When someone registers for your webinar, AEvent communicates this to Google API and requests a Calendar invite be sent to the Registrant. In order for the Join URL to be unique, a unique calendar event is created per-registrant.

SO, as a Best Practice, we recommend utilizing a Google Account that is NOT tied to a Phone, a Computer, etc. (Can you imagine getting 500 alerts about the meeting starting in 5 minutes?). Either use a Google account that has other uses (than Calendar) or open a new Google Account for this integration.

To add your Google Calendar Integration, you will need to first navigate to Integrations within AEvent, click Add Integration, and then select Google Calendar.
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Then name your integration as you see fit, and click 'Add.'

Next, log in to the Google Calendar that you plan to use for this integration.

And click on 'Allow.'

Once your Google Calendar account has been successfully added, you will see its connected state, and you will be able to click on 'Test'.

A successful connection will yield a positive test result. Congratulations, your Google Calendar account is now successfully connected to AEvent!

In order to utilize your Google Calendar Integration within AEvent, you need to activate it within the campaign you are working with. To do this, open the campaign you are working on.

Then select Integrations and set your Google Calendar Integration as Active.

And that's it! Now that your Google Integration has been set active with this campaign, when someone registers, they will receive a Google Calendar invitation.

If you click on the Settings Cog Wheel, you'll see you can enable the option 'Include Additional Events'

You can turn on this option if you're using a multi-event campaign and you want to include additional events for the Google Calendar invite.

Click update once you're done, and that's it!

When AEvent sends a Google Calendar invite, it embeds your registrant's unique join link as the event location. This isn't a static link. It's an "evolving" link that automatically takes your registrant to the right page depending on where they are in your campaign:

Your registrant uses the same link throughout the entire journey. When they tap the calendar event on their phone, tablet, or computer, it always takes them where they need to go, no need for multiple links.

💡 This is a key advantage over using Zoom's built-in Google Calendar integration, which only includes a static Zoom meeting link. After your event ends, a Zoom link is dead. An AEvent join link keeps working, routing to your replay, your offer page, or wherever you've configured.

Google's API limits each Google Calendar account to 250 calendar invites per day. If you're driving more than 250 registrations daily, you can connect multiple Google Calendar accounts to increase your capacity.

How to set it up:

When multiple Google Calendar accounts are active on a campaign, AEvent will distribute calendar invites across them, multiplying your daily capacity. Two accounts = up to 500 invites/day. Three accounts = up to 750 invites/day.

⚠️ Best Practice: Use dedicated Google Workspace accounts for each integration (e.g., [email protected], [email protected]). Do NOT use personal accounts tied to phones or devices.

If you are encountering issues with your Google Calendar integration, it is possible that your login information has changed from Google Calendar, has been reset, or has been closed. If you click 'Test' and it is NOT successful, the first step we recommend is reconnecting your integration.

By clicking Re-Connect, you will need to re-login to your Google Calendar account.

And click on 'Allow.'

Once your Google Calendar account has been successfully Re-Connected, you will be see it's Connected state, and you are able to click on 'Test'.

A successful connection will yield a positive test result. Congratulations, your Google Calendar account is now successfully connected to AEvent!

If you want to remove your Google Calendar integration from AEvent, you need to navigate to Integrations, locate your Google 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 campaigns that it is active in.)

If you are experiencing issues with this integration but do not desire to REMOVE it, we recommend reconnecting it instead. This will allow its configuration to

continue as set within your campaigns.

Once you confirm removal, the integration within AEvent no longer exists.

NOTICE: Google's API limits each connected Google Calendar account to approximately 250 calendar invites per day. Registrations beyond this limit will NOT receive the Google Calendar invitation, but everything else about their registration works normally (emails, SMS, segments, etc.).

To increase your daily capacity, connect multiple Google Calendar accounts and activate them all on your campaign. See "Using Multiple Google Calendar Accounts" above.

Q: What's the difference between "Add to Calendar" and the Google Calendar integration?

These are two separate features:

We recommend using both! The integration handles it automatically, and the confirmation page button catches anyone who prefers to add it themselves.

Q: Why should I use AEvent's Google Calendar integration instead of Zoom's?

AEvent's calendar invite contains your registrant's evolving join link, which automatically routes to the right page throughout your campaign (confirmation → live → replay → expired). Zoom's calendar invite only includes the static Zoom meeting link, and once the event ends, that link is dead.

Q: Why should I NOT use my personal Google account?

AEvent creates a unique calendar invite for every single registrant. If you connect a Google account tied to your phone, you'll receive hundreds of reminder notifications when the event starts. Use a dedicated Google Workspace account (e.g., [email protected]) that isn't synced to anyone's phone or devices.

Q: What happens when I hit the 250 invite/day limit?

Registrants beyond the 250 threshold simply don't receive the Google Calendar invite. They do NOT see an error message. Everything else about their registration works perfectly, including emails, SMS, segments, and all other integrations. The calendar invite is supplementary. To increase capacity, connect multiple Google Calendar accounts to your campaign.

Q: Why are some registrants getting calendar invites and others aren't?

The most common cause is hitting the daily 250-invite limit. Other possible causes:

Q: Does Google Calendar work with multi-day events?

Yes! The system sends a separate calendar invite for each day of your campaign. A 5-day challenge = 5 individual calendar invites per registrant. Keep in mind this multiplies against your 250/day limit, so a 4-day event effectively reduces capacity to ~62 new registrations per day per Google Calendar account.

Enable "Include Additional Events" in your Google Calendar integration settings (click the gear icon) to include all event days in the calendar invites.

Q: Is the Google Calendar integration free?

Yes, it's included with AEvent at no additional cost. The only limitation is Google's own API quota (250 invites/day per account).

Q: Will the calendar invite show my personal email address?

The invite comes from whatever Google account you connect. If you connect your personal email, that address will appear as the sender. Use a professional or branded Google Workspace account to keep communications on-brand.

Q: What does the "evolving join link" in the calendar invite actually do?

It's a single personalized link that automatically redirects your registrant to the right page based on timing:

Your registrant never needs a different link. They tap the same calendar event at any point and get taken where they need to go.

Q: What happens to the calendar invite if I reschedule my event?

AEvent automatically updates existing Google Calendar invites when you change event times in the scheduling interface. Registrants who already received the invite will see the updated time on their calendar. No action needed from them.

Q: Can I send Google Calendar links in my CRM or ESP emails?

Yes. AEvent can push personalized Google Calendar and iCal links as custom fields (Gcal_link and Ical_link) into your CRM at registration time. You can then use these fields as merge tags in your CRM email templates. For full setup instructions, CRM-specific merge tag formats (ActiveCampaign, GoHighLevel, Infusionsoft, and more), and SMS usage, see the Add to Calendar tutorial.