Events & Booking
From registration to follow-up — your events run themselves.
Webinars, meetups and one-on-one meetings: attendee registration, reminders, attendance tracking and scheduling — all wired to your contacts and automations.
Know exactly who registered — and who actually showed up
Create an event, add attendees and manage everything from one page: registrations, statuses and the full attendance picture. Every attendee is a contact in your database — so the history stays with the customer.
- Register attendees one by one or in bulk — filter by tag or group and add everyone at once
- Import registrants from a CSV — upload or paste rows and the same guided wizard used for contacts import maps columns, previews matches and tracks progress
- A status for every attendee: registered, attended, no-show, waitlist
- An attendance breakdown on the event page — registrants, participants and no-shows at a glance
- On the events list, a clear pair of numbers per event — current registrants and, in brackets, everyone who ever signed up; on past events, participants out of registrants. An Advanced table view adds unregistered, waitlist and the attendance, no-show and unregistration rates, and the CSV export follows the view
- Every customer's event history lives on their contact card
- Give an event its own category — start typing and oToK offers the ones your workspace already uses
- A Categories dialog to manage them afterwards — see how many events each holds, rename, merge or delete, and every event updates at once
- CSV import can add new people only or update registrations, with a separate choice to replay automations; existing attendance and Zoom links are preserved
- Optional collection through the event’s product during registration — available on Scale and up
Reminders and follow-ups that send themselves
Event activity feeds your automations: react the moment someone registers, and schedule sends around the event itself — before it starts and after it ends.
- Triggers on registration, cancellation, attendance and waitlist
- Date-and-time triggers: a set time before or after the event, targeted at the statuses you choose — a reminder for registrants, a thank-you for attendees, a second chance for no-shows
- Scope any event trigger to one specific event, or to every event matching a product, category, name or saved event — combine as many of these as you need
- Event and attendee variables in every message: event name, date, time — even a personal join link
- Run any event automation by hand from the event page — for everyone, or for selected attendees only
- Send a WhatsApp, SMS or email campaign to an event's attendees straight from the event page or attendee list — everyone matching or just those you select, any attendance status, with exclusions by event and status; the audience is checked again just before each send, so someone who opted out or registered for an excluded event in the meantime is skipped
Zoom, in both directions — create, sync and register
Connect Zoom and webinars stop being manual work: create the meeting from oToK, keep both sides in step automatically, register contacts straight into it, and pull attendance back to the event.
- Create a Zoom meeting or webinar straight from the event form — registration open from the start, recurring series included
- Edits travel both ways: change the time in oToK or in Zoom and the other side follows — end time, timezone, join and registration links, passcode and description all land on the event
- Adding an attendee registers them in Zoom automatically — personal join link included; unregistering cancels their Zoom registration too
- Sync registrants and participants from Zoom back to the event — know who really watched
- An end-of-event report lands in your inbox — registrant and participant lists attached as CSV, and chat authors matched to your contacts and flagged on the attendee list
- Import every Zoom event or only the ones you pick — pause syncing for a single event, unlink it, or cancel it in Zoom when you delete it
- Refresh Zoom links: short links you've already shared keep working after a passcode change — they're re-pointed to the current join address, automatically or with one button, and each registrant's personal link stays the same
- Inspect destination: check where an attendee's short link points right now against the Zoom address saved in oToK — read-only, and it works on existing links
- Zoom lifecycle triggers: react when a meeting is scheduled, starts, ends or is cancelled
- Give the meeting a passcode, a waiting room, or both when oToK creates it — a new meeting starts with its passcode on, and the settings stay in sync with Zoom afterwards
- Automatic recording: one switch on the event form, on by default for new Zoom events — pick cloud or local recording once in the Zoom settings, and oToK confirms with the host's account that it's possible before creating the meeting
- The cloud recording's link and password land on the event by themselves once Zoom finishes processing — with a Recording ready trigger to send them out automatically
- Overlap warning: creating, editing or scheduling a Zoom-linked event shows any other Zoom events in the workspace that overlap it, with names and times — advisory only, saving stays available
- Import the sessions that already ran — up to six months of past Zoom meetings and webinars, with the attendance they recorded
- Choose whether people can join before the host and which registration and confirmation emails Zoom sends; webinars also offer reminders an hour, day or week ahead
One-on-one meetings? Send a link — they pick a time
Define meeting types and availability, and every meeting type gets its own branded public booking page. Invitees book in their own timezone; a taken slot disappears instantly — double booking is simply impossible.
- Meeting types and availability schedules for every team member — buffers and scheduling limits included
- Invitees get a confirmation, add-to-calendar buttons and a self-service link — reschedule or cancel without a single phone call
- Every booking creates or updates a contact — straight into your database
- Your branding: logo, colors, cover image and welcome text
- Capture marketing consent as part of the booking — optional, recorded with a full audit trail
- Collect a deposit or the full price through Cardcom or Sumit, with an option to hold the slot until payment — available on Scale and up
Team scheduling — meetings shared out fairly
One booking link, a whole team behind it: the customer picks a slot, and oToK picks the host — fairly, by rules you set once.
- A pool of hosts per meeting type — availability is merged, so customers only see slots someone can actually take
- Weighted round-robin: give each host a share of the meetings, and the split stays fair over the month
- Per-host priority breaks ties — without distorting anyone's share
Calendars sync, Zoom links appear, reminders go out
Day to day, booking runs itself: your real calendar controls availability, every booking can carry a Zoom link, and the numbers — bookings, cancellations, no-show rate — are already on your dashboard.
- Calendar sync with Google, Outlook and Apple — busy times block slots, booked meetings land on your calendar
- A Zoom meeting is created automatically per booking — the join link rides the confirmation, calendar invite and reminders
- Built-in reminders before every meeting; automations add WhatsApp reminders and react to created, rescheduled, cancelled and no-show
- Embed the scheduler on your own website — or create bookings through the API
- One toggle blocks Shabbat and holidays from your availability
Run a course? Every cohort is a product cycle
Give a product its own cycles — the March cohort, the autumn workshop round, the 2026 edition — each with its own dates, price and number of seats. Then file events, sales and deals under the right one: a course or membership intake is managed with the same rosters, reminders, attendance and Zoom sync as any event, grouped under the product it belongs to.
- A cycle carries its own dates, its own price and a seat count — a full cycle shows a "Full" badge, or you can set the product to stop selling past the last seat
- Give a cycle a presenter, a category and a color; browse Upcoming, Past and Draft cycles on the Events page
- Event automations can target a whole product — one flow of reminders and follow-ups covers every future cycle, with no per-cohort wiring
- Each cycle keeps its own roster, waitlist and attendance; every attendee's history stays on their contact card
- One page per product ties it together: sales, units and revenue, open deals, cycles and events — and every report can be sliced by cycle
Run the same event again and again? Save it once
A saved event is a reusable definition — a name plus a template of defaults — that your events link back to, so a recurring workshop, webinar or weekly class never starts from a blank form again.
- Template a saved event's product, category, presenter, timezone, language, duration and Zoom auto-create settings
- Create a new event pre-filled from a saved event in one click — its name, duration and Zoom defaults carry straight over
- Save an event you already ran as a saved event, to reuse its setup the next time
- A page per saved event: its live and upcoming events, registrant and attendance stats, and no-show rates across everything ever run from it
- A Saved events tab lists every definition — edit, archive or delete one, and see how many events would lose the link
- Filter the Events list by saved event, and target one from an automation trigger or the "next event" variable
- Overview and event list together, with defaults for joining before the host and Zoom emails
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