Managing Calendar Invitations (V2)

When a booking is made, YouCanBookMe adds an event to the host's calendar and sends a calendar invitation to the booker. In YouCanBookMe V2, team booking pages use a host/co-host model that changes how calendar invitations are distributed across team members.

Available on: Individual, Professional, and Team plans

Host and co-host model (V2 team pages)

On team booking pages in V2:

  • The host is the primary owner of the calendar event. The booking is added to the host's calendar, and they are shown as the organizer.

  • All other team members assigned to the booking are co-hosts. They receive a calendar invitation as a guest, just like the booker — the event is added to their calendar automatically.

This means team members no longer need to manually accept events or rely on a shared calendar. Each co-host receives their own calendar invitation directly.

Controlling who the host is

The host is determined by your Collection settings. To change the host on a team booking page:

  • Go to Org Settings > Collections and open the relevant Collection.

  • The participant marked as the Host in the Collection configuration will be the calendar event organizer for bookings through that page.

💡 Only one participant can be the host per booking. If you are using a round-robin or other allocation strategy, the host will be whichever team member is assigned to that specific booking.

Remove the YouCanBookMe confirmation email to the booker

If you want to reduce the volume of communications sent to your booker (since they will also receive a calendar invitation from your calendar provider), you can delete the confirmation email:

  • Go to your booking page settings > Notifications.

  • In the After new booking made section, hover over the Confirmation email to booker and click the trash icon to delete it.

If you remove the confirmation email, make sure your calendar event body contains all the information the booker needs (meeting link, location, cancellation/reschedule links, etc.).

Stop the calendar invitation from going to the booker

If you prefer YouCanBookMe to handle all communications (and not have your calendar provider send a separate invite), you can turn off participant invitations:

  • Go to booking page settings > Notifications > Calendar Events.

  • Toggle off Invite participants to your calendar event.

With this off, the booker will not automatically receive a calendar invitation. You should add "Add to Calendar" buttons to your confirmation email so the booker can add the booking to their own calendar manually. Use the shorthand codes {ADD-TO-GOOGLE}, {ADD-TO-MSLIVE}, and {ADD-TO-ICS} in your email template.

Turn off invitation response emails (Google Calendar)

To stop receiving emails every time a booker accepts a calendar invitation:

  • Go to Google Calendar Settings.

  • Select the calendar that YouCanBookMe adds bookings to.

  • Under Other Notifications, set Event responses to None.

For further questions, contact our team at support@youcanbook.me.

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