AEvent comes with a built-in Add To Calendar service.
You can use this on both your Confirmation Page and within your email sequences.
The widget is completely customizable and dynamic and includes the registrants' evolving Join URL, and the Event Title and Body of your campaign.
It is, OF COURSE, programmed for the Event Date/Time for which they registered.
Support for Add to Calendar Functionality is built-in for G'Cal, iCal, Outlook, Yahoo & Other Calendar Services.
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Use on Confirmation:  Use With SMTP Email:  Use With ALL ESP/CRM: 
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Adding Add To Calendar to AEvent
Adding Add To Calendar to AEvent
In order to set up an Add To Calendar Integration, it simply needs to be installed as an integration.
First, navigate to Integrations within AEvent, click Add Integration and then search / select Calendar.
Then name your integration as you see fit, and click 'Add.'
And that's it! Your Add to Calendar integration has now been setup. You can verify a successful addition occurred by locating that new integration.
The next step is to incorporate the widget into your confirmation page, as well as into your email sequences.
Integrating your Add To Calendar Widget into your Confirmation Page
Integrating your Add To Calendar Widget into your Confirmation Page
You can integrate our Add to Calendar widget into just about ANY webpage, regardless of whether it is a Page Builder, Straight HTML, or anything else.
After you have setup your Confirmation page, with the Confirmation Page Header Script installed (corresponding to the webinar campaign you are working with),
Navigate as shown and copy the widget code into your Notepad.
(Campaign➤ Code ➤ Confirmation ➤ Add to Calendar)
You can select a different calendar image of ours using our selection of several available, OR you can supplement and use your own by editing the HTML img src link in the code below, pointing to an address / image of yours.
<div width="100%"><div class="calendar"> <span class="addtocalendar atc-style-button-icon atc-style-menu-wb">
<a class="atcb-link">
<img src="https://cdn.aevent.com/icons/calendar-8.png" width="100%">
</a>
<var class="atc_event">
<var class="atc_date_start"></var>
<var class="atc_date_end"></var>
<var class="atc_timezone"></var>
<var class="atc_title"> </var>
<var class="atc_description"></var>
<var class="atc_location"></var>
<var class="atc_organizer"></var>
<var class="atc_organizer_email"></var>
</var>
</span></div></div>
<div style="clear:both"></div>
(YES, the code above will work with your account if you just want to copy it from here)
Once you obtain your widget code, you simply need to paste it onto your page.
If using a page builder, generally, you'll need to add an HTML Element / Code Block where you would like the calendar to display. (If using plain HTML or anything else, you'll need to paste the HTML code into the area you'd like).
Once that is complete, with the header script for your confirmation page installed, your Add To Calendar Widget is ready to go!
NOTE: In order to test the full functionality of your Calendar Widget, we recommend an actual registration, so when this page loads into your browser, the widget has full details of the Event you've registered for.
🧪 TESTING YOUR SETUP:
The quickest way to test your Calendar integration is to:
#1, Register for your Event
#2, On successful registration, AEvent will redirect you to what you have defined as your Confirmation Page; from there, locate your Add to Calendar button, and click on it, then select the Calendar you use.
#3, In the first image below, the Add to Calendar function looks as if it has failed. (You likely do not have your confirmation page header script installed, OR you have not performed a real registration.
(we can tell it failed as the link is https://joinevent.link/XXXXXXXXXX/# If it was SUCCESSFUL, there would be additional characters there instead of a #.)
A successful implementation of our Add to Calendar Widget into your Web Page will have a full join link (notice the # has been replaced)
Integrating your Add To Calendar Widget into your HTML/SMTP Emails
Integrating your Add To Calendar Widget into your HTML/SMTP Emails
If you're using AEvent's built-in email editor (for native SMTP sends or raw HTML campaigns), adding Google and Apple calendar links is simple, fast, and fully personalized.
How to add calendar links:
1. Open the Email Editor
2. Insert the Calendar Link:
Click the variable picker in the toolbar.
Under the Subscriber tab, choose:
Google Calendar Link if you want to use Google Calendar
Apple Calendar Link if you want to use Apple Calendar
You can also use both.
3. Format It How You Want:
Wrap the link in a button or hyperlink text like "Add to Calendar."
4. Save Email
Each registrant will get a personalized calendar invite tied to their event time.
These dynamic links are generated automatically per contact, so even if your timeline spans multiple sessions, every registrant sees the right one.
Integrating your Add To Calendar Widget into your ESP/CRM Emails
Integrating your Add To Calendar Widget into your ESP/CRM Emails
If you're using an external CRM or ESP like ActiveCampaign, Infusionsoft, Mailchimp, or Ontraport, AEvent makes it easy to pass Add to Calendar links through custom fields.
Here's how to set it up:
1. Enable Custom Fields in AEvent:
Go to Integrations → [Your ESP] → Settings.
Under "Custom Fields," click Create System Fields or Create Single Field for:
Google Calendar (
Gcal_link)Apple Calendar (
Ical_link)
2. Field Mapping Happens Automatically:
AEvent will pass each contact's personalized calendar link into these fields on registration.
3. Use Them in Your CRM Emails:
In your CRM email builder, insert the field merge tag:
Examples:
ActiveCampaign:
%Gcal_link%or%Ical_link%Infusionsoft:
~Contact.Gcal_link~or~Contact.Ical_link~GoHighLevel: or
Please adjust merge format per platform.
You may need to hyperlink them manually for them to be clickable.
4. Save them and set them up as you see fit.
Each contact gets a calendar link that points to their specific session, time zone, and registration.
These fields are updated automatically on registration. No manual work required.
Using Calendar Links in SMS
Using Calendar Links in SMS
You can include Google Calendar and iCal links in your SMS messages sent through AEvent's built-in SMS editor.
How to add calendar links to SMS:
1. Open the SMS Editor for your campaign.
2. Click the variable picker and select Google Calendar Link or Apple Calendar Link from the Subscriber tab.
3. Save your SMS.
AEvent automatically shortens links in native SMS sends, so you do not need to worry about character limits.
Using an external SMS provider (e.g., Twilio):
If you send SMS through a third-party provider, use the Gcal_link or Ical_link custom fields (set up in your CRM integration settings). Enable your provider's native link shortening to stay within the 160-character SMS limit.
Tip: Keep your SMS concise. A short message like "Your event is coming up! Add it to your calendar: [link]" performs best.
Add to Calendar vs Google Calendar Integration
Add to Calendar vs Google Calendar Integration
AEvent offers two separate calendar systems that are commonly confused. They work differently and are best used together.
Add to Calendar | Google Calendar Integration | |
How it works | Widget on confirmation page OR link in email/SMS. Registrant clicks to add. | Server-side. AEvent automatically sends a Google Calendar invite on registration. |
User action required? | Yes. Registrant must click the button or link. | No. Invite arrives automatically. |
Calendars supported | Google, Apple/iCal, Outlook, Yahoo, and other calendar services. | Google Calendar only. |
Daily limit | None. | 250 invites per day per Google account (Google-imposed limit). Use multiple accounts to increase capacity. |
Contains evolving join link? | Yes. | Yes. |
Recommendation: Use both together. The Google Calendar Integration ensures every registrant gets an invite automatically (no user action required). Add to Calendar gives registrants a second chance to save the event, supports additional calendar platforms, and reinforces attendance through email and SMS links.
For details on the Google Calendar Integration (including setup, round-robin with multiple accounts, and limits), see the Google Calendar tutorial.
How the Evolving Join Link Works
How the Evolving Join Link Works
Every calendar entry created through AEvent (whether from the confirmation page widget, an email merge field, or the Google Calendar Integration) contains the registrant's evolving join link.
This is a single, static URL (e.g., joinevent.link/e/...) that automatically redirects to the right destination based on where the campaign is in its timeline:
1. Before the event: Redirects to your Confirmation Page.
2. During the live broadcast: Redirects to your Live/Stream Room.
3. After the event: Redirects to your Replay Page.
4. After replay expires: Redirects to your Expired Page.
This means the calendar entry never goes "stale." Even days after the event, the same link in the registrant's calendar will take them to the replay (or expired page) instead of showing an error.
Why this matters: Unlike static meeting links (such as a Zoom URL that stops working after the event), AEvent's evolving join link continues to serve the right content at every stage of your campaign. Each link is unique per registrant, so it works correctly for evergreen and recurring campaigns as well.
Troubleshooting
Troubleshooting
Widget shows joinevent.link/XXXXXXXXXX/# instead of a real link
This means the widget is not receiving registrant data. Check two things:
Your Confirmation Page Header Script is installed on the page (Campaign > Code > Confirmation).
You performed a real registration (not just loading the page directly). The widget needs registration data passed through the redirect.
Calendar link fields are empty in my CRM
Check the following:
You have created the
Gcal_linkand/orIcal_linkcustom fields in your integration settings (Integrations > [Your CRM] > Custom Fields > Create System Fields).The registrant actually completed a registration. Fields are populated at registration time, not before.
Your CRM integration is active and connected on the campaign.
Calendar link is not clickable in my CRM email
Some CRM email editors paste merge tags as plain text. You may need to manually hyperlink the merge tag. Select the merge tag text, click the link/hyperlink button in your editor, and paste the same merge tag as the URL.
Calendar entry shows wrong date or time
The calendar entry is generated based on the event date and time set in your AEvent campaign. Double-check your campaign's scheduled date, time, and timezone. If you reschedule the event, registrants who already added the event via the widget will need to re-add it. (Google Calendar Integration invites update automatically on reschedule.)
Frequently Asked Questions
Frequently Asked Questions
Which calendars does Add to Calendar support?
Google Calendar, Apple Calendar (iCal), Microsoft Outlook (desktop), Outlook.com, Yahoo Calendar, and other calendar services that accept ICS files.
Do I need both Add to Calendar and the Google Calendar Integration?
They serve different purposes. The Google Calendar Integration sends invites automatically (no user action needed). Add to Calendar gives registrants a clickable option on your confirmation page and in your emails. Using both together maximizes the chance that registrants add the event to their calendar.
Will the calendar link update if I reschedule my event?
The evolving join link in the calendar entry will always redirect to the correct page based on your campaign timeline. However, the date and time shown on the calendar entry itself will reflect the original schedule. Registrants who used the confirmation page widget would need to re-add the event to see the updated time. Google Calendar Integration invites update automatically on reschedule.
Can I use calendar links in SMS?
Yes. In AEvent's native SMS editor, use the variable picker to insert the Google Calendar Link or Apple Calendar Link. AEvent auto-shortens links for SMS. For external SMS providers like Twilio, use the Gcal_link or Ical_link custom fields from your CRM.
How do I send calendar links through my CRM or ESP?
Enable the Gcal_link and Ical_link custom fields in your AEvent integration settings (Create System Fields or Create Single Field). Then use your CRM's merge tag format in your email templates. For example: ActiveCampaign uses %Gcal_link%, Infusionsoft uses ~Contact.Gcal_link~, and GoHighLevel uses .
What is the evolving join link?
A single URL that automatically redirects to the right page based on your campaign's timeline: Confirmation Page before the event, Live Room during the broadcast, Replay Page after the event, and Expired Page once the replay window closes. This link is unique per registrant and is included in every calendar entry.
Why does my calendar widget show a # instead of a real URL?
The confirmation page header script is either missing or was not loaded with a real registration. Install the header script (Campaign > Code > Confirmation) and test by registering for your event. See the Troubleshooting section above for details.
Can I customize the calendar button image?
Yes. AEvent provides several built-in calendar button images. You can also use your own image by editing the img src link in the widget HTML code to point to your custom image URL.
Do calendar links work with evergreen or recurring campaigns?
Yes. Each registrant receives a unique, personalized calendar link tied to their specific session date and time. This works correctly for both scheduled and evergreen campaigns.
What CRMs support calendar link custom fields?
Any CRM that supports custom contact fields will work. This includes GoHighLevel, ActiveCampaign, Infusionsoft/Keap, Mailchimp, Ontraport, HubSpot, SendGrid, SmartEngage, Close CRM, and others. Use "Create System Fields" in your AEvent integration settings to set up the fields automatically.
How to remove your Add To Calendar Integration from AEvent
How to remove your Add To Calendar Integration from AEvent
If you want to remove your Add To Calendar integration from AEvent, you need to navigate to Integrations, locate your Calendar integration, and click on the trashcan icon.
You then will be prompted to confirm deletion.
(NOTE: Removing this integration will immediately affect its use with any Pages that it is currently active on.)
Once you confirm removal, the integration within AEvent no longer exists.