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Configure Calendar Invitations

Calendar invitations help attendees add your event to their personal calendar after they register.

Where you configure the calendar invitation depends on how your event tracks attendance.

If attendance is tracked by…

Configure the calendar invitation here

Ticket Types

Configure the calendar invitation for each Ticket Type.

Attendance questions

Configure the calendar invitation on each question that records attendance.

⚠️ Important: Calendar invitations behave differently depending on how your event is configured. With Ticket Types, each ticket can include one calendar invitation. With Attendance Questions, each question can include its own calendar invitation - so if an attendee registers for multiple activities, they may receive multiple calendar invitations.

Events using Ticket Types

If your event uses Ticket Types, each ticket can have its own calendar invitation settings. This allows different ticket types to send different dates, times, or locations when appropriate.

To configure a calendar invitation:

  1. Open your event.

  2. Navigate to Tickets.

  3. Create or edit a Ticket Type.

  4. Scroll to Time & Location.

Choose one of the following options:

Use the event's date, time, and location

Select Set as event's date, time and location when this ticket grants access to your primary event. This is the most common option - it automatically uses the date, time, and location configured in your event settings.

Example: A General Admission ticket for your annual conference should use the event's scheduled date and venue.

Set for this specific event

Select Set for this specific event when the ticket provides access to a session, activity, or experience that has a different date, time, or location than the main event. After selecting this option, enter a unique date, time, and location for the ticket.

Common use cases include:

  • Conference breakout sessions

  • VIP receptions

  • Training workshops

  • Campus tours

  • Optional activities

  • Multi-session or multi-location events

Example: Your conference takes place Thursday through Saturday, but attendees who purchase the Welcome Reception ticket should receive a calendar invitation for Wednesday evening at a different venue.

Don't include a calendar invitation

Select Don't include a calendar invitation if this ticket doesn't represent an event guests need to add to their calendar. This option is commonly used for:

  • Donations

  • Merchandise

  • Sponsorships

  • Virtual content available on demand

  • Optional purchases that don't occur at a specific time or location

Example: A guest purchases a T-shirt or makes a donation during registration.

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💡 Planner tip: If you're managing an event with multiple sessions or activities, create a separate Ticket Type for each session and use Set for this specific event so guests receive the correct calendar invitation for the experience they've registered for.

Events using Attendance Questions

If your event doesn't use Ticket Types, calendar invitations are configured on the question(s) that record attendance - typically a question like "Will you be joining us?" with responses such as Attending and Not Attending.

Each attendance question can have its own calendar invitation settings. If an attendee registers for multiple activities, they may receive multiple calendar invitations - one for each attendance question they selected.

Example

Your registration form includes separate attendance questions for:

  • Welcome Reception

  • Thursday Workshop

  • Friday Breakfast

Each question has its own calendar invitation. An attendee who registers for all three will receive three separate calendar invitations.

To configure a calendar invitation:

  1. Open your event.

  2. Navigate to Forms.

  3. Edit your registration form.

  4. Select the question that records attendance (for example, "Will you be joining us?").

  5. Configure the Date, Time & Location settings.

The same three options are available here: Set as event's date, time and location, Set for this specific event, or Don't include a calendar invitation. They work the same way as described in the Ticket Types section above.

Use Don't include a calendar invitation for registrations that don't need a calendar event, such as information requests, waitlists, or interest forms.

⚠️ Important: Calendar invitations are sent as static attachments. If you update the event's date, time, or location after attendees have already registered, previously delivered calendar invitations will not update automatically. You'll need to notify attendees separately and, if needed, send them an updated calendar invitation.

💡 Not sure where to configure your calendar invitation? Check whether your event uses Ticket Types. If so, configure calendar invitations on each Ticket Type. If not, configure them on the attendance question(s) in your registration form.

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