Calendly's booking notifications

When someone books a meeting with you, Calendly will automatically send you and your invitee a notification with the booking details. Calendly will default to one of two notification types: the calendar invitation (most common) or the email confirmation

The following tables outline some of the nuances between calendar invitations and email confirmations. Review the information below and choose the notification option that works best for you.

Note: If you're looking for information about email reminders, follow-ups, text notifications or Workflows, check out: Automatically send notifications before or after an event.

How notifications work

  Calendar Invitations Email Confirmations
What happens Your calendar creates an event, and your invitee is added as an attendee. Calendly creates an ics file that is automatically sent to you.
What your invitee receives Your invitee receives a calendar invitation from your calendar. Your invitee receives an email confirmation with an event file that is added to their calendar.

What email address is used to send the notification?

The send-from and reply-to email depends on your notification type.

  Calendar Invitations Email Confirmations
Email address used for sending Calendar invitations will come from the email address associated with the calendar you've connected. Email confirmations will come from notifications@calendly.com
Email address invitees can reply to Replies will go to the email address associated with your calendar. Replies will go to the email you use to log in to Calendly, unless you select a no-reply option.

Notifying invitees about changes to scheduled events

If you need to change anything on your calendar event, like location, you'll need to use calendar invitations for your invitee to see the change.

  Calendar Invitations Email Confirmations
Invitee will receive changes to calendar event YES, since your invitee is listed as an attendee on the calendar event. NO, since your invitee has added a separate event (ics) file to their calendar.

Which notification works best for you?

Calendar invitations are usually the easiest way to notify invitees about your upcoming meetings. However, review the lists below for edge-cases where you may want to choose one over the other.

When it's best to use calendar invitations
  • You use the following calendars: Google, Office 365, Outlook.com, or Exchange
  • You need to make changes to the event on your calendar, and you want those changes to send to your invitee.
  • You want calendar invitations to send from your calendar account, rather than from notifications@calendly.com.
When it's best to use email confirmations
  • You're using an iCloud calendar, the Outlook plug-in, or no calendar.
  • You want to use a no-reply address to hide your email address.
  • You're hosting a group event, which will default to an email confirmation.

How do I change notification type for my events?

Calendly automatically chooses a notification type based on your connected calendar or event type. Most of the time, you won't need to adjust this setting and can leave it as-is. If you'd like to change your notification type, follow the instructions in one of the lists below.

How do I change a notification type to calendar invitations

To change the notification type for an event to calendar invitations:

  1. Navigate to the desired event type.
  2. Expand Notifications and Cancelation Policy.
  3. Under Email Confirmations, Select Switch to Calendar Invitations.
  4. Select Save & Close.
    switchtocalendarinvite.gif

Note: You will be unable to switch to calendar invitations if you're using a group event type, using an iCloud calendar connection, the Outlook plug-in, or no calendar connection.

How do I change a notification type to email confirmations

To change the notification type for an event to email confirmations:

  1. Navigate to the desired event type.
  2. Expand Notifications and Cancelation Policy.
  3. Under Calendar Invitations, Select Switch to Email Confirmations.
  4. Select Save & Close.
    swaptoconfirmation.gif