Running Hybrid Events with Zoom, Webex and Teams

Nov 2, 2026 · Maia James

Hybrid events are no longer the exception. Today's events often include delegates attending both in person and online through Zoom, Webex, or Microsoft Teams.

The challenge isn't the livestream itself. It's tracking who registered, how they intended to attend, and whether they actually showed up, all from a single source.

EventSpark, the Salesforce-native event management platform from SparkSmiths, integrates with Zoom, Webex, and Microsoft Teams, ensuring registration and attendance data flows directly into Salesforce Delegate records. While EventSpark doesn't have a dedicated hybrid event type, a simple setup enables you to manage both virtual and in-person attendees from a single event.

So why does scattered event data create problems?

When registration and attendance data live across multiple systems, several issues arise:

The solution isn't a better spreadsheet. It's a repeatable process that automatically routes registration and attendance data from every platform into the same Salesforce records.

Setting up your hybrid event in EventSpark to avoid scattered data

Start by setting up your Event as a virtual event

Because EventSpark doesn't currently offer a dedicated hybrid event type, the recommended approach is to create the event as a Virtual Event.

From the Event or Function record, select Create Virtual Event and link it to your Zoom, Webex, or Teams session. EventSpark will automatically include virtual joining details in all relevant event communications.

For Zoom events, delegates who complete registration are automatically added as approved Zoom registrants and receive their own unique registrant ID and join link. Since EventSpark does not allow multiple delegates to share the same email address for an event, email becomes the key identifier used to match attendance records to the correct attendee.

Provide Details for In-Person Attendees

While virtual joining information is handled automatically, you'll need to manually provide venue details for attendees joining in person.

On the Microsite

Create a content tab called Physical Venue and add:

• Venue information
• A map or directions link
• A venue image

This tab will sit alongside the virtual venue information on the event microsite. Note that the registration summary will continue to display only the virtual venue details.

In Event Emails

Add venue information to the More Information (Email Only) field on the Event or Function record.

Then:

1. Set showMoreInfo=True on the email templates you use
2. Update at least the RSVP/Confirmation and Reminder email templates
3. Ensure these communications are included in your event communication plan

Ask Delegates How They Plan to Attend

Create a custom picklist field on the Delegate/Guest object, such as Attending, with the following values:

• Physically
• Virtually

Keep the field optional at the object level. If you want to make it mandatory, configure it as a required field within the event registration form instead.

Next:

1. Grant read access through the appropriate site permissions
2. Add the field to your registration form
3. Display the field on the event's Delegate related list

This allows event planners to quickly see how delegates intend to participate.

Capture Attendance from Both Audiences

Virtual Attendance

After the session ends, EventSpark retrieves attendance information directly from the connected platform.

For Zoom events, attendance is matched using:

• Email address
• Registrant ID

If neither is available, EventSpark falls back to name matching and alerts the event owner whenever a match is uncertain rather than making assumptions.

Additional attendance handling includes:

• Registered attendees who joined are marked Attended
• Registered attendees who did not join are marked No Show
• Unknown participants are created as Walk-In Delegates

In-Person Attendance

For physical attendees:

1. Add a Check-In Form to the event
2. Set the mode to Individual
3. Launch the Event Check-In page from the event details screen

You can also enable walk-ins and check-out functionality if required.

The result is a single attendance record:

Monitor Venue Capacity

Because the event is technically configured as a virtual event, the standard Venue and Capacity section does not separate virtual and physical registrations.

To stay within venue limits:

• Create a Salesforce report filtered by the Attending field, or
• Use a Delegate list view sorted by attendance preference

Monitoring physical attendance numbers should become part of your standard event planning process.

Hybrid Event Setup Checklist

Before launching your event, confirm the following:

• Virtual event created and linked to Zoom, Webex, or Teams
• Physical Venue tab added with venue details, map link, and image
• Venue information added to More Information (Email Only)
• showMoreInfo=True enabled on relevant email templates
• Attending field created and added to the registration form
• Appropriate permissions configured
• Check-In Form added and set to Individual mode
• Report or list view created to track in-person attendance

Bringing Hybrid Event Data Together

With this setup in place, every registration and attendance record flows into Salesforce, giving your team a complete picture of event engagement. Whether attendees join in person or online, you'll have accurate data for follow-up, reporting, campaign attribution, and future event planning.

For detailed instructions and screenshots, refer to the EventSpark User Guide: Handling an Event with a Virtual & Physical Venue.

Book a demo to see EventSpark in action, or find it on AppExchange to get started.