Create and manage Events

Events are one-time gatherings with their own public registration page and guest list. Use them for workshops, meetups, webinars, and other occasions where people reserve a place rather than choose a time slot from your availability.

Events are separate from meeting types. Changing an Event does not change your meeting types, and an RSVP does not create a normal appointment.

Create an Event

1. Open Events in the scheduling section of the dashboard.
2. Click Create event.
3. Enter the event title, URL slug, description, start and end, time zone, host name, and location.
4. On the Tickets step, set the number of seats and the price per seat. A price of 0 keeps the event free. Turn on the waitlist if people should still be able to register after the event is full.
5. Optionally choose when registration opens and closes.
6. Click Save as draft, review the public page, and click Publish when it is ready.

The public page shows the event title, organizer, date, time, location, description, and one registration card.

Paid tickets

To charge for seats, set a price on the Tickets and price tab and connect a payment provider under Integrations. Stripe, PayPal and Mollie are supported; guests can pay with any provider you have connected. Paid tickets are available on the Light plan and above.

When someone registers for a paid event, their seat is held and they receive a payment link. The seat is confirmed as soon as the payment goes through, and the guest gets a confirmation with a calendar file. If the payment is not completed in time, the hold expires and the seat is released.

Every paid seat is invoiced automatically with your company's invoicing settings. Coupon codes from your coupons also work on event tickets: the guest enters the code on the payment page and pays the reduced amount, and a 100% discount skips payment entirely.

If you cancel a paid registration or the whole event, meetergo refunds the payment through the provider automatically and tells the guest by email.

Payment on site or by invoice

If guests pay at the door or by invoice, set Payment to On site or by invoice on the Tickets and price tab. No payment provider is needed.

• Guests are registered right away. There is no payment page and no hold.
• The event page shows the price and the note "Payment is made on site or by invoice."
• In Guests, these registrations show Payment due. Click Mark paid once the money has arrived.

Cancelling a registration that was not marked paid refunds nothing. A registration marked paid is treated like any payment you recorded by hand: you refund it yourself, and meetergo reminds you by email.

Design the event page

Open the Design tab to change how the public event page looks. The preview next to the settings shows the page on desktop and mobile.

• Cover image: upload a JPG, PNG or WebP up to 10 MB. Square pictures work best. Click the part of the picture that must stay visible when it is cropped.
• Theme: Classic, Minimal, Warm, Dark, Gradient or From cover. From cover paints the background from your cover image.
• Accent colour: used for buttons and highlights. Brand follows your company brand colour.
• Heading font: Modern, Editorial or Geometric.

Click Save design. meetergo adjusts text and button colours automatically so they stay readable on every theme. Reset brings back the classic look.

When you share the link, the preview card in chats and social networks shows the title, date and cover in the same theme.

Share the registration page

As soon as you publish an Event, Share event opens. It holds the public link and the code for your website. Later, open the same dialog with Share at the top of the event editor or with the share icon on the Event's card in the list. Only published Events have a public registration page.

Under On your website, choose how the Event appears on your site:

• Embed page shows the full event page with registration right on your website. Its height adjusts to the content automatically.
• Button adds a Register now button that opens the event page in a new tab. It needs no script. For paid tickets the button is preselected, because payment then opens in its own tab.

Click Copy code and paste the code into the HTML area of your site builder, for example an HTML block in WordPress, Wix or Webflow. Return to draft closes registration without deleting the Event or its existing guest records.

Each person registers with their name and email address and accepts the registration consent text. Repeated submissions with the same email do not consume another place.

For online and hybrid Events, the page shows only "Online". Enter the meeting link under Where; only guests with a confirmed place get it:

• in their confirmation email and reminders,
• in the calendar file,
• on their registration page.

For paid tickets, that is after payment. Guests who have not paid yet, whose hold expired or who are on the waitlist see when and where, but not the link. With On site or by invoice, guests are confirmed right away and get the link straight away.

A Registration form from the Forms app asks guests additional questions. If your form already asks for a name (first name, last name or both) and email in a Contact field, that field replaces the page's own name and email fields.

Redirect after registration

Under Settings, add a link in Redirect after registration, for example to your contracts. Confirmed guests then land there instead of on the confirmation. For paid tickets this happens after payment. meetergo adds the same details as for booking pages: event_type_name, event_start_time, event_end_time, invitee_full_name, invitee_email and invitee_uuid. Guests on the waitlist stay on the event page.

With the Event registration confirmed and Event registration cancelled webhooks, every registration reaches Make, Zapier or your own system. See Webhooks in meetergo.

In your calendar

When you publish an Event, meetergo adds it to the connected calendar of every host who has a meetergo account. Changes to the title, time or location update the entry. Cancelling, archiving, returning to draft or removing a host takes it out again.

The entry shows as busy, so nobody can book you during the Event. It works with Google Calendar and Outlook. External speakers get no entry.

Capacity and waitlist

Confirmed registrations consume capacity. When the last place is taken:

• with the waitlist enabled, new registrations join the waitlist;
• with the waitlist disabled, the page shows that the Event is full.

If a confirmed guest is cancelled, meetergo promotes the oldest eligible waitlisted registration automatically. Guests put on the waitlist by an imported guest list are not promoted. The dashboard shows confirmed and waitlisted totals beside the Event.

Register additional guests

For free events, you can allow people to register additional guests together:

1. Open the saved event and select Registration.
2. Set Additional guests per registration to a number from 1 to 10. Changes are saved immediately.
3. The event page shows Add another person. Each person needs a name, a different email address, and answers to your registration questions.

Each person takes one place and receives their own confirmation and cancellation link. Cancelling only removes that person's registration. Newsletter consent is not copied to additional guests.

If there are not enough places for everyone, nobody in the submission is registered. If the event is full and the waiting list is enabled, everyone joins the waiting list. They may be offered places separately.

Select Disabled to stop accepting additional guests in one submission. Existing registrations remain. This feature is unavailable for paid events.

Cancellation by guests and right of withdrawal

Every confirmation email contains a link where guests can cancel their own registration. On the Registration tab, choose under Guest cancellation how long that is possible:

• Any time: until the event has ended. This is the default.
• Until a deadline before the start: enter the hours, for example 24. After that, the cancel button disappears and the event page states the deadline.
• Not possible: guests cannot cancel themselves. The event page says so.

Guests on the waitlist and guests who have not paid yet can always leave. You can cancel any registration yourself in Guests, whatever this setting says.

If you turn on Date-specific leisure event, the event page and the confirmation email state that there is no right of withdrawal (Section 312g (2) No. 9 BGB).

Manage guests

Open an Event and select Guests to search or filter registrations. You can also add a registration for someone and cancel a registration with a reason. Cancelling a confirmed registration releases its place.

To send one message to all confirmed and checked-in guests, click Email guests. Each guest gets their own email and replies go to you. You can attach up to 5 documents or images, 10 MB in total.

Import a guest list

If guests register with a partner, import the partner's list as a CSV file:

1. In Guests, click Import CSV and choose the file. Up to 2,000 rows per import.
2. Check the columns. Email is required. Name, status and further columns are optional.
3. Match each partner status to one of yours, for example "bestätigt" to Confirmed, "Warteliste" to Waitlisted, "abgesagt" to Cancelled. Choose Do not import for values you want to leave out.
4. Choose whether to Send mails automatically. It is off by default.
5. Click Check to see what changes, then Import.

Guests are matched by email. Importing an updated list changes the status of guests who are already there instead of adding them twice. Rows with a bad email, an unknown status or no free seat are listed and skipped. The rest are imported.

With mails on, each guest gets the mail their status earns: confirmed guests get the confirmation with the join link, waitlisted guests get the waitlist notice, cancelled guests get the cancellation. With mails off, nobody is emailed.

Imported guests become contacts. They are not subscribed to any newsletter. You can cancel an imported guest like any other.

Send status mails

To send everyone in one status their mail again, click Send status mail, choose Confirmed or Waitlisted, and confirm. Confirmed guests get the confirmation with the join link.

Reminders

meetergo reminds confirmed guests by email before the Event starts. By default, every Event sends one reminder 24 hours before the start. Each reminder carries the time, the place, the meeting link and a calendar file.

To change the reminders, open the saved Event and select Settings → Reminders:

1. Pick a time for each reminder: 15 minutes, 1 hour, 2 hours, 24 hours, 48 hours or 1 week before. Choose Custom for any other time, up to 30 days.
2. Click the pencil to write your own subject and message. Leave them empty to use the standard text.
3. Click Add reminder for more, up to 5. The trash icon removes one.
4. Click Save reminders.

Your text can use these placeholders: {{guest.firstName}}, {{event.title}}, {{event.start}} and {{event.link}}.

Click Send test mail next to a reminder to preview its current text, even before saving. The test goes only to your own email address, uses your first name for the guest placeholder and starts its subject with [Test]. You can send up to 10 test mails per hour.

If saving fails, the message tells you whether to check the highlighted reminders, reload after another edit, or ask a company admin. Cancelled, ended and archived Events cannot be changed. Internal failures are reported to our team.

Guests on the waitlist and guests who have not paid yet get no reminders. A reminder whose time has passed is skipped. If no later reminder is coming, a guest who has had none gets one right away. If you move the Event, the reminders are planned again for the new time.

Cancel or archive an Event

Cancelling an Event is irreversible. Registration closes immediately, active registrations are marked cancelled, and the public page remains available with a cancellation notice. Use Archive after an Event is cancelled or finished to remove it from the normal list without deleting its history.

Legal documents on your event page

The event page, payment page and registration management page show the legal notice and privacy links configured for your company.

Open an existing event and select Registration → Legal documents. Enable terms and conditions or withdrawal information, enter the public HTTP(S) link to the page or PDF and a document version, then save. Update the version whenever you change the linked content. Each document can require a separate acknowledgement before registration. Newsletter consent stays optional and independent.

Registrations store the document link, version, acknowledgement and timestamp. Changing or removing a document only affects future registrations. Remove a document by disabling it and saving. These links do not change the event's withdrawal exemption setting. Event confirmation emails are not editable through the appointment email templates.