Virtual events in eCourtDate let your agency schedule and notify clients about online meetings, hearings, and appointments with dynamic meeting information displayed on your web portal.

### Overview

- **What it is:** A feature that links a virtual meeting URL (such as Zoom, Teams, or WebEx) to an event, allowing clients to join directly from your portal
- **Why it matters:** Virtual events reduce no-shows by providing clients with easy, centralized access to meeting links and details through a familiar portal interface
- **Who uses it:** Agency staff who schedule court hearings, appointments, check-ins, or any event that can be attended virtually
- **Expected outcomes:** Clients see a "Join Virtual Event" option on your portal with the meeting link, meeting code, and any additional notes you provide

### Prerequisites

- At least one configured [Web Portal](https://app.ecourtdate.com/portals) (see [How to Create Web Portals](/how-to-create-web-portals))
- A virtual meeting link (for example, Zoom, Microsoft Teams, or WebEx)
- A role with permissions to create or update events and portals

### How-To Steps

#### Step 1: Configure a Portal Virtual Link

A portal with a configured **Virtual Link** is required before creating a virtual event. Complete these steps once per portal.

1. Go to **Admin** > **Portals**
2. Create a new portal or click an existing portal to edit it
3. Enter the meeting URL in the **Virtual Link** field
4. (Optional) Enter a **Virtual Code** such as a meeting ID or passcode
5. Click **Save**

![Configure Portal Virtual Link and Virtual Code](https://ecdassets.s3.amazonaws.com/images/articles/portal-virtual-link.png)

#### Step 2: Schedule a Virtual Event

1. Click **Events** from the top navigation
2. Create a new event or click an existing event to edit it
3. Enable the **Virtual** toggle
4. Select the portal with the virtual link you configured in Step 1 from the **Portal** dropdown
5. (Optional) Enter **Virtual Notes** to display additional information for attendees (such as instructions for joining or required materials)
6. Click **Save**

![Enable Virtual Event with Virtual Notes](https://ecdassets.s3.amazonaws.com/images/articles/enable-virtual-event.png)

#### Step 3: Verify the Virtual Event on the Portal

1. Navigate to the portal public link for the event
2. Confirm that the virtual meeting link, code, and notes display correctly
3. Click the **Join Virtual Event** button to verify it opens the correct meeting URL

![Join Virtual Event](https://ecdassets.s3.amazonaws.com/images/articles/join-virtual-event.png)

### What to Expect

After saving the virtual event, clients who access the event through your portal will see a **Join Virtual Event** button along with the meeting code and any virtual notes you provided. The virtual link becomes available to clients based on the event date and your portal configuration. Any updates to the portal's virtual link or the event's virtual notes take effect immediately.

### Best Practices

- Use a consistent portal for all virtual events of the same type (for example, one portal for court hearings and another for probation check-ins)
- Include clear instructions in the **Virtual Notes** field, such as "Please join 5 minutes before your scheduled time"
- Test the virtual link from the portal before the event to ensure it works correctly
- Update the **Virtual Link** on the portal if the meeting URL changes, rather than creating a new portal
- Combine virtual events with automated message reminders through Flows to reduce no-shows

### Frequently Asked Questions

**Q: Can I use different meeting links for different events on the same portal?**
A: The virtual link is configured at the portal level, so all events using that portal share the same meeting URL. To use different links, create separate portals for each meeting URL.

**Q: What happens if I change the virtual link on a portal after events have been created?**
A: All events associated with that portal will automatically use the updated virtual link. There is no need to edit individual events.

**Q: Can clients join the virtual event before the scheduled time?**
A: The portal displays the virtual event information based on your portal settings. If the meeting link is active, clients can click it at any time the portal page is accessible.

**Q: Do I need to create a new portal for every virtual event?**
A: No. You only need a new portal if you need a different virtual link. Multiple events can share the same portal and virtual link.

### Troubleshooting

**Issue:** The "Join Virtual Event" button does not appear on the portal
**Symptoms:** Clients see the event details but no option to join the virtual meeting.
**Solution:**

1. Edit the event and confirm the **Virtual** toggle is enabled
2. Verify that the selected portal has a **Virtual Link** configured
3. Check that the correct portal is selected on the event
4. Refresh the portal page and try again

**Issue:** The virtual link opens the wrong meeting or returns an error
**Symptoms:** Clicking the join button navigates to an incorrect or broken URL.
**Solution:**

1. Go to **Admin** > **Portals** and open the portal associated with the event
2. Verify the **Virtual Link** field contains the correct, complete meeting URL (including `https://`)
3. Test the URL directly in a browser to confirm it is valid
4. Click **Save** after making any corrections

### Related Articles

- [How to Manage Events](/how-to-manage-events)
- [How to Create Web Portals](/how-to-create-web-portals)
- [How to Create Redirect Links](/how-to-create-redirect-links)
- [How to Create a Flow](/how-to-create-a-flow)