How to create an event or service

Stephanie Antonucci Leathe

Stephanie Antonucci Leathe

Last Updated:
November 18, 2020

In Altar Live, you create events through the event creation process.

How do events work?

  • Anyone with admin access can create, edit or delete events.
  • You can have synchronous events in the same community.
  • At any time during the event creation process, you can click Back to go to the previous step. You can also click Save As Draft to come back to the event later. It will only appear as a draft to community admins.

What's the difference between one-time and recurring events?

One-time events have their own unique URL link. When the event ends, people are not redirected to another event and if someone clicks on a link after the event has ended, they will see an event ended screen. To create a one-time event, set the recurrence to Do Not Repeat.

Recurring events belong to a recurring series can each be individually edited and customized, but will all share the same URL. If you want to use the same URL for a certain type of event (i.e. weekly Sunday service, morning Bible study, etc), you will want to create a recurring event series. Learn more about how to set up recurring events.

Creating a new event

Step 1: Navigate to app.altarlive.com and log in to your account.

Step 2: Click on the Create an Event button from the Dashboard OR Click the Add New Event button on the "Events and Meetings" page

General Details

Step 3: Enter the event name and description into the appropriate fields.

Step 4: Select the date and start and end time of the event. Learn more about event timing.

Event start time: This start time will be displayed on the event details when you share the event with others. This is the actual start time of your live stream feed. Your feed will automatically start when the countdown timer hits 00:00.

Event end time: This end time will be displayed on the event details when you share the event with others. This is the approximate end time of when you will close the event and lobby for all guests. The event will not automatically end. The event will stay active until a Host clicks End Event for All.

Note: The event will be created in the time zone of the community, and will automatically update to display in the time zone of individual members according to the time zone they selected in their profile preference.

Step 5: Add a preview image for your event by clicking on the image icon on the right side of the page.

Step 6: Decide if you want this to be a recurring event. Click the dropdown to select when this event will repeat

Step 7. Choose when to enable Chat

We love our hospitality teams and are always looking for ways to improve our host privileges. When you are creating an event or meeting, there is now a checkbox to choose whether you want to allow users to be able to chat up until an hour before the event begins or not. 

Step 8. Choose the default state of the attendees' camera/mic when they join the Event

If you want more control over your attendees' camera and microphone options when they first take a seat, check under General Details! When creating an Event, on the General Details step you now have the option to select whether a user's camera or microphone is defaulted off or on when taking a seat for the first time.

Hospitality Team

The hospitality team can manage the event while it's ongoing. Learn more about the role of the hospitality team.

Step 6: Click the Add Member button.

Step 7: Add members to be Hosts/Greeters by clicking on their name, then click Select.

Note: You can only add people to the hospitality team for the event who are already members in the community and had Accepted status.

Step 8: Select one or more members to be a Host by clicking on the checkbox near the name.

Note: You can remove a member from your Hospitality Team by clicking on the trash bin near the checkbox.

Step 9: Specify the Greeting Message.

Note: The greeting message you create will be automatically sent to all users who join the event, both anonymous and logged in members. If you don't add anyone to the Hospitality team, no greeting message will be created.

Viewing Permissions

Step 10: On the Who Can Join step you can choose those who can join:

  • Anyone (public event, people don't have to have an account to join)
  • Selected Members (only specific logged in members are able to join the event)

Stream

You can connect your stream feed from a video player or stream provider. Learn more about how to connect your stream feed.

Step 11: On the Stream step, select whether your video is live or pre-recorded. Based on your choice, you will see different stream provider options.

Step 12: Select your stream provider and paste in your URL.

Pre Event Slides

You can add images and videos that will be shown as rotating slides to people before the event begins. Learn more about how to use pre-event slides.

Step 13: On the Pre Event step, choose the Slide Transition Time from the drop-down menu. 

Step 14: Upload an image as a slide by clicking on the image area. You will be prompted to add the image from your computer.

Setting Up Your Space

You can select how many rows, tables and rooms you want to enable in your Event. Rooms function as breakout video conference sessions inside the Lobby. Tables are limited to 4 people, but Rooms are able to hold up to 500 participants. Each Room can be named and given a description. There is no limit to number of Rooms you can add.


Step 15: On the Set Up Your Space step, add in the desired number of rows and tables in the input field.

Step 16: Toggle the Rooms in Lobby, choose how many people can join the rooms. Name the Room and give it a description. Choose how many people can join the room (i.e. 2, 20, 50, etc participants)

Step 17: You can use the toggles to determine how you want to set up your Event space. Here are the design options:

  • Events with a Lobby only (no Auditorium)
  • Events with an Auditorium and only Rooms in the Lobby
  • Different numbers of Rows in the Auditorium

Editing an Event

You can edit an event in both Draft and Published state. Admins can also edit Ongoing events. Users need to click refresh or be moved between Event and Lobby to see changes made to an Ongoing event.

Step 1: To edit an event, click on the Edit button on the card.

Step 2: Click Save Changes and the changes that have been made will be saved. 

Publishing an Event

Once an event is published, it is visible to all member of the community and the shareable link for the event is generated.

Publish Event: Click on Publish if you want to publish the event. All the participants will see the event published on the Events Meetings screen.

Saving As Draft

Events in draft state are only visible to other admins in the community. A shareable link to the event won't be generated until the event is published.

Save as Draft: You can Save as Draft the event on any step of the creation in case you want to have it and not to show anyone.

Deleting an Event

You can remove Draft or Published events, as well as past, ongoing, and future events.

Deleting an Event: Click Delete and the event will be deleted. It will disappear from the “Events & Meetings” screen.

How many people can join my event?

There is no limit to the number of people who can join your event. If you have enabled automatic upgrade, as more people join your event than you have capacity for on your member tier, you will simply be upgraded to the next tier. No one will be blocked.


Ready to use Altar Live for your own event? Check out: How To Run a Church Conference Online!
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Set up your community and create your first event in Altar Live.

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Set up your community and create your first event in Altar Live.

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Uploading your Profile picture

Set up your community and create your first event in Altar Live.

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