How to Use Zapier with WordPress Event Management Website : Setup Hybrid Event Platform

Are you tired of manually creating Google Meet links and sending invitations every time someone signs up for your online WordPress event?

If you’re an event planner running a WordPress Event Management Website, you know the pain of repetitive manual tasks. The solution? Zapier with WordPress Event Management Website integration. This guide shows you exactly how to use Zapier to connect the WpEvently plugin and automatically generate Google Meet links for every new registration. Stop coding, start automating, and transform your workflow with a few simple clicks.

Ready to leverage the power of Zapier and streamline your events? Let’s dive in!

What is Zapier?

Zapier is a no-code automation platform that transfers data between different applications.

It works by creating simple workflows called “Zaps,” which consist of two parts:

1. Trigger: An event that starts the workflow (e.g., a new event signup in WpEvently).
2. Action: The task performed in response to the trigger (e.g., automatically generating a Google Meet link).

It is user-friendly, requires no coding skills, and works seamlessly with WordPress via plugins. You can start automating for free.

Quick Overview: Why Use Zapier with WordPress Events?

Zapier eliminates manual work by connecting your WordPress event tools (like WpEvently) with over 8,000 other apps (Google Calendar, CRM, Sheets, etc.).

It acts as an automated bridge that handles the “if this, then that” logic for you. For event planners, this translates directly to:

• Instant Google Meet links for online registrations.
• Automatic attendee emails and updates.
• Real-time RSVP synchronization to your CRM or spreadsheets.

This integration saves hours, minimizes errors, and allows you to focus solely on managing the event experience.

Why Integrate Zapier with Your WordPress Event Site?

Integrating Zapier with your WordPress event site (using a plugin like WpEvently) offers crucial advantages:

• Maximum Time Savings: Automate repetitive tasks like registrations, invites, and payments, preventing burnout and allowing you to host more events.
• Effortless Scaling: Easily handle any volume of signups, whether it’s 10 or 1,000, without increasing manual effort.
• Enhanced WpEvently Capability: Seamlessly connect WpEvently’s ticketing and calendar features directly to essential tools like Google Meet and other services.
• Professional Attendee Experience: Deliver instant, personalized event links to attendees, boosting satisfaction and professionalism.

Stop the event admin drudgery—Zapier and WpEvently provide the smooth automation you need.

Prerequisites: What You Need

This setup is beginner-friendly, but you will require the following four items before we begin:

1. WordPress Site with WpEvently and WooCommerce: Make sure you have already installed WpEvently and WooCommerce. The WpEvently plugin is necessary for event management (free version is sufficient to start).
2. MagePeople Zapier Integration Add-On: This paid add-on is required to connect WpEvently to Zapier.
3. Zapier Account: A free account from Zapier.com.
4. Google Account: Needed to use Google Calendar and Google Meet for event creation.

Allow about 15–20 minutes for the setup, and have a test event ready to verify the automation. No coding or complex hosting is necessary.

How to Set Up Zapier with WpEvently (Google Meet Automation)

This guide walks you through building the Zap that automatically creates Google Meet links upon new WpEvently registrations.

Step 1: Install & Get the Webhook URL

Purchase the Zapier Integration Plugin from MagePeople.

After purchasing the plugin, download the zip file from your email and on your WordPress dashboard, upload and install the plugin.

After installation, activate the MagePeople Zapier Integration Add-On, and you will find a new tab called Zapier Sync on the right.

Navigate to Zapier Sync > Global Zapier Sync Settings > License tab and activate the license to enable premium support and updates.

Go to Zapier Sync > Global Zapier Sync Settings > Help & Documentation.

You can also follow the guidelines to set up Zapier in WpEvently, or else you can simply follow the steps in this blog.

Go to Zapier.com and use your Gmail or email to sign up for a free trial.

Select the purpose and choose the app you are gonna use on Zapier.

Step 2: Set Up the Zapier Trigger

Once you have finished signing up, you will be welcomed with a dashboard.

Click “+Create” to create a Zap.

Once you have created a Zap, give it a name at the title field.

Now click Trigger.

Select Webhooks.

Click Trigger event and select Catch Hook.

Click Continue.

Again, click Continue under the Configure option.

Now, copy the Webhook URL under the Test option.

Then move to your Global Zapier Sync Settings on your WordPress dashboard.

Under General Settings, paste the Zapier Webhook URL field and click Save changes.

Now go to Plugin Connections tab and select Mage EventPress, WpEvently, and click Save Changes.

Now move to Tools & Testing tab and click Send Test Webhook.

After adding Webhook URL and connecting to WpEvently Plugin, go back to your Zapier account and finally click the Test trigger button to finalize the connection between WpEvently and Zapier.

Step 3: Create Your Online Event

• In WpEvently, create a new event (WpEvently > Events > Add New).
• Set the event type to “Online Event.”
• Enable or ensure the video field is ready for the Meet link (Zapier will fill this).
• Publish the event with all required details (title, date, time).

You can learn more about event creation by following how to create a seminar event using WpEvently.

Simply place a fake order in incognito mode to create a record.

Step 4: Add the Google Calendar Action

Now again move to your Zapier account and select Action.

Select Google Meet, as the app.

Connect your Google account for Google Meet and click the Action event.

Select Schedule a Meeting at Action event field.

Add your Account email and click Continue.

Now you need to configure Schedule a meeting.

Click the + sign on the Summary field and add all the options one by one.

Now scroll down to Description and add the description.

Then add the start date and end date from the following options.

Finally, add the email of the attendee and click Continue.

Now click Test step.

Click Publish.

Now again make a fake order from your event website and come back to your Zapier Account.

Select Webhook > Catch Hook > Test > Find new records > Continue with selected record.

Great, you got an email with the meeting link for the new order from your event website.

This is automated and whoever registers from your event website will get a meeting link to join through the live link.

There you have it, online events that set themselves up. Imagine ditching the manual hustle for good.

Real Use Case: Automating Virtual Workshops

Consider a weekly seminar event hosted through WpEvently:

• The Problem (Without Zapier): A registration at 2 AM means you must manually create the Google Meet link and send the invite later, causing delays and potential errors.
• The Solution (With Zapier): The Zap instantly catches the new registration, automatically generates the time-specific Google Meet event, and immediately emails the personalized link to the attendee.

This automation allows attendees to join seamlessly and lets you manage scaling from 5 to 500 spots effortlessly, proving indispensable for solo professionals and busy teams.

5 Quick Tips for Awesome Automation

Get the most out of your Zapier and WpEvently setup with these simple tips:

Keep it Secure: Always double-check that your Google and WordPress accounts have the correct permissions.

Use Clear Names: Label your Zaps clearly (e.g., “Event Signup to Meet Link”) instead of using confusing numbers.

Always Test: Before making your event live, run a few fake registrations to ensure your Zap works perfectly.

Check the Stats: Look at the add-on’s dashboard regularly to catch and fix any errors right away.

Build Slowly: Start with one simple Zap. Once it’s working, you can add more actions (like notifying Slack).

Conclusion: Automate Smart, Host Epic

You have successfully learned how to achieve stress-free event management using Zapier and WpEvently.

By automating your Google Meet creation and invitation process, you eliminate manual errors and save valuable time.

Your Next Step: Implement this single Zap for your very next virtual event.

• Want more powerful event tools? Explore the full MagePeople suite.

Happy Automating!

FAQs: Your Burning Questions Answered

Does Zapier integrate with WordPress?

Absolutely! It hooks right into plugins like WpEvently via webhooks—no fuss. Just grab the MagePeople add-on for seamless event flows.

Is Zapier integration free?

Zapier offers a free plan for basic Zaps (up to 100 tasks/month—plenty for starters). But the MagePeople add-on? It’s a one-time buy starting at $149 (with 40% off right now). Totally worth it for the pro features like error-proof queues.

Do I need coding skills?

Nope! It’s all point-and-click. If you’re comfy in WordPress, you’re set.

What if a Zap fails?

The add-on’s got your back with retries and a “dead letter” queue for fixes. Plus, Zapier emails alerts.

Can I use this with other event plugins?

This guide’s for WpEvently, but the add-on works across MagePeople tools like WpTravelly too.

Got more Qs? Drop ’em in the comments!