Who can use it? Admin, Member
On which plans? All plans
With Calendar Invites, keeping your events top of mind has never been easier. This powerful feature allows attendees to seamlessly integrate your events into their personal calendars, helping you improve attendance rates while simplifying the planning process.
In this article:
⚙️ Calendar Invites Specifications
- It’s best to avoid making changes to the event details after a participant has registered, as any updates will not be reflected in the calendar invitation (ICS file). Participants would need to manually update their invite, which can lead to confusion or errors.
- Guest speakers receive the registration confirmation email along with the calendar invite.
- Calendar Invites don't work for on-demand events.
📅 Enhance Attendance with Calendar Integration
One of the key challenges in event management is ensuring that attendees remember the event and prioritize it amidst their busy schedules. Calendar Invites provide a simple yet powerful solution by integrating seamlessly into attendees’ existing planning routines.
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Direct Calendar Access: When attendees register for your event, they can immediately add it to their calendar of choice—such as Google, Outlook, Apple Calendar, or others—directly from the registration confirmation email. This eliminates any uncertainty about event dates and times, providing participants with instant clarity. By integrating the event into their trusted planning tools, your event becomes a concrete commitment, not just another email in their inbox.
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Help Attendees Plan Ahead: Once your event is in their calendar, attendees can rely on their calendar's built-in features to stay organized. Automatic reminders, time-blocking, and conflict alerts ensure your event doesn’t fall through the cracks. For example, if they’ve enabled notifications, they’ll receive reminders as the date approaches, giving them ample time to prepare and engage meaningfully.
This seamless calendar integration not only makes your event more visible but also shows attendees that you value their time. By reducing friction and adding convenience, you encourage greater participation and higher attendance rates—all while building trust with your audience.
😌 Streamline Your Workflow with Calendar Invites
Managing events has never been easier with the built-in simplicity of Calendar Invites. Designed to save you time and effort, this feature eliminates manual steps and streamlines communication with your attendees.
- Automatic Integration: Calendar Invites are embedded directly into the registration confirmation emails, so you don’t have to send separate calendar links or reminders.
- Manual Addition to Other Calendars: For even greater flexibility, the .ics file attached to the emails can be downloaded. This allows attendees to manually upload the event into other calendar systems that may not automatically integrate with the invite. It’s a simple solution for those using custom or non-standard tools to manage their schedules.
- Customizable Templates: For an even more tailored experience, you can include Calendar Invites in your email templates for confirmations, reminders, or follow-ups. Personalizing your communication ensures attendees have all the information they need in one place.
Want to adjust how Calendar Invites are included in your emails? Here’s how you can manage this feature effortlessly:
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- Navigate to Account Settings > Workspace > Emails.
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- Check or uncheck the “Attach calendar invite” option to enable or disable it based on your preferences.
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- Customize your email templates to include Calendar Invites at the moments that matter most—whether during registration or in follow-up reminders.
By automating this process, Calendar Invites free you to focus on delivering a great event experience while ensuring attendees are always prepared and informed.