Schedule a New Event (Instructors)

 🎓 This article is for instructors. 

Scheduling your events in CEU Events ahead of time is what makes the rest of the workflow possible — attendee pre-registration, attendance tracking, credit reporting, and post-event data processes all depend on the event existing in the system before the event date. CEU Events supports three types of event delivery: In-Person, Webinar, and Hybrid. This article walks you through the setup for each one.

⚠️ Important: All events must be scheduled prior to the event date. Events should not and in some cases cannot be created retroactively. Schedule events as soon as you confirm them so attendees have time to register and so the event is ready when you need it.

Before you begin

• You must be logged in with an instructor account.
• Your provider must have given you access to at least one course.
• For Webinars and Hybrid events, have your webinar/meeting link, and any other access details ready before you start. You'll need access to your webinar application (Zoom, WebEx, GoToMeeting, etc.).
• For In-Person and Hybrid events, know the physical location details (venue name, address).

How to schedule a new event

The first steps are the same regardless of event type:

1. Sign in to www.ceuevents.com using your instructor account credentials.
2. Click on the Events menu.
3. Click on the +Event button.
4. Choose your event type: In Person, Webinar, or Hybrid (scheduled as a Webinar — see below).

From there, the remaining fields differ slightly depending on event type. Continue with the section that matches your delivery format.

💡 Tip: If a Company Name appears on the list under Event place field, that company has approved one of your providers — you can request a CEU event at their location. See Schedule Events at Approved Places for details on that workflow.

For In-Person events

1. Select In Person under Event type.
2. Under Event place, choose an approved place if available, or select Other to enter a venue manually.
3. If you selected Other, enter the venue name under Location and the venue address under Location Address.
4. Fill in the remaining event details (date, time, course, etc.).
5. Click Submit to create the event.

For Webinar events

Before you start, have your webinar link ready. Use a unique webinar link for each event — don't reuse personalized links across multiple events, since this can cause participants to join a session that's already in progress.

1. Select Webinar under Event type.
2. Under Event place, choose an approved place if available, or select Other to enter a virtual location.
3. Enter the venue name under Location
4. Under Webinar Link, paste the link to the session you created in your webinar application (Zoom, WebEx, GoToMeeting, etc.). Do not paste the link into the Invitation Notes field.
5. Fill in the remaining event details (date, time, course, etc.).
6. Under Invitation Notes, add the following line: "Please enter your full name when joining the webinar for attendance purposes. Thank you!" This helps you accurately match attendees to their CEU credits later.
7. Click Submit to create the event.

⚠️ Important: Use a unique webinar link for each event. Personalized or recurring links can cause attendees to land in a session that's already in progress or in the wrong meeting entirely.

For Hybrid events

A Hybrid event is one delivered to both an in-person audience and a remote audience at the same time. In CEU Events, Hybrid events are scheduled using the Webinar event type — with the physical location details added to the Invitation Notes so attendees know where to go.

1. Follow steps 1-5 in the Webinar workflow above to set up the virtual portion.
2. In the Invitation Notes field, in addition to the full-name attendance request, include the physical location details: venue name, address, and any room or check-in information attendees will need.
3. Click Submit to create the event.

💡 Tip: A sample Invitation Notes block for a Hybrid event might read: "This event is offered as a hybrid session. In-person attendees: please join us at [Venue Name], [Address], in [Room/Floor]. 

What happens next

Once you submit, your event is created and a unique Event Invitation Page URL is generated. Share this URL with potential attendees to drive pre-registration. See Retrieve an Event Invitation Page URL for how to find and share the link.

You can review and update event details from the Events menu in your account at any time before the event date. 

Best practices

• Schedule events as far in advance as possible. Earlier scheduling means more time for attendees to discover and register for your event. In some cases, the governing bodies require the event to be scheduled ahead of time.
• Double-check all event details before submitting. Date, time, course, location, and webinar link — verify each one. Mistakes are easier to catch before promotion than after.
• Use a unique webinar link per event. Don't share personal meeting rooms or recurring links. Generate a new session for each scheduled event.
• Test your webinar link before sharing. Open the link in a private browser window to confirm it leads to the right session.

Troubleshooting

• You don't see the Schedule Event button. Wait few seconds for the page to fully load. Confirm with your provider that you have at least one course assigned to you. 
• The course you want to schedule isn't appearing in the dropdown. Your provider needs to give you access to that course. Reach out to them to request access.
• The Event place dropdown is empty or doesn't show the location you need. Select Other under Event place and enter the location name and address manually. See Schedule Events at Approved Places if you're trying to schedule at an approved-place location.
• You submitted the event but the details are wrong. Open the event from the Events menu, click Menu (⋯), then click Edit and update the details. As long as it's before the event date, most fields can be edited.
• You need to schedule an event that already happened. In some cases, events can be scheduled up to 60 days in the past — if the organizations approving the course allow it. Otherwise, events cannot be created retroactively. Contact CEU Events support to see if there's an alternative path for your situation.
• The webinar link you pasted isn't working for attendees. Test the link in a private/incognito browser window.
• Still having trouble? Contact CEU Events support and we'll help you get your event scheduled.