:

{virtual-event-block}

For virtual and hybrid events, this placeholder can output the platform, join URL, and virtual instructions. For in-person events, it stays empty. This means you can safely include it in your default confirmation email template even if some of your events are not virtual.

A simple confirmation email layout might include:

{event-title}
{event-date}
{venue-block}
{virtual-event-block}
{ical-link}
{gcal-link}

Important: If you customized your confirmation email before virtual and hybrid events were added, your saved template may not update automatically. Add {virtual-event-block} manually if you want virtual event details included in your custom confirmation email.

Virtual event placeholders

You can use virtual event placeholders in confirmation emails, modal messages, and other supported message templates.

• {virtual-event-block} — Outputs the platform, join URL, and instructions for virtual or hybrid events. Empty for in-person events.
• {virtual-event-join-button} — Outputs a join link or button when a join URL is available.
• {virtual-instructions} — Outputs only the virtual instructions field.

For most sites, {virtual-event-block} is the best option because it handles the full virtual event details in one place.

Calendar exports and protected join links

Event Genius supports iCalendar and Google Calendar links while helping protect virtual event join URLs.

Public calendar links

Public “Add to calendar” links do not expose protected virtual join URLs when registration is required. This allows visitors to save the event date without gaining access to private online meeting details.

Registrant calendar links

After someone registers, confirmation emails and registrant-specific calendar links can include the full virtual event details, including the join URL and instructions.

This is especially useful for Zoom events, Google Meet sessions, online workshops, and hybrid conferences where registered attendees need the meeting link saved directly to their calendar.

Event listings and calendar views

Virtual and hybrid events also work in event listings, grid views, and calendar views.

• Virtual events can show a Virtual badge or the platform name.
• Hybrid events can show a Hybrid badge and the physical venue when one is assigned.
• Join URLs are never shown directly in public listings or event cards.
• In-person events continue to show venue information as before.

This helps visitors quickly understand whether an event is in person, online, or available in both formats.

Changing the Join Event button text

You can customize the global text used for the virtual event join button.

For example, you might change Join Event to:

• Join Webinar
• Join Class
• Open Meeting Link
• Join Online Session

This setting is useful if your organization primarily runs webinars, online classes, coaching sessions, or virtual training events.

Recommended setup for virtual events

1. Create the meeting in Zoom, Google Meet, Microsoft Teams, Webex, or your preferred platform.
2. Copy the meeting join URL.
3. Create or edit the event in Event Genius.
4. Set the event type to Virtual or Hybrid.
5. Add the platform, join URL, and any instructions.
6. Make sure registration is enabled if you want to protect the join link.
7. Add {virtual-event-block} to your confirmation email template if it is not already included.
8. Submit a test registration to confirm the attendee experience.

Quick reference: behavior by event type

Frequently asked questions

Can I create Zoom events in WordPress with Event Genius?

Yes. Create the meeting in Zoom, then add the Zoom join link to your Event Genius event. You can also use Google Meet, Microsoft Teams, Webex, or another meeting platform.

Can I hide Zoom or Google Meet links until someone registers?

Yes. When registration is required, Event Genius can hide the join link from public visitors and provide it after registration through the success message, confirmation email, and registrant calendar links.

Can hybrid events have both a venue and a virtual meeting?

Yes. Hybrid events can use a physical venue and virtual event fields on the same event. This is useful for conferences, training sessions, workshops, and meetings with both in-person and remote attendees.

Does Event Genius create the Zoom or Teams meeting automatically?

No. Event Genius does not create meetings through Zoom, Google Meet, Microsoft Teams, or Webex APIs. You create the meeting in your preferred platform and paste the join URL into Event Genius.

Do calendar downloads include the virtual event link?

Public calendar links do not include protected join links when registration is required. Calendar links sent to registered attendees can include the full virtual event details.

Can I use virtual event details in custom confirmation emails?

Yes. Add {virtual-event-block} to your confirmation email template to include the platform, join link, and virtual instructions for virtual and hybrid events.

Related guides

You may also find these Event Genius guides helpful:

• Using and customizing registration forms
• Customizing confirmation emails
• Using event waiting lists
• Compare Event Genius Pro plans

Build better virtual and hybrid events

Virtual and hybrid event support helps you run online classes, webinars, remote training sessions, virtual meetings, and hybrid conferences directly from WordPress. Event Genius gives you a simple way to collect registrations, protect meeting links, send confirmation emails, and help attendees join the right event at the right time.