Calendar File Generator

Owned by Matthew Miao
Jul 28, 2024
3 min read

In this tutorial, we will learn how you can generate ICS files to enable users to add meetings directly to their calendars, whether on desktop, mobile, iOS, or Android devices.

Generating Calendar Files in Live Chat:

One powerful use case for calendar integration is enabling live chat agents to generate appointments within chat conversations. By utilizing the calendar file generator, agents can seamlessly create a meeting event that users can add to their calendars. Here's how it works:

Within the live chat conversation, locate the "Calendar File Generator" option at the bottom.

att_92_for_726270013.png

 

Click on it to open a new window where you can customize the meeting details.

att_59_for_726270013.png

  • Provide a name for the meeting, such as "Follow-up meeting"

  • Set the start and end dates and times for the meeting.

  • Specify the location, whether it's a physical address or a virtual meeting platform like Zoom.

  • Add a description, such as "Weekly Follow-up meeting."

  • Optionally, include a URL related to the meeting, like your website.

  • Save the generated ICS file, which will appear in the lower-left corner of the live chat conversation.

When you're ready, send the file to the user, who can download and add it to their calendar.

Adding the Meeting to Calendars:

 

Once the user receives the ICS file, they can seamlessly add the meeting to their calendars. Here's a step-by-step guide:

When the user opens the file, it will open a browser tab displaying an overview of the meeting details.

  • They will see the meeting information, including the meeting name, date, time, and description.

  • To add it to their calendar, they can click the "Add to Calendar" option.

  • They will be prompted to choose a calendar application or service (e.g., Google Calendar).

  • Once selected, the event will be added to their calendar, allowing them to access all the details and even set reminders.

Calendar Integration in Flows:

Calendar integration is not limited to live chat conversations. You can also incorporate it into flows for further automation. Here's how to use it within a flow:

  • In the flow, add an action block and select "Advanced Actions."

  • Choose the "Calendar File Generator" option and edit the action.

  • Customize the meeting details as required, including dynamic variables for start and end times.

  • Save the meeting link to a custom field for future use.

  • Display the meeting link within a text block or use a button to provide easy access.

Send the link to users via SMS, email, or any preferred communication channel.

When users click the link, they can add the meeting to their calendars, just like in the live chat scenario.