How Bevy sends calendar invites when people register, and how to refresh or cancel those invites when you change or cancel an event.
When someone registers for your event, Bevy can help them save the date with a calendar invite (an ICS file) and Add to calendar links. You do not send calendar invites as a separate action. Accurate times and timezone on the event, then publish and notify when details change, keep attendees’ calendars in sync.
What attendees receive
On ticket confirmation and related registration emails (when ICS attachments are enabled for your community), attendees typically get:
- An .ics calendar attachment with the event title, short description, start and end times, and location or virtual join details.
- An Add to line with links for Google, Outlook, iCal, and Yahoo (when the email template includes that component).
After registration, attendees may also see Add to calendar on the event or ticket confirmation experience, with options such as iCal, Google, Yahoo, Outlook, and Outlook live.
Some email apps add the invite automatically when they open the ICS attachment. Others require the attendee to open the file or accept the invite. Bevy does not push the event into a calendar without that step.
| Detail in the invite | What Bevy uses |
|---|---|
| Title | Event title |
| When | Event start and end, encoded in UTC so calendar apps can show the correct local time |
| Where | Venue address for in-person or hybrid; virtual join URL for virtual (and in the description for hybrid when available) |
| Description | Short description, plus virtual URL and instructions when the event is virtual or hybrid |
| Reminder | A 15-minute display alarm in the ICS file |
Set times so calendar invites are correct
- When you create or edit the event, set the start and end date and time in the event’s timezone (the timezone shown on Details / create flow).
- Do not convert the time to UTC yourself before entering it. Enter the local event time and keep the correct timezone selected.
- Select Save draft or Publish.
Important: Bevy stores and sends invite times in UTC behind the scenes. Entering a “UTC-adjusted” time on purpose is the most common reason invites show the wrong hour for attendees.
For creating events and choosing timezone, see Create and configure events.
Send calendar updates after you change the event
If you change details that should refresh attendees’ calendars (for example time, location, or title):
- Edit the event and select Publish.
- When Bevy asks Event published. Send updates? (or whether to send updates to attendees), choose Send.
That sends the event-updated email with a new ICS attachment so attendees can refresh the invite. If you choose not to send, attendees’ calendars stay on the previous details until they add the event again another way.
For the full publish and edit flow, see Manage and edit an event.
Tip: Attendees may need to open or accept the updated ICS in their email or calendar app. Bevy cannot force every calendar provider to overwrite an existing event without that step.
Calendar cancellations when you cancel the event
When you cancel an event and automated emails are allowed, Bevy can send the default Event Canceled message to people with a ticket. That email can include a cancellation ICS (METHOD:CANCEL) so many calendar apps remove or mark the event canceled.
Steps and what cancel does (and does not) change: Cancel an event.
Turn off ICS attachments for the community
There is no per-event switch in the Event Dashboard to disable calendar invites. Community admins who use the Style Editor can turn off Allow ICS attachments (Functionality). That stops attaching the .ics file to ticket confirmations and event update or cancel emails.
Email templates may still show Add to calendar links even when attachments are off. Organizers without Style Editor access should ask a community admin or Bevy Support.
Note: Related Style Editor options about the ORGANIZER email inside ICS files are for deliverability and spam control. Leave those to HQ or Support unless you have been asked to change them.