Crowdcast

- When you register for an event, you'll receive a <a href="https://docs.crowdcast.io/en/articles/7260414-what-emails-do-attendees-receive-from-crowdcast#:~:text=following%20automated%20emails%3A-,1.%20Registration%20Confirmation%20Email,-When%20someone%20registers">confirmation email</a> that includes an “Add to Calendar” button. Depending on your email client the event may automatically be added to your calendar.
- You’ll also find the “Add to Calendar” option directly on the event page—handy if you ever need to add it later. ​

- Click the button and choose your preferred calendar (Google Calendar, Outlook, iCal, etc.).
- Event details like the date, time, and link to join will be added automatically. ​

- If updates are made to future events or sessions, unless the host has disabled notifications, an email will be sent to attendees that includes a new calendar update. 
- If the host edits the event after you've added it to your calendar, the calendar invite automatically updates. 
- If a future event is deleted/archived, attendees will receive an email notification.

1. Getting the Invite
 - When you register for an event, you'll receive a <a href="https://docs.crowdcast.io/en/articles/7260414-what-emails-do-attendees-receive-from-crowdcast#:~:text=following%20automated%20emails%3A-,1.%20Registration%20Confirmation%20Email,-When%20someone%20registers">confirmation email</a> that includes an “Add to Calendar” button. Depending on your email client the event may automatically be added to your calendar.
 - You’ll also find the “Add to Calendar” option directly on the event page—handy if you ever need to add it later. ​
 
 
2. Adding to Your Calendar
 - Click the button and choose your preferred calendar (Google Calendar, Outlook, iCal, etc.).
 - Event details like the date, time, and link to join will be added automatically. ​
3. Changes to the Event
 - If updates are made to future events or sessions, unless the host has disabled notifications, an email will be sent to attendees that includes a new calendar update. 
 - If the host edits the event after you've added it to your calendar, the calendar invite automatically updates. 
 - If a future event is deleted/archived, attendees will receive an email notification.

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Calendar Invites via Confirmation Emails

- By default, calendar invites are available in the registration confirmation email sent to attendees. 
- If you disable confirmation emails or turn off calendar invites in the event settings, attendees won’t receive the calendar option at all. Their only option to add the event to their calendar will be to find the “Add to Calendar” option directly on the event page. ​

- Want to prevent calendar invites altogether? You can turn off the feature completely in your event settings. This ensures attendees don’t receive any calendar-related content. ​

Rescheduling or Making Changes to your sessions

- Calendar invites automatically reflect changes to your event. 
- Consider attaching an updated <code>.ics</code> file if you’re making a big schedule change.

1. Calendar Invites via Confirmation Emails
 - By default, calendar invites are available in the registration confirmation email sent to attendees. 
 - If you disable confirmation emails or turn off calendar invites in the event settings, attendees won’t receive the calendar option at all. Their only option to add the event to their calendar will be to find the “Add to Calendar” option directly on the event page. ​
2. Turning Off Calendar Invites
 - Want to prevent calendar invites altogether? You can turn off the feature completely in your event settings. This ensures attendees don’t receive any calendar-related content. ​
3. Rescheduling or Making Changes to your sessions
 - Calendar invites automatically reflect changes to your event. 
 - Consider attaching an updated <code>.ics</code> file if you’re making a big schedule change.

Time Zone Awareness: Remind attendees to double-check their calendar time zone settings. Within the email digest, all event times are shown in UTC (Coordinated Universal Time). Since Crowdcast sends the same email to users around the world, we use UTC to provide a consistent time reference that avoids confusion across time zones. It's easy for attendees to convert to their local time using their calendars or online tools.

Duplicate Registrations = Duplicate Invites: If someone registers with a different email, they might see duplicates on their calendar.

Spam/Junk Folder Risk: Some email clients may filter Crowdcast emails —attendees should check those folders if they don’t see email notifications.

- Time Zone Awareness: Remind attendees to double-check their calendar time zone settings. Within the email digest, all event times are shown in UTC (Coordinated Universal Time). Since Crowdcast sends the same email to users around the world, we use UTC to provide a consistent time reference that avoids confusion across time zones. It's easy for attendees to convert to their local time using their calendars or online tools.
- Duplicate Registrations = Duplicate Invites: If someone registers with a different email, they might see duplicates on their calendar.
- Spam/Junk Folder Risk: Some email clients may filter Crowdcast emails —attendees should check those folders if they don’t see email notifications.

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Keep track of events with our calendar invite functionality. Here's how it works, what to expect, and how to manage it.

How Calendar Invites Work in Crowdcast

How Calendar Invites Work

👥 For Attendees:

🎤 For Hosts:

Important Notes