How to send a calendar invite to form submitters through email

Enhance the user experience by automatically allowing registrants to add the event to their calendars. This article explains how to include Google Calendar, iCal, and Outlook options directly in email notifications.

Generate calendar event links

For Google Calendar:

You can create a Google Calendar event link that allows registrants to add the event directly to their calendars.

Google Calendar Link Format:
```
https://www.google.com/calendar/render?action=TEMPLATE&text=[EventName]&dates=[StartDate/Time]/[EndDate/Time]&details=[EventDetails]&location=[EventLocation]
```
- Replace [EventName] with your event name.
- Replace [StartDate/Time] and [EndDate/Time] with the UTC date and time of the event.
- Replace [EventDetails] with a brief description of the event.
- Replace [EventLocation] with the event’s location (optional).

Example: For an event named "Webinar" on October 5, 2024, from 10:00 AM to 11:00 AM UTC:

https://www.google.com/calendar/render?action=TEMPLATE&text=Webinar&dates=20241005T100000Z/20241005T110000Z&details=Join%20us%20for%20an%20exciting%20webinar!&location=Online

For iCal/Outlook (.ics File):

To support iCal and Outlook, create an .ics file that users can download and add to their calendars.

Use an online tool like iCal Event Generator to generate the .ics file.
Upload the .ics file to a cloud storage service (e.g., Google Drive, Dropbox).
Copy the shareable link for the .ics file.

Create an email template in Formaloo

Now, you need to add these calendar options to the email notifications when someone registers for your event.

Open the form editor in Formaloo.
Navigate to form settings, select the Notify tab, and then toggle on Send email to respondents.
Create an email template.
In the email content editor, include your calendar links as follows:
- Add a link or button for Google Calendar, like: [Add to Google Calendar](Google_Calendar_Link)
- Add a link or button for iCal/Outlook, like: [Download for iCal/Outlook](ICS_File_Link)
Return to the form editor, select the Notify tab, and set the email template on your form.

Example Email Template:

Thank you for registering for [EventName]! 
Date: [EventDate] Time: [EventTime] 
Add this event to your calendar:
- [Add to Google Calendar](Google_Calendar_Link) 
- [Download for iCal/Outlook](ICS_File_Link) 
We look forward to seeing you!

Test your integration

Before sending it to registrants, test the registration process to confirm that the calendar links work correctly and that the email appears as expected.