Email: [email protected]
phone: +44 (0) 203 916 5117

Send Calendar Invites Automatically via Zapier

Send Calendar Invites via Zapier.

Connect Let's Calendar with 6,000+ apps through Zapier.

Automate how you send calendar invites, sync contacts, and trigger meeting invites, all without writing a single line of code.

Start Automating Free Book a Demo

6,000+
App integrations

1hr Auto-trigger
interval

∞ Unlimited campaigns
& contacts

Zapier Automations

Compatible With Any App in Your Stack

Zapier connects Let's Calendar to a wide range of platforms, automating workflow handshakes across systems smoothly.

Google Forms

Typeform

HubSpot CRM

Salesforce

Slack

Zoom

Eventbrite

Gmail

Google Sheets

Calendly

Gevme

Benchmark

Kajabi

Cvent

SimpleTix

+ 6,000 more applications

Automation Engine

Automate How You Send Calendar Invites

Wondering how to send calendar invites to thousands of people without doing it manually every time? The Let's Calendar + Zapier integration means you never have to manually send calendar invites again. Whenever a contact signs up or registers for the event, a personalized calendar invitation is sent to them automatically.

Zapier acts as the bridge, connecting Let's Calendar to every form, CRM, webinar tool, and spreadsheet you already use. When something happens in App A, Let's Calendar automatically triggers the invite dispatch routine.

A trigger fires in your connected app (form fill, CRM update, spreadsheet row)

➔

Zapier passes the contact details to Let's Calendar automatically

➔

Let's Calendar sends a personal calendar invite, no manual work needed

Who uses this automation?

Event Organizers Send calendar invites the moment a ticket is purchased on Eventbrite.

Webinar Organizers Auto-send meeting invites when a user registers for the webinar.

Educators Send a calendar invite automatically when a student enrolls in a course.

Influencers Send webinar calendar invites when someone fills a registration form.

HR & Ops Teams Make a calendar invite for internal meetings and sessions organized.

Process

How to Create a Calendar Invite via Zapier: Step by Step

Set up your automated calendar invite workflow in under 10 minutes. No developers needed.

Step 1

Create a Free Account

Sign up at letscalendar.com with your Gmail, Google Workspace, Outlook, or Microsoft 365 account. This is the identity from which your calendar invites will be sent.

Step 2

Create Your Campaign

Set up a campaign, add the event title, date, time, description, and meeting link or physical location. This is the calendar invite that will be sent automatically to every synced contact.

Step 3

Build Your Zap

In Zapier, choose your trigger app (e.g. Typeform, Google Sheets, HubSpot). Set the trigger event, like "New Form Submitted" or "New Contact Added". Connect Let's Calendar and set an action event “Add Registration to Campaign.”

Step 4

Map Contact Fields

Map the name and email fields from your trigger app to Let's Calendar. Each contact will receive a personalised calendar invite with their name based on the dynamic parameter used in the campaign, making every invite feel 1:1.

Step 5

Activate & Relax

Turn on your Zap. From now on, every new contact triggers an automatic calendar invite, sent personally from your own inbox, every hour to all new entries that arrive.

Pipeline Features

Everything You Need to Send Calendar Invites at Scale

Built for teams who send hundreds or thousands of calendar invites with Zapier automating the intake, and Let's Calendar handling the delivery.

Source

Your source can be a CRM or Event Management Tool or Google Sheet. That helps to pass the participants data to Zapier

Let's Calendar Account

To Create your campaign with event details like subject, event date and time, sender email, event location or common login URL.

Zapier Account

You can create zap where you can select trigger with Event Management Apps and select Action as Let's Calendar app where the data will be sent.

Automation

Let's Calendar Tool that also helps to receive the data from Event Management Apps and send calendar invite automatically to each participants

Analyse

Total Contact received from Event Management App and Total Invite Sent From Let's Calendar

LIVE RSVP TRACKING

Track accepted, declined, and pending invites in real time for every contact updated automatically via your active zaps.

Complete Guide

How to Send Calendar Invites: The Complete Guide

Everything that need to send calendar invite

When you send a calendar invite, you're sending a structured event file (called an .ICS file) directly to someone's email inbox. Their email client, whether Gmail, Outlook, or Apple Mail, recognizes it and offers them a one-click action and that is Add To Calendar. A good calendar invite includes the event title, date, time, location or meeting link, and a description. When accepted, it syncs to the attendee's Google Calendar, Outlook Calendar, or Apple Calendar automatically.

How to create a calendar invite in Let's Calendar?

There are two ways to create a calendar invite: manually (one at a time using Google Calendar or Outlook) or at scale using the Let's Calendar Tool. For individuals sending a single meeting, the native approach works fine. For teams sending to dozens, hundreds, or thousands, Let's Calendar with Zapier is the right solution.

Step 1

Create Account

Create an account on Let's Calendar website

Step 2

Configure Email

Configure your email service that you are currenly using for email communication.

Step 3

Create A Campaign

Add calendar invite details like subject, event start date & time, calendar description

Step 4

Upload Contacts

Contacts can be added via .csv, Zapier, Zoom

Step 5

Send Invites

Calnedar Invites will be received quickly with no Let's Calendar branding.

How to make a calendar invite feel personal

The biggest mistake teams make when they send calendar invites in bulk is sending generic, impersonal emails. Let's Calendar uses dynamic parameters (variables) so each invite includes the recipient's name, making every calendar invite feel individually crafted, even when thousands go out at once.

Scenarios

How to Do a Calendar Invite: 5 Common Scenarios

Webinar Registration

Connect Typeform or Google Forms → Zapier → Let's Calendar. Every registrant gets an automatic calendar invite the moment they sign up.

Event Registration

Connect Event Management Tool → Zapier → Let's Calendar. Every registrant gets an automatic calendar invite the moment they sign up.

CRM Deal Stage Change

When a HubSpot deal moves to "Demo Booked", Zapier triggers Let's Calendar to send a meeting calendar invite instantly.

New Spreadsheet Row

Have a Google Sheet of attendees? Add a row → Zapier triggers → calendar invite sent automatically. The simplest way to send a calendar invite from a list.

E-commerce / Ticket Purchase

Connect to Eventbrite or Shopify. When a ticket or product is purchased, automatically send a calendar invite for the event date.

Course or Onboarding Enrolment

Connect your LMS or Calendly. Every new student or new hire gets a calendar invite for their first session without HR lifting a finger..

Triggers

What Can Trigger a Calendar Invite?

Any event in any connected app can kick off an automated calendar invite workflow through Zapier.

Event Management Tools Any tool that store the event participant data can trigger to Let's Calendar, gives maximum flexibility to send invites.

Form Submission Typeform, Google Forms, Jotform—any form fill instantly triggers a calendar invite to the respondent.

CRM Contact Added HubSpot, Salesforce, Pipedrive—new contacts or deal stage changes auto-trigger meeting invites.

Spreadsheet Row Added A new row in Google Sheets or Airtable immediately sends a calendar invite to that contact.

Ticket Purchase Eventbrite, Shopify—a purchase event triggers an automatic calendar invite for the booked date.

Webhook / Custom App Any app that fires a webhook can trigger Let's Calendar, giving maximum flexibility for custom workflows.

FAQ

Frequently Asked Questions

Connect Let's Calendar to Zapier, choose your trigger app (e.g. Google Forms, HubSpot), and map the contact fields. Once your Zap is active, every new contact automatically receives a personalised calendar invite sent from your own email identity, every hour as new entries arrive.

Create a campaign in Let's Calendar with your event details, then use Zapier to sync your attendee list from any source CRM, Google Sheets, registration forms. Let's Calendar sends each person a personal 1:1 calendar invite. There's no limit on the number of contacts or campaigns.

Let's Calendar uses dynamic parameters, including the recipient's first name and last name, a unique reference number, or any custom field from your Zapier trigger. Every calendar invite feels individually written, even when thousands are sent simultaneously.

Edit your campaign in Let's Calendar and click "Send Update". All attendees, including those synced via Zapier receive an updated calendar invite. Their existing event entry is updated automatically in Google Calendar, Outlook, or Apple Calendar.

No. Let's Calendar handles all ICS file generation automatically. You simply fill in your event details in the campaign editor, and Let's Calendar creates a perfectly valid ICS file in iCal format for every single attendee. You never need to write or edit an ICS file manually.

Let's Calendar checks for new Zapier-synced contacts every hour. Any contact that enters your trigger app (form, CRM, spreadsheet) will receive their calendar invite within 60 minutes, no manual intervention required.

A free Zapier account works for basic single-step Zaps. For multi-step workflows or high-volume contact syncing, a paid Zapier plan may be needed. Let's Calendar itself offers a free trial with full Zapier integration, you can test the entire workflow before committing to any subscription.