Calendar invites
This page is applicable for Bookings 2.0 version only. To view the equivalent Bookings 1.0 version, please check this page.
Calendar invites help keep external calendars in sync with appointments booked through Zoho Bookings. They help maintain consistency by updating integrated calendars with the latest appointment information. You can use calendar invites when you want appointment details from Bookings to be reflected in your integrated calendars.1. How calendar invites work
Bookings integrates with external calendars such as Zoho Calendar, Google Calendar, Office 365 Calendar, and Zoho CRM Calendar. Once integrated, calendar events are created automatically whenever appointments are booked in Bookings.
For these calendar events, you can configure the following as needed:
- Add buffer time to events
- Set the event title
These settings can be configured individually for each event type.
Who can access this feature? | |
Available on | |
Super admin and admins | Can set this up for all event types |
Workspace admins | Can setup this for their assigned workspaces |
Managers and staff | Can only view it |
2. Add buffer time to events
The pre-buffer and post-buffer time of an appointment can be added to the external calendar event. For example, an event type has 10 minutes of pre-buffer, 1 hour appointment duration, and 15 minutes of post-buffer. An appointment booked for 9.00 - 10.00 am will create an event from 8.50 - 10.15 am in the event if buffer time is added.
- Switch to the required workspace and click Event Types on the left side pane. The event types added under the selected workspace will be listed.
- Hover over the required event type and click the options icon
, then select Edit.
- Click the Notifications Preferences tab on the left and select Calendar Invite under it.
- Enable the Add Buffer Time toggle to include pre-buffer and post-buffer in the calendar events. This will add the pre-buffer and post-buffer duration to the appointment time for the events created henceforth.
Info: The behavior before the release of pre-buffer (i.e 06-Dec-2023) is adding the buffer time to calendar events, so all the event types created before the above date will have this toggle enabled. You can change it according to your requirement.3. Set event title
An event title provides a glimpse of the appointment, and having a customized title is more efficient as it gives a concise overview of the appointment without opening the summary. Having an appropriate title saves time and ensures efficiency by providing a quick brief, eliminating the need to check each appointment individually. You can include variables to design a dynamic title that can include participant or event names for quick identification.
- Navigate to Event Types > Notifications Preferences > Calendar Invites.
- Under Event Title, enter the required text.
- Click Insert Variables to include variables in the title. Changes are auto-saved.
Info: It will also be used in titles of online meetings, Zoho Assist sessions and ICS files. Title can have a maximum of 255 characters.4. Set event description
An event description provides additional details about an appointment directly in the calendar invite for one-on-one event types. By customizing the description, you can include important appointment-related information in your calendar invites. You can also insert variables to add customer details automatically, event type information, meeting links, booking ID, and reschedule or cancel links for each booking. This helps create more informative calendar invites for both users and customers.
To set the event description
- Navigate to any One-on-One Event Type > Notification Preferences > Calendar Invites.
- Under Event Description, enter the required description.
- Click Insert Variables and select the variables you want to include. The changes are auto-saved.
- This option is available only for one-on-one event types.
- Calendar event descriptions support a maximum of 1,200 characters, including the values of variables. If the description exceeds this limit after the variables are replaced with their actual values, only the first 1,200 characters will be synced to the calendar.
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