Creating add to calendar links

Full administrators can configure the Add to Calendar links by adding the ${addtocalendarURL} merge tag into the Guest Invitation Accepted email. This tag generates a URL for an Add to Calendar link, which can be included in a text link or button as required. It is important to note that the tag produces only the URL and not a fully formed clickable link.

Prior to using the tag, four parameters must be configured; otherwise, it will return a blank value:

1. Extend Calendar Before Event Start (Minutes):
   This parameter allows the addition of the event to guests' calendars before the actual start time. For instance, hospitality guests may need to arrive 90 minutes early for lunch.

2. Extend Calendar After Event Start (Minutes):
   This will dictate the length of the calendar event after the event start time. This should be set to at least the duration of the event. If guests are expected to stay after the event, this value should be adjusted accordingly. For example, for a 90-minute event with guests staying an additional 60 minutes, this should be set to 150 (90 + 60).

3. Timezone:
   A searchable list that ensures the correct local time is utilised, which is especially critical for guests traveling internationally.

4. Description (Optional but recommended):
   It is advisable to populate this field with details such as video call links or expected timings for pre-event communications.

These settings can be edited in the "Add to Calendar" section, found under Event > Edit > Guest Emails tab.

The following event details will be automatically captured from the event settings:

• Title:
  The event name, or a custom event name if specified (Edit event > Guest pages > Page content > Show custom event name for guests).

• Location:
  The venue name.

Please be aware that calendar reminders (alerts) cannot be generated within users' calendars. Configuring automated guest reminder emails is recommended instead.

If any additional help is required, please contact your Customer Success Manager or Sponsorworks Support at [e-mail].