The Calendar Invite
When attendees register for the event, the event can automatically be added to their calendar when they receive the order confirmation email. If it doesn't get added to their calendar automatically, they can click on the "add to calendar" button or link from the order confirmation email, landing page and attendee app. Aside from adding the whole event to the calendar, attendees can also add sessions to their calendar.
What's in the Event Calendar Invite?
The constant information that will be in the calendar invite are the event name, date, and time. Other content may appear depending on how the invite is added to your calendar. You can add a custom location, description, attach the .ics calendar file to the order confirmation email, remove the add to calendar buttons in different areas of the event and the order confirmation email. Text formatting cannot be added to the description.
Go to Registration > Confirmation & Reminders, select Confirmation Emails, then open the template for editing. Scroll down to the Calendar Invite section.
Calendar Invite Title - this cannot be edited
Calendar Invite Custom Location - the content added here will appear in the location field in the invite. If this field is left blank, the attendee's magic link will appear in the location field. This applies to the automatically added invite and through the downloaded .ics calendar file.
Calendar Invite Description - the custom content added here will appear in the description field in the automatically added invite and the invite options from the email. The default content will appear in the invite options from the landing page and confirmation page even if there is custom content added.
Include the .ics calendar file to the email - when selected, a file will be included in the email.
Automatically Added Event Invite Through Order Confirmation Email
Attendees will have this invite automatically added to their calendar if they receive the order confirmation email. When the event is automatically added to the calendar, it's added as an all day event for all the days of the event or you can choose to make them separate calendar invites per day of the event.
This invite will have the attendee's magic link in the location field. If a custom location is added to the calendar invite settings in the order confirmation, the custom location will appear instead of the magic link. This invite will also show the custom calendar invite description. If the PDF ticket and the invoice are included in the order confirmation email, they will also be attached in this invite.
Notes:
This invite will be added to the calendar multiple times if the order confirmation is resent to the attendee multiple times.
There is no option to turn off this feature.
Change the Automatically Added Calendar Invite to Daily Invites
As a default, when the event is automatically added to the calendar, it's added as an all day event. The setting below will allow you to choose whether it will be added as an all day event or separate calendar invites for each day of the event, reflecting the start and end times of the event. The daily invite can be helpful for attendees who prefer to manage each day as a distinct calendar entry. This setting applies to the calendar invite that is automatically added to the attendees' calendar.
Go to Registration > Confirmation & Reminders
Click Settings
Under Calendar Invite Blocking, choose the type of hold placed in the attendee's calendar:
Full Event Invite - this is the setting by default. A single calendar invite covering the entire event duration, from start time on the first day to end time on the last day will be placed.
Per Day Invite - Separate calendar invites for each day of a multi-day event, reflecting the event times for each day.
In this example below, the event activities are only between 9am to 3pm, so instead of a full day calendar invite for the 3 day event, separate invites per day are added.
Add the Event to Calendar Through Landing Page and Confirmation Page
On the landing page, there is an add to calendar link below the event date and time, and after they register, they will see this option again in the confirmation page.
When this invite is added to the calendar, it will have the default calendar invite description even if a custom description is added. The magic link, custom location and PDF ticket will not be included in this invite.
To remove these add to calendar options, you can check out these articles:
Add the Event to Calendar Through The Order Confirmation Link
This invite will show the custom calendar invite description. This invite will not include the magic link, custom location and PDF ticket.
To remove the add to calendar links in the email, you can customize the content of order confirmation email.
Add the Event to Calendar Through ics. file in the Order Confirmation
This invite will have the attendee's magic link in the location field. If a custom location is added to the calendar invite settings in the order confirmation, the custom location will appear instead of the magic link. This invite will also show the custom calendar invite description. The PDF ticket will not be included in this invite.
To remove the .ics calendar attachment from the email, you can unselect that option from the order confirmation settings.
Add the Event to Calendar Through the Attendee App
From the app's event landing page, you can click the 3 dot menu on the upper right and select Add to Calendar. There is no option to remove this feature from the app.
If the invite is added through the app, it will have only the event name, date and time.
Add the Session to the Calendar Through the Agenda
The session invite will have the session's name, date and time. If it's a virtual or hybrid event and it's clicked through a browser, it will also have a direct link to the session. If it's clicked from the app, it won't have a link. There is no option to deactivate or customize this feature.
Add the Session to Calendar Through Browser
When the hybrid and virtual events agenda is accessed through a browser, the add-to-calendar icon appears for future sessions. The direct link to the session will appear in the invite's description.
If the event is in-person, the session's add-to-calendar icon is hidden, as the session direct link will not work for in-person events.
Note: If the session's add to calendar option does not appear for your hybrid or virtual event, please contact us to fix it. It's possible that your event format was in-person when the session was created.
Add the Session to Calendar Through the Attendee App
In the attendee app, regardless of event format, attendees can add the session to their calendar, and that calendar invite will not have any links. The "add to calendar" option is only available if you're already inside the event when you click on a session. It's not available on the app's event landing page.
