Managing training sessions is now easier and more efficient. With calendar invites, you can automatically notify participants and ensure sessions appear directly in their work calendars (such as Google or Outlook). This helps reduce missed sessions and avoids scheduling conflicts.
This feature is only functional for valid emails. You need to connect a valid email to Factorial calendar.
Overview
The Send Calendar invites feature allows training managers to automatically send calendar invitations to all participants in a training session. These invites are based on the session schedule and will update automatically if any changes are made.
When and why it should be used
Use this feature when:
- You want to save time by avoiding manual invite creation
- You run frequent or recurring training sessions
- You want to ensure participants receive reminders and see sessions in their calendars
- You want to reduce no-shows and scheduling conflicts
How to use
- In your sidebar, go to Training
- Within a course, go to the Training groups tab
- Select a training group
- Create a new session
- During session creation (in the creation wizard, modal, or side panel), locate the Send Calendar invites toggle at the bottom
- Enable the toggle
- If prompted, connect your calendar:
- Go to your profile preferences and connect your calendar, or
- Click the Connect button shown in the message to complete the setup
- Save the session
- Once enabled:
- All participants in the training group will receive a calendar invite via email
- The event will reflect the session’s date and time
- Any updates to the session will automatically sync with the calendar invite
If invites are not being sent, make sure your calendar is connected in your profile settings.
If participants didn’t receive the invite, ask them to check their spam or junk folder and confirm their email address is correctly set in the platform.
Tips and best practices
- Ensure your calendar is connected before enabling the feature to avoid interruptions
- Double-check session details (date, time, timezone) before sending invites
- Use clear session titles so participants can easily identify the training in their calendar
- Inform participants to accept the invite to receive reminders
FAQ
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Do I need to send invites manually after enabling the toggle?
No. Invites are sent automatically to all participants once the feature is enabled.
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What happens if I update a session after sending invites?
The calendar invite will automatically update with the new session details.
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Can I use this feature without connecting a calendar?
No. You must connect a valid calendar to enable and send invites.
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Will all participants receive the invite?
Yes, as long as they belong to the training group and have a valid email address.