Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/AE/CalendarReminders.htm

## Adding Calendar Reminders to Events Management Approved Emails

End users can include an .ICS file in their Approved Emails sent for Events Management to provide recipients a calendar reminder for their upcoming event. This provides an easy way for attendees and speakers to be reminded when an event is scheduled to occur, improving engagement and attendance.

**Who can use this feature?**

* Content Creators - Browser
* [Using Calendar Reminders in Approved Emails](#Using)
* End Users - Browser, iPad
* [Using Calendar Reminders in Approved Emails](#Using)
* Users require Approved Email and Events Management Licenses

### Configuring Calendar Reminders for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#)

To configure this feature, ensure [Using Approved Email for Events Management](ApprovedEmailforEM.htm) is complete.

### Using Calendar Reminders in Approved Emails as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Content Creators](#)

To add a calendar reminder to Approved Email content used for Events Management, add the {{addToCalendar}} token to the appropriate Email Template. Content Admins can add this token to the Email Template manually or with the [BEE Editor](https://commercial.veevavault.help/en/gr/33820/).

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

When this token renders in an Approved Email, an .ICS file attaches to the email with the following information based on the corresponding event, speaker, and attendee:

* Fields included from the corresponding em\_event\_\_v record:
* start\_time\_\_v
* end\_time\_\_v
* event\_display\_name\_\_v

  If this field is not populated or the user does not have read permission to the field, the name\_\_v field is used instead.
* location\_\_v
* meeting\_link\_\_v - Only populates if Hosting a Virtual Event using Zoom Meetings is configured
* Fields included from the corresponding em\_attendee\_\_v or em\_event\_speaker\_\_v record for the recipient:
* webinar\_participant\_url\_\_v – Only populates for speakers if the event is a [virtual event](../VirtualEvents/HostingVirtualEvents.htm)
* webinar\_panelist\_url\_\_v – Only populates if the event is a [virtual event](../VirtualEvents/HostingVirtualEvents.htm)
* The {{insertEngageANDZoomJoinURL}} token. See [Joining a Virtual Event via Zoom®](../VirtualEvents/VirtualEventZoom.htm) for more information.

Updates to existing calendar invitations are not supported. If an event is rescheduled, or other key attributes of the event are updated, end users should resend the email with a new .ICS attachment.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Email Recipients](#)

When attendees or speakers of an event receive an Approved Email containing the {{addToCalendar}} token, they can directly add the event to their calendar, depending on the email client used to view the email.

![](../../../Resources/Images/Events/AE/CalendarReminder.png)

Updates to existing calendar invitations are not supported. If an event is rescheduled, or other key attributes of the event are updated, end users should resend the email with a new .ICS attachment.

### Related Topics

[Using Approved Email for Events Management](ApprovedEmailforEM.htm)

[Creating Approved Email Templates](../../Multichannel/ApprovedEmail/CreatingContent/CreatingAETemplates.htm)

[Hosting a Virtual Event using Engage](../VirtualEvents/HostingVirtualEvents.htm)

[Using the BEE Email Template Editor](https://commercial.veevavault.help/en/gr/33820/)