Inserting an Add to Calendar Link

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The last thing you want to hear from a no show: "I forgot!" Boost your registrants memory by displaying an Add to Calendar link on your website, confirmation page, or in emails. They'll be able to quickly add your event or session to their Outlook, iCal, Google, Yahoo!, or MSN calendar. When adding it to their calendar, the time zone will display as the time zone of their computer, not necessarily the time zone of your event.
 
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NOTE: Your link's description can be pulled from multiple areas of your event. If you're not sure where to go to edit the calendar description, reference this article.

On Your Flex Event's Website
Follow these steps to allow your invitees to access the "Add to Calendar" link from the website.

1 Access the Site Designer. Begin by selecting your Flex event. Hover over Website & Registration and, under Website, click Event Website.

To the right of the page you want to add the link, click Customize.

2 Add the "Add to calendar" link. Click Build to the right of the canvas. Scroll down to the Buttons & Links section, and drag and drop the "Add to Calendar" widget onto the canvas.

In the Button Text box, customize the text. Choose whether you want to allow registrants to download the calendar for the general event, individual sessions, or both the event and general sessions. Then determine which event description will be added to the calendar.

 
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Once you're done, click Save to preserve the draft or click Publish to make it visible to invitees.
 
NOTE: Because Flex events use the .ics file format, the calendar request will open in the default mailing app that the registrant has set on their computer or device.

In Flex Emails
Want to send your invitees an "Add to Calendar" or "Add Session to Calendar" link? Follow these steps instead.

1 Access your email. Begin by selecting your Flex event. Hover over Promotion & Communication and, under Email, click Event Emails. Click the name of the email you want to add the link to.

2 Add the "Add to Calendar" link. Click Design Email.

On your canvas, click the widget you want the link to appear on. If you haven't added the widget yet, click Build to the right of the canvas, and drag and drop the widget onto the canvas. In the text section, click the 
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Click the data tag you want to add. If adding a Session Calendar data tag, select the session from the Code dropdown, then click Apply.
 
NOTE: Session not appearing? Make sure it has a data tag code.

Click Preview to view your email as an invitee would, then click Save.
 
NOTE: Because Flex events use the .ics file format, the calendar request will open in the default mailing app that the registrant has set on their computer or device.



On Your Classic Event's Summary Page
The Add to Calendar link is already built into your event's homepage. You just need to activate it.

1 Access the Summary page. Begin by selecting your Classic event. Hover over Website & Registration and, under Website, click Event Website.

Open the Summary page by clicking its name.

2 Activate the link. Scroll down to the Details section and click Edit Details.

 
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Ensure "Add to Calendar" Link is switched to Show. Use the "Source of the calendar's event description" dropdown to determine which description will display when it's added to the calendar.

Click OK, then Save.



On Your Classic Event's Registration Confirmation Page
As soon as your invitees register, they'll see the Add to Calendar link when you activate it on the registration confirmation page.

1 Access registration settings. Begin by selecting your Classic event. Hover over Website & Registration and, under Registration, click Registration Settings.

If you have multiple registration paths, select one.

2 Activate the link. The Basic Settings tab opens by default. Select the rightmost tab, Confirmation, and click Edit.

Scroll down the the Event Display Options section and ensure "Display 'Add to Calendar' link" is switched to Yes. Use the "The description on the calendar will come from" options to determine which description will display when it's added to the calendar.

 
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Once you're done, click Save.

In Classic Event Emails
If your registrants are a particularly forgetful bunch, double-up on reminders by inserting the Add to Calendar link for your event or session in your confirmation or reminder emails. All you need is a data tag.

1 Search for the data tag. Begin by selecting your Classic event. Insert a data tag in the email where you want the link.

When the data tag pop-up opens, search for "calendar."

 
NOTE: When using the Add to Calendar data tag in emails, the calendar appointment's default description will populate from the event's description, which can be found under Event Details > General > Event Information. However, if you have enabled the "Add to Calendar" link on the website's Summary page, it will display the description you selected there.

2 Insert the link. Want one for the whole event? Check the box beside "Add to Calendar Link" and click OK.
 
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If you only want invitees adding a session or two to their calendar, just click  User-added image next to "Session Calendar Link" to expand a list of data tags, one for each session, in event emails. For session emails, there will be only one data tag.
 
NOTE: Session not appearing? Make sure it has a data tag code.

Click OK. Don't forget to click Save.


In Express Emails
Still want to send your invitees an "Add to Calendar" link but using an Express event? Follow these steps instead.

1 Search for the data tag. Begin by selecting your Express event. Click Promotion & Communication in the navigation bar. Click the name of the email you want to add the link to.

The Details tab opens by default. Click the neighboring tab, Content, then Edit. Drag and drop a new Text content widget onto the canvas, or click into a widget already added.

Click Cvent Data Tags.

 
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When the data tag pop-up opens, search for "calendar."
 
NOTE: When using the Add to Calendar data tag in emails, the calendar appointment's description will populate from the event's description, which can be found under Event Details > General > Event Information.

2 Insert the link. Check the box beside "Add to Calendar Link" and click OK.

Click Save.



On Your Express Event's Registration
While your invitees register, review the confirmation page, and modify their registration, they'll see the Add to Calendar link when you add it add it to the page.

1 Access your website and registration pages. Begin by selecting your Express event, then click Website & Registration in the navigation bar.

2 Add the Add to Calendar link. Click Customize under the page you would like to add the link to. From the "Design Tools" menu, in the Widgets & Content section, drag and drop "Add to Calendar" onto your canvas. Click Edit to customize the text, then Apply. Hover over the widget, then hover over Settings to determine whether the link will use the calendar icon and which description it will display.

Click Publish. Do this for each page you would list the link to display on.

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