Creating Calendar Reminders for Invites

  • iPad
  • Online

When users send Events Management invitations via Approved Email, they can now include an .ICS file attachment. This file attachment allows recipients to add a calendar entry for the event on common calendar applications.

Configuration

The .ICS file automatically pulls in data from the Event.

The user sending the email must have a minimum of read permission to the Start_Time_vod field on the EM_Event object for the .ICS file to generate.

The following fields pull in optionally if the user sending the email has FLS read permission and the fields contain a value:

  • End_Time_vod field on the EM_Event object
  • Event_Display_Name_vod field on the EM_Event object.

    If this field is not populated or the user does not have read permission to the field, the Event’s Name is used as a fallback

  • Location_vod field on the EM_event object
  • Webinar_Participant_URL_vod field on the EM_Attendee object
  • Webinar_Panelist_URL_vod field on the EM_Event_Speaker_vod object
  • The {{insertEngageANDZoomJoinURL}} token. See Joining a Virtual Event via Zoom for more information.

Use

To use this feature, Approved Email integration and end users must have the ability to send Events Management invitations with Approved Email. To provide recipients with a calendar reminder, content admins insert the {{addToCalendar}} token anywhere in the Email Template. This token attaches an .ICS (iCalendar) file to the Events Management email invitation. Content Admins can add this token to the Email Template manually or with the BEE Editor.

If an event is rescheduled, or other key attributes of the event are updated, a new .ICS attachment should be resent to attendees using a template containing the {{addToCalendar}} token.

Updates to existing calendar invitations are not supported.

The {{addToCalendar}} token is not supported on Windows.