If you have ever run an online event, you know the little dance. You open Zoom, create the meeting, copy the link, switch back to your event, paste it in, then hope you saved the password and that everyone who signed up can actually find it. Do it once and it is fine. Do it for a class every week, or across a whole season of events, and it turns into a chore you dread. And the day you email everyone last week’s link by mistake, a lot of people show up to a meeting that is not there.
We heard about that dance from plenty of Sugar Calendar Events users. So in our latest update, we built Zoom right into the event editor.
Connect Zoom once, and every event can carry its own meeting
You can now connect your Zoom account to Sugar Calendar Events and create a Zoom meeting for an event without ever leaving the event editor. You pick Zoom on the event, click once, and the meeting link and password are saved right there with the event. No second tab, no copy-paste, and no chasing links across browser windows.
The right people get the link, automatically
Here is the part I like most. When someone buys a ticket or RSVPs for the event, Sugar Calendar Events emails them the meeting link for you. You never send it by hand.
You also decide who can see the link in the first place. Set Show to to “Everyone” and it shows on the event for anyone; set it to “Only Attendees” and the link stays with your ticket buyers and RSVP guests, so it is not sitting on a public page for anyone to grab.
What this looks like in real life
Say you run a weekly online workshop and sell seats through your own site. The old way, every session meant a trip to Zoom, a fresh meeting, a copy-paste into the event, and then a round of emails to get the link to everyone. Now you set up the session, pick Zoom, and you are done. Everyone who buys a seat gets the meeting link in their confirmation email, and it never leaks to someone who did not sign up. Sugar Calendar Events handles the link from the moment someone registers, so your time goes into the workshop, not the logistics.
Who this is for
If your events happen online, this one is for you. A few people who will feel the difference right away:
- Course and workshop hosts who run the same online session week after week and are tired of spinning up a fresh Zoom link every time.
- Anyone selling a paid webinar who wants the link in buyers’ hands the moment they pay, instead of sending it out by hand.
- Membership and community sites running members-only sessions, where the link should never sit on a public page.
- Organizers running a season or series of events, where every date on the calendar needs its own meeting.
Setting it up takes about a minute
Connect Zoom once
In your WordPress dashboard, open Events » Settings » Integrations and choose Zoom. Click Connect with Zoom, approve access on Zoom’s side, and you are sent right back.
You will see your connected account and a green Connected badge. You only do this one time.
Add a meeting to any event
Open an event, go to the Location tab, and under Online choose Zoom. Click Create Zoom Meeting, and the meeting link and password appear on the event, ready to go.
Choose who sees the link
Just below the meeting, set Show to. “Everyone” puts the link on the event page for anyone to see. “Only Attendees” keeps it with the people who bought a ticket or RSVP'd for that event. For every option and some troubleshooting, see Using the Events Zoom Integration.
Not using Zoom? Drop in any link
The same Online menu has a Custom Link option. Paste in any meeting URL you already have, from any platform, and it rides along with the event just like a Zoom meeting would. It is the fastest way to attach an online meeting when you host somewhere other than Zoom.
Google Meet is on the way
Zoom is the first online meeting option, and Google Meet is next, coming to the same Online menu so Google users get a native option too. If there is an integration you would love to see, tell us on our feature request page. We read every one.
Why we built it this way
Online and hybrid events are not a side case anymore. For a lot of you they are the main event. Your calendar already handled the tickets and the RSVPs. The meeting link was the one piece still living in another app, and now it lives right alongside everything else, created and shared the moment someone signs up.
Zoom meetings are available now in Sugar Calendar Events 3.12.0, on every plan, the free Lite version included. Creating a meeting uses integration credits, which are what let Sugar Calendar Events talk to outside services like Zoom for you. Every plan includes a batch of them, so it works from day one. If you run online events often, a paid plan gives you a much larger monthly allowance so you never run short, along with the rest of the Pro toolkit. You can see the plans here.
So if you run anything online, connect Zoom once and let your calendar carry the link from here on out. I think you will wonder how you managed before.
Thank you to everyone who told us how much work it took to share Zoom links the old way. This one exists because you asked for it. We will keep working to make Sugar Calendar Events the easiest way to run your events, the online ones included.
Gregor Capuder
Product Manager
P.S. If you have ever emailed everyone the wrong meeting link, this one is for you.
Frequently asked questions
No. Zoom meetings work in the free Lite version as well as the paid plans. Every plan includes a pool of integration credits to create meetings with, and the paid plans include more.
They are what Sugar Calendar Events uses to do a bit of work with an outside service for you, like creating a Zoom meeting. Every plan comes with some included, and you can check your balance any time under Events » Settings » License & Usage. Most people never have to think about them.
Only if you want them to. The Show to setting lets you share the link with everyone, or keep it with attendees who bought a ticket or RSVP’d.
Yes. RSVP events can carry a Zoom meeting just like ticketed events, and “Only Attendees” includes your RSVP guests.
Yes. The meeting on the event’s Location tab has a Remove option, and you can switch the Online menu back to None or to Custom Link whenever you like.
