In these instructions, we have selected the Calendar Attachment option, which attaches a calendar file (.ics) containing information about the linked Event.
Overview
Linked to Events & Attendees
Calendar Attachments are only available for Assistants sending emails to recipients linked to Events:
•The Event Calendar Attachments (Event Dates or Event Location Dates) need a linked Event.
•The Attendee Function Dates Calendar Attachment needs a linked Event Attendee who is registered for Event Functions.
Appearance & Functionality
There are a few different options for creating the calendar attachment, but the resulting attachment's appearance and functionality will depend on:
•The combination of Calendar Type and Calendar Method you select.
•Whether the linked Event has one or multiple Booked Locations. (Review the topic Terminology: Events, Booked Locations & Functions.)
•How the recipient's third-party email/calendar provider handles .ics file attachments.
While your Type and Method selections determine the general appearance and functionality of the calendar attachment, EventPro can't predict or control how the calendar attachment will appear or function for the recipient.
While the instructions below describe the typical results for the calendar attachments, remember that a recipient's experience may vary, depending on their email/calendar provider.
There are also examples provided at the end of this topic, but the same warning applies: EventPro can't predict or control how the third-party email/calendar provider will handle attachments.
Recipients of Calendar Attachments
Many online email/calendar provides have some sort of "Add to Calendar" button, or other quick way to add calendar events from email.
However, if the recipient's provider does not have a quick-add function, the recipient can always download the attached .ics file and import it into their calendar, using the import process described by their particular calendar provider.
Calendar Attachment Edit Form
The Calendar Attachment edit form opens.
Figure 938: Creating Calendar Attachment
Calendar Type
First, choose which Calendar Type you want to use.
Figure 939: Selecting Calendar Type
Event Dates
This option will create one appointment and send one attachment for the entire linked Event.
If the Event has multiple Days/Booked Locations, the appointment will span across the date range of the Event.
Event Location Dates
This option will create an appointment for each Booked Location in the linked Event.
If there are multiple Booked Locations in the Event, this will result in multiple appointments for the Event.
The multiple appointments may be sent as separate attachments or joined in one attachment, depending on the Calendar Method selected below.
Attendee Function Dates
This option will send an appointment attachment for each Function the Event Attendee is registered for.
If there are multiple Functions in the Event, this will result in multiple appointments for the Event.
The multiple appointments may be sent as separate attachments or joined in one attachment, depending on the Calendar Method selected below.
Calendar Method
From this drop-down, you can choose REQUEST or PUBLISH.
You will usually notice the difference between the Request and Publish methods in how they handle the recipient's response.
For example, a Request attachment will typically ask for some sort of Yes/No or Accept/Decline response, while a Publish attachment may have an option to add the event to the recipient's calendar without requesting a direct reply to the sender.
As noted above, these instructions can only describe what these methods typically do, or are intended to do. EventPro can't predict exactly how different third-party calendars will handle Request or Publish calendar attachments.
You can see the real difference between Request and Publish methods if you view the .ics files in a text editor.
REQUEST
This method is used to schedule a calendar entry via a request or invitation to other calendar users/attendees.
The Request method involves interaction between the organizer and attendees in that it asks the attendee/recipient to respond to the organizer with a reply indicating attendance status (e.g. an Accept/Decline or Yes/No prompt).
Figure 940: Event Dates Request .ics File
Events with Multiple Booked Locations/Functions
As noted above, the Calendar Types "Event Location Dates" and "Attendee Function Dates" will create an appointment for each booked location/function in the event, resulting in multiple appointments.
With the Request method, each appointment will become a separate attachment (one per booked location/function), so the resulting email will have multiple attachments for the event.
Figure 941: Request .ics Files for 3-Location Event
PUBLISH
This method is used to publish a calendar entry without requiring interaction between the publisher and other calendar users.
Other calendar users can add the calendar entry to their own calendars, but they are not expected to reply.
You would typically use this option if you don't require an Accept/Decline or Yes/No prompt for the calendar appointment attachment.
Figure 942: Event Dates Publish .ics File
Events with Multiple Booked Locations/Functions
As noted above, the Calendar Types "Event Location Dates" and "Attendee Function Dates" will create an appointment for each booked location/function in the event, resulting in multiple appointments.
With the Publish method, the event's multiple appointments are combined into a single .ics file. The resulting email will only have one attachment for the event, but that attachment contains the multiple appointments.
Figure 943: Event Locations Publish .ics File
If the recipient downloads the multi-appointment .ics file attachment and imports it into their calendar, the calendar should create the multiple events/appointments appropriately.
HOWEVER, not all third-party email/calendar providers will handle this multi-appointment .ics file attachment the same way.
With some providers, the email displays a preview of the attached calendar appointment and offers a quick-add "Add to Calendar" button, but it only displays/adds the first of the multiple booked locations in the attachment, ignoring the rest. This can be misleading for the recipient, as they may not realize that event is actually multiple days/locations.
On the other hand, some email/calendar providers can handle this type of multi-appointment .ics file, and can add the .ics file's multiple event locations/dates within the email. EventPro Software cannot control or predict how third-party email/calendar providers will act.
IMPORTANT: Therefore, be aware of the possible complications when using Calendar Types "Event Location Dates" and "Attendee Function Dates" with the Calendar Method "Publish" if there will be events with multiple booked locations/functions.
You can view samples of these calendar attachments below, under the headings Event Location Dates Examples and Attendee Function Dates Examples.
Request RSVP
This option is only available if you selected the REQUEST calendar method.
If checked, it will set the RSVP option to True in the .ics file, which different calendar providers will handle in different ways.
Reference
If you want, you can select a Reference for this Calendar Attachment.
The Reference drop-down is populated by the options created under EventPro Setup / Communications / Communication References.
Save & Close
When you are done with the Assistant Item Calendar Attachment window, click Save and Close to return to the Assistant Item edit form, where the calendar appointment file will now be attached under the Attachments tab.
Examples
As noted earlier, EventPro can't predict or control how a third-party email/calendar provider handles calendar attachments
These examples are just intended to give a general idea of how the attachment works, not to ensure any particular results.
Event Dates Examples
Calendar Type = Event Dates, Calendar Method = Request, Event: one Booked Location
Figure 944: Event Dates, Request, 1 Location
Calendar Type = Event Dates, Calendar Method = Publish, Event: one Booked Location
Figure 945: Event Dates, Publish, 1 Location
Calendar Type = Event Dates, Calendar Method = Request, Event: multiple Booked Locations
Figure 946: Event Dates, Request, Multi Locations
Calendar Type = Event Dates, Calendar Method = Publish, Event: multiple Booked Locations
Figure 947: Event Dates, Publish, Multi Locations
Event Location Dates Examples
Calendar Type = Event Location Dates, Calendar Method = Request, Event: one Booked Location
Figure 948: Event Location Dates, Request, 1 Location
Calendar Type = Event Location Dates, Calendar Method = Publish, Event: one Booked Location
Figure 949: Event Location Dates, Publish, 1 Location
Calendar Type = Event Location Dates, Calendar Method = Request, Event: multiple Booked Locations
Figure 950: Event Location Dates, Request, Multi Locations
Calendar Type = Event Location Dates, Calendar Method = Publish, Event: multiple Booked Locations.
Figure 951: Event Location Dates, Publish, Multi Locations
NOTE: This is an example of how an email can display a misleading preview of the calendar attachment, depending on how the third-party email/calendar provider handles multi-appointment .ics files.
The attached .ics file contains a multiple-booked-location event, but the email only displays the first booked location. If the "Add to Calendar" link is clicked, it will only add the first booked location to the calendar, not the others in the .ics attachment.
Attendee Function Dates Examples
Calendar Type = Attendee Function Dates, Calendar Method = Request
Figure 952: Attendee Function Dates, Request, Multi Functions
Calendar Type = Attendee Function Dates, Calendar Method = Publish
Figure 953: Attendee Function Dates, Publish, Multi Functions
NOTE: This is an example of how an email can display a misleading preview of the calendar attachment, depending on how the third-party email/calendar provider handles multi-appointment .ics files. The attached .ics file contains multiple event functions, but the email only displays the first function. If the "Add to Calendar" link is clicked, it will only add the first function to the calendar.
