Inviting attendees to an event on your Zoho Calendar

Invite Attendees to an Event

In Zoho Calendar, attendees of an event can be added and invited by entering their email address in the Attendees field of the Create Event, Duplicate Event or Edit Event tab. You can invite the contacts from within your organization and also from outside your organization. When organizing meetings in your organization, you need to check the free/ busy status of your colleagues before picking the best time for the meeting.
 
The event invitation request will be sent to the attendees and notifications will be dropped through email. After receiving the invitation, the attendees have to RSVP to the event after which the status will be updated to the organizer.

Steps to send Event Invites to Attendees  

  1. Log in to Zoho Calendar.
  2. Click the New Event button on the left pane of your calendar.

  3. In the Create Event tab, provide the Event title, Date and Time of the event.
  4. Provide the email address of the attendees in the Attendees field. You can choose the attendees email address from the drop down if the attendees are in your contact or if they are from within your organization.

  5. You can also send invites to attendees from outside your organization. Type the complete email address of the attendee in the Attendees field and press enter.

  6. You can send invites to a group of attendees from within your organization. Type the group name in the Attendees field and select the group from the listing.

  7. Provide other details of the event and click Save.
  8. A Send event invitation pop-up will appear. Select any one of the options given and click Confirm.

An event invitation mail will be sent to the attendees email address, to the email addresses of a attendees outside your organization and to the group email addresses. Attendees can RSVP for the event from the mail after which the event will be added to their calendar and the invitation status will be updated to the organizer of the event.
Note:
  1. Follow the same steps given above to add an attendee while editing or duplicating an event.
  2. Click the x symbol next to the email address in the Attendee field to remove a contact from the attendee list.
  3. Free/ busy status of the attendees can be checked only if they are from within your organization and have enabled free/ busy sharing in their calendar settings.

Event Invites for Past Events

If you are creating an event for a past date/ time and adding attendees to it, the event invitation will not be sent to the attendees. While creating such an event, you will be prompted that the event is a Past Event.