> ## Documentation Index
> Fetch the complete documentation index at: https://docs.apten.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Calendar Invitations

> Let Apten email a calendar invitation once a lead confirms an appointment time

## Overview

The **Send Calendar Invitation** tool lets Apten email a lead a calendar invitation after they confirm an appointment time. The lead can accept or decline the invitation directly in supported email clients, and every invitation also includes a downloadable `.ics` file as a fallback.

Use it for campus tours, consultations, demos, or any appointment where you want the time to land on the lead's calendar instead of only in the conversation.

## Enable Send Calendar Invitation

Calendar invitations are **opt-in per profile** and are sent by email, so the profile needs email turned on.

1. Go to **Build & Test** and open the customer profile
2. Click **Edit Profile**
3. In the **Email** section, turn on **Email features** if it isn't already on
4. In the **Tools** section, under **Global tools**, add **Send Calendar Invitation**
5. Tell the AI when to send an invitation in the profile description or the relevant flowchart step (for example, "After the lead confirms a tour time, send them a calendar invitation.")
6. Deploy the profile

![Send Calendar Invitation added under Global tools](https://mintcdn.com/apten/JEtA9m9ev-gMNWIZ/images/calendar-invitation-tool.png?fit=max\&auto=format\&n=JEtA9m9ev-gMNWIZ\&q=85\&s=5692b2ef2378896e1908b33b301715db)

> [!NOTE]
>
> Apten only sends an invitation when the profile instructions or the lead's
> request call for one. A confirmed appointment on its own is not enough, so
> include an instruction if you want invitations sent automatically.

## Configure the Invitation

In the profile's **Email** section, **Calendar Invitation Details** controls what the invitation contains:

* **Event title** is optional. If left blank, the title is "Appointment - *your company name*".
* **Duration in minutes** is optional. Without a duration, the invitation has a start time only.
* **Description** is optional text shown in the event body, such as what to bring or what to expect.

![Calendar Invitation Details in the profile Email section](https://mintcdn.com/apten/JEtA9m9ev-gMNWIZ/images/calendar-invitation-details.png?fit=max\&auto=format\&n=JEtA9m9ev-gMNWIZ\&q=85\&s=17d7c63a3e211e849cf9a58140e8567b)

Invitations use the profile's email sending address as the organizer. Because these settings are per profile, different profiles can send different event titles and descriptions.

## How It Works in Conversations

* **Email conversations:** once the lead confirms a date and time, Apten replies with the invitation attached in the same email.
* **SMS conversations:** if the lead confirms a time over text and has an email address on file, Apten can email the invitation and let them know it's on the way.
* **Dates and times** in the email are spelled out in the lead's time zone, so the weekday and date always match the invitation.
* Apten won't resend an invitation for the same appointment when the lead simply replies "thanks."

## Limitations

* Invitations are sent by email only. They aren't available in webchat conversations or during voice calls.
* Invitations are for a single, timed event. All-day events, recurring events, updates, and cancellations are not supported.
* Invitations don't include a location or meeting link. Add those details to the **Description** if you need them.
* Sending an invitation does not book time on your team's calendar, and RSVP responses are not tracked in Apten. Use a scheduling tool if you need to reserve availability.

## Related

* [Customer Profiles](/tutorials/customer_profiles.md): profile description, flowchart, and settings
* [Settings → Email](/tutorials/settings.md#email): verified sending domains and sender addresses


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