How to Send Calendar Invites via Text Message

With its high delivery and engagement rates, SMS is the ideal channel for sending calendar invites and event reminders for everything from client meetings to patient appointments to event announcements.

By automating this process via SMS, your business can dramatically reduce no-shows and boost attendance. Learn how to create and send calendar invites via text, including best practices for successful messages.

Why Use Text Messages for Calendar Invites?

Whether you're thinking about switching from email invitations to text or you're setting up a scheduling system for the first time, SMS is a smart choice for marketers and event planners in any industry. Here are just a few reasons to prioritize SMS appointment scheduling and event invitations:

• High Delivery Rates: SMS messages have an average delivery rate of 98%, and recipients typically read texts within seconds of getting notifications. Use SMS to make sure your target audience sees and acknowledges your calendar invites.
• Reduced No-Shows: When more people read and respond to your invitations, the better your attendance rates look. Use text messages to reduce no-shows and get more people to attend your events and appointments.
• Ease of Use: Invitees can open and use calendar invites without downloading additional apps, logging into other systems, or opening their email account. SMS can be used to schedule meetings, appointments, and events using a method that's simpler for everyone.

How to Send Calendar Invites via Text: Step-by-Step Guide

Follow these steps to create and send calendar invites via SMS.

Step 1: Choose an SMS Platform

When you send texts for business purposes, personal messaging apps like iMessage won't meet your needs. Instead, you need an SMS platform like Sakari to send mass texts to your contact list.

With Sakari, you can manage subscribers and create reusable messaging templates. Plus, Sakari integrates with CRM systems, scheduling tools, and calendar apps, which simplifies calendar invites.

Step 2: Create a Calendar Event

Use a tool like Google Calendar, Apple Calendar (for Mac, iPad, and iPhone users), or Microsoft Outlook Calendar (for Windows and Android users) to create a new event. For example, open Google Calendar and add the following event details:

• Title
• Date
• Starting and ending time (including time zone)
• Location (physical or digital)

It's also helpful to include a brief description, especially for public events. Briefly explain what invitees can expect during the event or why they should attend.

Step 3: Generate a Calendar Invite Link

Next, generate an invite link from the calendar event. For example, after creating an event with Google Calendar, open the dropdown menu and opt to publish the event. Then, copy the event link.

Step 4: Send the Invite via SMS

Open your SMS platform and compose a new message or use a template. With Sakari, you can add neatly formatted links to your texts. From the new message interface, click to set up a new link. Then, input the URL and a title.

Include a brief call to action (CTA) before the link, prompting recipients to click on it. Then, insert the event link at the end of the message.

When people receive the invitation via text, they'll get a prompt to download the linked .ics file. Then, they can import the event to their calendar without having to input the details manually.

Step 5: Confirm RSVPs and Automate Follow-Ups

Inviting people to your event is just the first step in the process. Next, automate follow-up messages to increase attendance and reduce no-shows.

After attendees register for your event or book an appointment, send a confirmation. Then, send at least one reminder to keep the event top of mind with participants.

Best Practices for SMS Calendar Invites

Keep these best practices in mind to get better engagement and more RSVPs to your invitations.

Send Clear, Concise Messages

The most effective text messages are designed to be read in just a few seconds while recipients are on the go. Send clear, concise texts to get your message across and secure more positive RSVPs.

Keep in mind that each SMS segment has a 160-character limit. Whenever possible, keep message copy below 100 characters. Conclude with a clear call to action and a calendar invite link.

Use Personalization

Generic messages are easy for recipients to ignore. As a result, sending them can reduce reply rates and decrease attendance, causing you to miss sales and marketing goals.

Instead of sending the same message to everyone, add personalization. Automatically insert first names and event or appointment details into each text, adding personalization without creating extra manual work.

Consider Your Timing

Make every invitation and reminder count by sending them at the optimal times. Send the initial invitation well in advance of the event to give participants plenty of opportunity to block time on their calendars.

Then, use text message scheduling to send reminders 24 hours and one hour before the start time. For added convenience, include the appointment details or a link to the event landing page.

Comply with Opt-In Requirements

SMS is a permission-based channel. Before texting anyone's phone number, get their consent by sharing a sign-up form, a QR code, or an opt-in keyword.

Make it just as easy for subscribers to opt out. Allow anyone to unsubscribe using a simple keyword like "STOP," and process any opt-out requests as quickly as possible

Common Use Cases for SMS Calendar Invites

Curious how to include more calendar events in your SMS marketing? Here are a few ideas for various industries:

• Healthcare: Send appointment details after booking and reminders prior to the appointment.
• Sales Teams: Share event details for discovery calls and product demos to reduce no-show rates.
• Education: Remind parents and families about parent-teacher conferences and school events.
• Event Management: Share invitations, attendance confirmations, and event countdowns with participants.

Tools for Sending SMS Calendar Invites

Create a simple system for sending calendar invites with these tools:

• SMS Platform: Use an SMS marketing platform like Sakari to handle contact lists, design message templates, and schedule messages. Choose one that easily integrates with the tools below.
• Calendar App: Use Google Calendar, Outlook Calendar, Apple Calendar, or a third-party tool to create events and .ics links.
• CRM Tool: Store contact lists and event RSVPs in your CRM. Sync it with your SMS platform to streamline your invitation and reminder processes.
• Automation Workflows: Set up SMS automations with a platform like Sakari to send invitations and reminders for recurring events.

Challenges and How to Overcome Them

Use our suggestions to avoid common issues when sharing calendar invites via SMS.

Lack of Native SMS Invitation Tools

Few SMS marketing platforms have built-in scheduling tools. However, this limitation doesn't have to prevent you from sending calendar events via text.

Instead, choose an SMS messaging app that integrates with your preferred scheduling tools. This way, you can efficiently send invitations to SMS subscribers.

Calendar Compatibility Issues

Links for Google Calendar aren't compatible with Apple Calendar and vice versa. To make your event links work across calendar types, use a third-party calendar link app.

Alternatively, create the .ics file manually. However, note that using this kind of calendar invitation template requires extra manual work.

Formatting Issues and Broken Links

Sending SMS messages that are difficult to read or that contain broken links can reduce engagement rates or even cause recipients to unsubscribe.

To avoid these problems, create reusable messaging templates and preview them to check how they look. Use a reliable SMS platform with a calendar tool integration to prevent broken links.

Recipient Privacy and Data Security

When you use SMS to communicate with patients, customers, or members, you have to adhere to SMS privacy guidelines and data regulations.

Use an SMS service that securely stores customer data, encrypts messages, and uses SSL protocols to protect messages and sensitive information.

Why Choose Sakari for SMS Calendar Invites?

Sakari does much more than securely store contact lists, build messaging campaigns, and schedule texts. Our SMS software also:

• Automates Invitations: Save time and limit manual tasks. Use our automated texting software to send invitations and reminders at the right time every time.
• Integrates with Scheduling Tools: Sakari integrates with Google Calendar, CRMs like HubSpot and Pipedrive, and dedicated scheduling tools like Acuity.
• Shares Real-Time Analytics: Check delivery reports and track RSVPs in real time with our powerful analytics. Use our insights to optimizeSMS campaigns and improve results.
• Provides a User-Friendly Experience: Our SMS platform is designed for intuitive navigation and easy campaign setup. And our support team is available for expert advice.
• Offers Cost-Effective Messaging: Sakari uses a monthly subscription model with affordable SMS pricing for businesses of every size, making it easy to scale your efforts.

Start Sending Calendar Invites via SMS

From healthcare providers and educational institutions to sales teams and event planners, every industry can use SMS to send calendar invites and reminders. By automating the process with Sakari, you can efficiently manage invitations while improving both engagement and attendance.

Start using Sakari to simplify your SMS calendar invites. Sign up for a free trial of Sakari and start automating event invitations and appointment reminders today.

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