You can set up Google Calendar to send out event invites to your event registrants. This way their event session will show up in their calendar app and they'll be reminded of the upcoming session.
 
The great part about this feature is it also works for registrants that DO NOT have Google Calendar accounts or use a different calendar app entirely. Meaning they can still add the event to their calendar app of choice.
 
There are a couple ways to set up Google Calendar invites with our platform:


Method 1: Using our direct Google Calendar integration
Method 2: Using our Zapier integration in conjunction with Google Calendar's Zapier integration.

Below we'll cover each option in detail.

Method 1: Using our direct Google Calendar integration

Our platform has a built-in Google Calendar integration that sends automated calendar invites to registrants without requiring any external tools or API setups.
 

How to enable it:

 
1. In your dashboard, find the webinar you want to enable calendar invites for and click Edit Webinar.
2. Navigate to the Other step -> Webinar integrations.
3. Locate the Google Calendar section.
4. Toggle the switch next to "When someone registers for this webinar, send them a Google Calendar invite" from DISABLED to ENABLED.
5. Save your webinar settings.
 

How it works:

  • As soon as an attendee registers for your event, an official calendar invite is automatically emailed to their email address.
  • The calendar invite includes the event title, the exact scheduled date and time based on your event duration, and the attendee's unique event joining link in the description.
  • Registrants can click "Yes" directly in the email to confirm attendance and keep it on their calendar.

Method 2: Using our Zapier integration in conjunction with Google Calendar

By leveraging our platform's Zapier integration and Google Calendar's Zapier integration, it's super easy to have Google Calendar automatically send out invites to people that register for your event. Simply follow these easy steps:

Step 1

In Zapier, create a new Zap. In the trigger section:
1. Search for and select "Events Connecter" as the app (this is our unbranded Zapier app, available here: https://zapier.com/apps/events-connecter/integrations).
2. Select "New Webinar Registration" as the trigger event.
3. Connect and authorize your webinar platform account.


Step 2

 

Next, under the "Configure" section, select the event/webinar from your account that you want calendar invites to go out for. Test the trigger to pull in sample registration data, then continue to the action step.

Step 3

Next you'll set up Google Calendar to send out the invite whenever a registration occurs for your webinar. 

1. Add a new action step in your Zap.
2. Search for and select Google Calendar as the app.
3. Select "Create Detailed Event" as the action event.
4. Connect and sign in with your desired Google account.

Step 4

Configure the details of the calendar invite that will be sent out:
  • Calendar: Select the calendar you want the Google Calendar events created under (Tip: You may want to create a separate Calendar under your Google account dedicated to events so that your personal calendar does not get flooded with events).
  • Summary / Event Title: Pass along the "Title" from the webinar trigger data (or type your custom event title).
  • Description: Pass along data from the webinar trigger such as the "Event Session Link" (registrant's unique join link) and the "Event Date & Time".

  • Add Conferencing?: Select "No" (the join session link is already provided in the description).

  • Start Date & Time: Pass "Event Date & Time (Unix Timestamp)" from the webinar trigger data.
  • End Date & Time: Pass "Event Date & Time (Unix Timestamp)" from the webinar trigger data.
Important: Please ensure you use the date & time field ending with "Unix Timestamp", otherwise Google Calendar may miscalculate the time zone or time format.
  • Attendees: Pass in the "Email" field from the webinar trigger data.
  • Use Default Reminders: Select "No".
  • Reminders: Select "Email" - recommended (or "Popup").
  • Minutes Before Reminders: We typically recommend something between 5 - 60 minutes.
 
Once those settings are configured, click "Continue", test your Zap, and turn it ON.
 
Once the Zap is published and running, anytime a registration occurs for your webinar, Google Calendar will automatically send a calendar invite directly to the registrant's email address.