When you share calendar content with AddCal, you have three options: add individual events to someone's calendar, send a calendar invite, or let people subscribe to your whole calendar. They behave differently, so pick the one that matches how your events change over time.
The short version: an Add to Calendar link creates a one-time, static copy that never changes again. Both calendar invites and calendar subscription keep attendees on current details, so use one of those if your event might move.
Adding individual events
Individual events are static, one-time additions. When someone clicks an Add to Calendar link for an event, they download a snapshot of that event's details as they are at that moment.
Key characteristics:
Write-once: once added to someone's calendar, the event cannot be updated remotely.
Static: the details stay exactly as they were when first added.
No ongoing connection: there is no link between your original event and the copy in the recipient's calendar.
Individual control: recipients can edit or delete the event in their own calendar without affecting anyone else.
Best for:
One-time events such as conferences, workshops, or parties.
Events with finalized details that will not change.
Cases where you want attendees to have full control over their own entry.
Because an individual event cannot be updated after it is added, use calendar invites or RSVPs for events that might change. RSVP lets you:
Collect attendee email addresses.
Send notifications about time changes, cancellations, or updates.
Stay in contact with your audience after they have added the event.
Calendar invites
A calendar invite is a real email invitation, the same kind you would send from Outlook or Google Calendar. The attendee gets native Yes, No, and Maybe buttons in their mail app, and accepting puts the event straight into their calendar.
Key characteristics:
Edits sync: once someone accepts, changes you make to the event reach their calendar copy. AddCal asks you to confirm before sending an update, so nothing goes out silently.
Cancellations reach them: deleting the event can remove it from attendees' calendars.
You see who is coming: replies come back to AddCal as Accepted, Declined, or Maybe.
Per event, not per calendar: an invite covers the one event you sent it for.
Needs an email address: you have to already have the attendee's address, or they have to enter it on your event page. That is a step more than clicking Add to Calendar, and some people will not hand over an email.
Best for:
A single event whose date, time, or location may still move.
Attendee lists you already have, since you can invite people directly or import a list.
Cases where you need to know who has accepted.
Calendar invites are a Business plan feature. See Send calendar invites for an event.
Calendar subscribers
Subscribing creates a dynamic, ongoing connection between your AddCal calendar and a subscriber's calendar. When someone subscribes, they get a live feed of your events.
Key characteristics:
Always in sync: subscribers automatically receive all current and future non-draft events.
Updates flow through: changes to an event's time, location, or details appear in subscribers' calendars.
Full coverage: subscribers get every public event on your calendar, not just one.
Automatic additions: new events you create appear in subscribers' calendars.
Best for:
Ongoing event series such as weekly meetings, monthly webinars, or seasonal programs.
Organizations with regular programming.
Events whose details may change.
Cases where your audience always needs the most current information.
Calendar updates typically sync within 24 hours, though the exact timing depends on the subscriber's calendar app. For more on sync timing, see Calendar Subscriber Update Delays.
Choosing the right method
Use individual events when:
Your event details are finalized.
You are hosting a one-time occurrence.
You want attendees to fully control their own calendar entry.
You do not expect to communicate changes.
Use calendar invites when:
You are running a single event whose details might still change.
You want changes to reach people who already added the event.
You need a list of who has accepted, declined, or not replied.
You already have the attendees' email addresses.
Use calendar subscription when:
You host regular or recurring events.
Event details might change (time, location, or format).
You want your audience to always have current information.
You are building an ongoing relationship with your audience.
You want to share multiple events in one step.
Getting started
To create your first calendar, see Creating and Sharing Your First Calendar. If you are unsure which method fits your events, contact our support team.