Customizing the Calendar Invite

Calendar invites help your guests block off time for your event. You can customize the organizer, description, and other details while Gatsby automatically syncs the core event information.

Setting up Calendar Invites

1. Access calendar settings

   Go to your RSVP page and click “Calendar Invite” in the left menu.

2. Choose an organizer

   Select who appears as the event organizer. Consider using an events@yourdomain.com address since each guest gets an individual invite, which means the organizer will see duplicate events on their calendar.

3. Customize the invite content

   Click “Edit” to modify the calendar invite details. The event name, time, and location sync automatically from your event settings, but you can override them here if needed.

4. Write your description

   Add context about the event. Keep in mind that images and custom fonts aren’t supported in calendar invites.

Adding Calendar Invites to Campaigns

1. Open your campaign

   Navigate to the campaign page and either start a new campaign or open an existing draft.

2. Attach the calendar invite

   Click the three dots next to the subject line and select “Attach Calendar Invite.”

Note: calendar invites are best sent to guests via the confirmation email which gets sent after a guest registers for your event.

Setting Team-Wide Defaults

Establish default settings for confirmation emails and calendar organizers that apply to all new events.

Default Calendar Organizer

The calendar organizer is who appears as the host on calendar invites. Choose carefully because each guest receives an individual calendar invite, so the organizer will have duplicate events on their calendar.

1. Open Team Settings

   Go to “Team Settings” from your dashboard.

2. Find Calendar Organizer Section

   Scroll to the “Calendar Organizer” section.

3. Edit Display Name

   Click on the name to change how the organizer appears on invites.

4. Select Organizer Email

   Click the dropdown next to the email and choose your desired organizer.

Pro tip: Consider using a dedicated events email address as the calendar organizer to avoid cluttering personal calendars with duplicate invites.

Common Questions

Can I use custom fonts in calendar invites?

No. Spam filters are strict about fonts, so we restrict calendar invites to email-safe fonts to ensure delivery.

Can I change the calendar organizer after sending invites?

You can, but it’s better to do this before the initial invite goes out. Otherwise, guests will receive multiple calendar events. The organizer will also see duplicate events on their calendar.

If you need to change just the display name (not the email), use the dropdown arrow next to the organizer name.

Are calendar invites included automatically?

Calendar invites are sent to guests via the confirmation email by default. The confirmation email is sent automatically after your guests register for an event.

Do calendar invite responses sync back to Gatsby?

A connected/integrated Google account, if set as the calendar invite organizer, will report back under the “Calender Invite Status” column. Include the RSVP link in the calendar invite description so guests can easily update their responses in Gatsby.

Why does each guest get a separate calendar invite?

Due to technical constraints, Gatsby creates individual calendar invites for each guest. This is why we suggest using an events email address or SendGrid account as the organizer to avoid cluttering your personal calendar.