How Calendar Invites Work
đ„ For Attendees:
Getting the Invite
When you register for an event, you'll receive a confirmation email that includes an âAdd to Calendarâ button. Depending on your email client the event may automatically be added to your calendar.
Youâll also find the âAdd to Calendarâ option directly on the event page - handy if you ever need to add it later.
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.
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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.
đ€ For Hosts:
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 wonât receive the calendar option at all. Their only option to add the event to their calendar will be to find the âAdd to Calendarâ option directly on the event page.
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Turning Off Calendar Invites
Want to prevent calendar invites altogether? You can turn off the feature completely in your event settings. This ensures attendees donât receive any calendar-related content.
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Rescheduling or Making Changes to your sessions
Calendar invites automatically reflect changes to your event.
Consider attaching an updated
.icsfile if youâre making a big schedule change.
Important Notes
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.
'Add to Calendar' is not available from the Crowdcast app â open the event in a browser to add it to your calendar.
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 donât see email notifications.
Some Calendar versions donât always import multi-session
.icsfiles reliably, so it may only add the first session or miss others. Crowdcast provides all session dates correctly, but Calendarâs import results can vary across devices/accounts.Quick fix: Download the
.icsfile and manually import it at calendar.google.com to bring in all sessions. Or follow the directions to add to calendar from this support doc.
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