Calendar Invites
Understand when appointment emails include calendar invite files.
Calendar invite files help attendees add Agiled appointments to their calendar from scheduling emails.
Calendar invite files support attendee calendars. They do not replace organizer calendar sync or availability conflict checks.
When Invites Are Sent
Appointment notification emails can include an appointment.ics calendar file.
Agiled attaches calendar files for these scheduling notification types:
- Booking confirmation
- Appointment reminder
- Reschedule notice
- Cancellation notice
Confirmation, reminder, and reschedule emails use calendar request files. Cancellation emails use cancellation files so calendar apps can remove or mark the event as cancelled.
What the Invite Contains
The calendar invite includes the appointment start time, end time, event type name, description, location, attendee email, and calendar status.
The appointment timezone is used when formatting notification email times. The calendar file itself uses a standard calendar format so calendar apps can import the event.
Keep event type names and descriptions customer-safe. Those values can appear in calendar apps after the invite is imported.
Also keep location values clear. If the event is online, include the correct meeting link or instructions before sharing the booking page.
Prepare Event Types For Invites
Before sharing a booking page, review the event type name, description, duration, location, timezone, and meeting-link behavior. These details can be visible in the attendee's calendar after they accept the invite.
Use names that make sense outside Agiled, such as Discovery Call or Project Kickoff, instead of internal shorthand. Calendar apps may show the title
without the rest of the booking email.
Connected Calendar Events
Calendar invites are separate from connected calendar sync. A recipient can add an invite from email even when your workspace is not writing to their calendar.
Connected Google or Outlook calendars are used for organizer calendar sync and availability conflict checks. Use both features together when you want bookings to appear on the organizer calendar and also send invite files to attendees.
When Details Change
When date, time, location, or meeting link changes, send the reschedule notice so attendees receive an updated calendar file. Do not rely only on a chat message or manual email when attendees may already have imported the original invite.
If only the internal owner changes but the attendee-facing date, time, or location does not, confirm whether attendees need a new notice before sending one. Unnecessary calendar updates can create confusion in some inboxes.
Troubleshooting
If an attendee does not see a calendar invite, confirm the appointment notification was sent, the email client did not hide attachments, and the appointment has not been cancelled or replaced by a newer rescheduled email.
If the event time looks wrong, check the event type timezone, the attendee's calendar timezone, and the appointment detail page.
If a rescheduled event appears twice in an attendee calendar, ask them to open the latest invite and remove the older calendar entry if their calendar app did not replace it automatically.
Test Invite Behavior
Before relying on appointment emails:
- Book a test appointment from a public page.
- Open the confirmation email in a real inbox.
- Import or open the
.icsfile. - Confirm title, time, location, and attendee details.
- Reschedule or cancel the appointment if those flows matter.
- Confirm the newer invite replaces or cancels the earlier calendar entry.
Test with the calendar apps your customers commonly use when invite behavior is important. Google Calendar, Outlook, and Apple Calendar may display updates differently.