Managing Calendar Invitations

With your booker invited as a participant to the booking, the event will be automatically added to their calendar. They will also receive an email invitation to that event from your calendar provider, and a confirmation email from YouCanBook.me. Too much communication? You can manage all of these.

In this article:

Delete YouCanBook.me confirmation email
Remove your booker as a participant
Turn off invitation responses (Google)

Delete YouCanBook.me confirmation email

If you want to reduce the amount of communication you send to your booker, you can choose remove the confirmation email to your booker. They will just receive the calendar invitation email generated by your calendar provider. 

To do this, navigate to Notifications > Actions on your booking page. In the first section, After new booking made, hover over the Confirmation email to booker to delete this email. 


If you decide to do this, you'll want to make sure that your calendar event email has all of the details on the appointment that your booker will need. Edit the body of the calendar event under Notifications > Calendar Events

Avoid using Markdown to format your text, as the formatting will not be converted when the event is added to the calendar. In addition use the following shorthand codes to display links:
  • {ZOOM-LINK} to display the YouCanBook.me generated zoom link
  • {CANCEL-LINK} to allow the booker to cancel the booking and trigger any notifications setup under Notifications > Actions > If booking cancelled by booker
  • {RESCHEDULE-LINK} to allow the booker to reschedule the booking and trigger any notifications setup under  Notifications > Actions > If booking rescheduled by booker

You can also set up reminder emails or SMS to send before the booking - they can be sent days, hours or minutes before the start of the event to help reduce no shows. 

Remove booker as a Participant

If you're satisfied with YouCanBook.me sending the confirmation email and you want to stop the additional calendar invitation emails from sending to your booker, you can turn off the Participants feature. This is done under Notifications > Calendar events

If you are inviting other colleagues to the event, simply remove "all booking form emails" from the participant field to prevent your booker from receiving the calendar invitation email. 

Toggling this setting off will stop those calendar invitation emails from your calendar provider, but it also means that the event will not be automatically added to the bookers' calendar. The booker will need to use the Add to Calendar buttons in their confirmation email to add the booking to their own calendar. 

You can edit that calendar event they will manually add to their calendar by clicking Booker Calendar Event in the top right corner under Notifications > Calendar events. Be sure to add all the details they need to see on their calendar. 

Avoid using Markdown to format your text, as the formatting will not be converted when the event is added to the calendar. In addition use the following shorthand codes to display links:
  • {ZOOM-LINK} to display the YouCanBook.me generated zoom link
  • {CANCEL-LINK} to allow the booker to cancel the booking and trigger any notifications set up under Notifications > Actions > If booking cancelled by booker
  • {RESCHEDULE-LINK} to allow the booker to reschedule the booking and trigger any notifications set up under  Notifications > Actions > If booking rescheduled by booker


Once you've turned off Participants, the notifications YouCanBook.me sends to your booker becomes event more important. You'll want to make the confirmation email clear that the booker will need to manually add the booking to their calendar using Add to Calendar buttons. 

You can manually add these buttons to your confirmation email with these shorthand codes:

{ADD-TO-GOOGLE} {ADD-TO-MSLIVE} {ADD-TO-ICS}


You can add these same buttons on the After Booking confirmation page to encourage the booker to add the event to their calendar.


You can also set up reminder emails before the booking - they can be sent days, hours or minutes before the start of the event to help reduce no shows. 

Turn off invitation responses (Google Calendar)

You may want to turn off invitation responses in your own Google calendar settings. You will still send out the initial invite to your booker, but you won't receive additional emails if a booker accepts the booking onto their calendar. 

In Google calendar settings, select the calendar YouCanBook.me is adding the bookings to, and beneath that calendar, select Other Notifications.

For the option Event responses, set this to None