Organise an event (event managers)

Checklist for event managers who create and run events on the platform. Attendee how-tos: Events & RSVP, Join online, Recordings.

Open Events management from Admin home (Events) when your account has event-manager access. Direct link: Events management.

Before you publish#

1. Set title, description, start and end (end time closes Join; without end, Join lasts about 3 hours after start).
2. Set Who can see this? (Public / Members only / Private + invites).
3. On Schedule & venue, mark Online event when people join remotely.
4. Under Join links, add Zoom / Google Meet / X Space / Other URLs; Add link for each extra (up to six).
5. Set Unlock Join early if people should join before the headline start (example: 3 = three minutes early; 0 = exactly at start; max 180).
6. Decide RSVP vs Join online without RSVP for this event.
7. Optional: Ticket / registration URL, Registration closes, Require RSVP note.
8. Optional banner: 1200 × 600 px (about 2:1). Images that are too square, too tall, or ultra-wide are rejected.
9. Status Published → save.
10. Open the public event page and confirm times and the locked Join note (unlock time should match early minutes).

Visibility#

Use the invite list / audience options when the event should stay limited.

Join links#

All links unlock and lock together.

Unlock Join early#

Enter minutes before start (0–180). Example: start 19:00 with 3 → members can join from 18:57. They still see a note with the actual unlock time.

Join online without RSVP#

• When checked on the event, anyone who can view it gets Join while live (no RSVP).
• When RSVP is required, only Attending / Interested unlock Join; Can't attend does not.
• Join goes through a Haya gate so the meeting URL stays hidden on the page until unlock.

Recording URL#

Paste a Recording URL (YouTube, Drive, Zoom cloud, etc.) when ready. Viewers who can see the event get Watch recording (signed-in). Clear the field to hide the button.

Tell attendees (early unlock)#

If you set early unlock (for example 3 minutes):

• Official start might be 19:00, but Join works from 18:57.
• Ask members to open the event page and wait for the banner time next to Join buttons will enable when the event starts.
• Ask them to RSVP Attending or Interested unless join-without-RSVP is on.
• Can't attend will not unlock Join when RSVP is required.

Point them to Join online if buttons stay locked.

During the live window#

1. Join yourself a minute after unlock with the same button members use.
2. If members report locked Join, check unlock time, RSVP status, invite list, and join-without-RSVP vs required RSVP.
3. Keep the event page URL handy in chat or announcements.
4. Join buttons disappear when the window ends — point people to the recording later, not to Join.

After the session#

1. Edit the event → paste Recording URL → save (or leave empty).
2. Confirm Watch recording under About while signed in as a member who can view the event.
3. Mark Completed when finished.
4. On Attendees, review RSVPs and optional Export CSV if you need a roster. Event feedback from Attending / Interested may appear after the event ends (once per person, max 100 words).

Quick answers for attendees#

Print tip#

Open this page on Help → browser Print. Keep one copy near the host laptop during the session.

Related#

• Events & RSVP
• Join online
• Event recordings