Calendar Links in Booking Emails
Calendar Links in Booking Emails
When a visitor books a session, the confirmation email automatically includes calendar buttons so they can add the event to their calendar with a single click.
Calendar Buttons
Every booking confirmation email includes two buttons:
- Add to Google Calendar — opens Google Calendar with the event pre-filled
- Add to Outlook — downloads an
.icsfile that opens in Outlook, Apple Calendar, or any calendar app
Pre-Filled Event Details
The calendar event is automatically populated with:
| Field | Source |
|---|---|
| Title | The planner title and event template name |
| Date & Time | The booked slot's date, start time, and end time |
| Duration | Calculated from the event template duration |
| Location | The planner's address or meeting URL |
| Description | The planner's description with booking reference |
How It Works
- Google Calendar — uses a
calendar.google.comlink with URL-encoded event parameters. Opens in the visitor's browser and pre-fills the "Add Event" form - Outlook / ICS — generates a standard
.ics(iCalendar) file. Works with Microsoft Outlook, Apple Calendar, Thunderbird, and any app that supports the iCalendar format
Reminder Emails
If you've configured reminder emails on your planner, the reminder also includes the calendar buttons — giving visitors a second chance to add the event if they haven't already.
Configuration
Calendar links are included automatically — no configuration needed. They use the location and meeting URL from your planner settings. Make sure these are filled in for the best experience:
- For in-person events, set the structured address (street, city, postcode, country)
- For online events, set the meeting platform and URL