Embed Calendar in HubSpot Emails: A Step-by-Step Guide

Jason Gong
July 2, 2024

Embed calendar links in HubSpot emails to boost engagement.

By the way, we're Bardeen, we build a free AI Agent for doing repetitive tasks.

If you use HubSpot, you might love Bardeen's AI for sales. It helps automate email outreach and lead generation, saving you time and increasing efficiency.

Adding a calendar to your HubSpot email is a powerful way to boost event attendance and user engagement. In this step-by-step guide, we'll show you how to integrate Google Calendar, Outlook Calendar, and Apple Calendar events into your HubSpot marketing emails. By providing recipients with the ability to add events directly to their calendars, you'll make it easier for them to stay informed and involved with your brand.

Integrating Google Calendar into HubSpot Emails

To create a Google Calendar event for email marketing, start by opening Google Calendar and clicking on the desired date and time. Fill in the event details, including the title, description, and location. Ensure the event is set to "Public" so it can be shared via email.

Next, navigate to the event and click on the "More actions" dropdown menu. Select "Publish event" to generate a public link for the calendar event. Copy this link to your clipboard.

  1. In your HubSpot account, create a new marketing email template or open an existing one.
  2. Place your cursor where you want to insert the calendar link and click the "Insert/edit link" button.
  3. Paste the public Google Calendar link into the URL field and click "OK" to embed it in your email.

By following these steps, your email recipients can easily add the event to their own Google Calendars by clicking on the embedded link. This seamless integration encourages higher event attendance and engagement with your HubSpot email marketing campaigns.

Setting Up Outlook Calendar Invites in HubSpot

To create an Outlook calendar appointment for email integration, start by opening your Outlook calendar and clicking "New Appointment" or "New Items" and selecting "Appointment" from the dropdown menu. Set up the event as an appointment rather than a meeting, as this invite will be sent to individual recipients and not other contacts on your Outlook calendar.

Add relevant details for the event, such as:

  • Event name
  • Location
  • Time
  • Event description
  • URL of your event's landing page
  • Optional event alert

Click "Save and Close" to save the event to your Outlook Calendar. Then, find the event on your calendar and create an .ics file:

  1. For Outlook for Windows, click the appointment, then click the down arrow below the "Forward" button in the top left, and select "Forward as iCalendar." Right-click the attached iCalendar and save it to your desktop.
  2. For Outlook for Mac, click and hold on the event, then drag and drop it out of Outlook calendar and onto your desktop to create an .ics file.

To add the .ics file to your HubSpot marketing email:

  1. In your HubSpot account, go to Library > Files and click "Upload Files." Select the .ics file from your computer.
  2. Once uploaded, click the file name and copy the URL from the right panel.
  3. Navigate to Marketing > Marketing Email, hover over the email you want to update, and click "Edit."
  4. Insert an image or text for recipients to click and add the event to their calendar. Highlight the image or text, click the link icon in the rich text toolbar, and paste the .ics file's URL into the URL field.
  5. Click "Add link" to complete the process.
Bardeen can save you valuable time when working with Outlook and HubSpot. Use this copy calendar events playbook to easily manage your events and emails.

Adding Apple Calendar Events to HubSpot Emails

To create an event in Apple Calendar for your HubSpot email campaign:

  1. Open the Calendar app on your Mac and click the "+" button in the top left corner.
  2. Enter the event details, such as the name, location, date, time, and any relevant notes.
  3. Click on the event to open it, then click "Edit" in the top right corner.
  4. In the "Alert" section, choose "Custom..." from the dropdown menu and select "Email" as the alert type.
  5. Enter the email address where you want to send the .ics file, then click "OK" to save the changes.
  6. Right-click the event in your calendar and select "Export" to generate an .ics file.
  7. In the save dialog box, choose your desktop as the save location and click "Export."

Now that you have the .ics file, follow these steps to upload it to your HubSpot file library:

  1. In your HubSpot account, navigate to Marketing > Files and Templates > Files.
  2. Click "Upload files" in the top right corner and select the .ics file from your desktop.
  3. Once uploaded, click the file name to open the details panel and copy the file URL.

To add the Apple Calendar event to your HubSpot email template:

  1. Go to Marketing > Email and either create a new email or edit an existing one.
  2. In the email editor, click the "Insert" dropdown menu and select "Link."
  3. Choose "Web address" as the link type, paste the .ics file URL, and select the text or image you want to link.
  4. Click "Insert" to add the calendar link to your email.

By following these steps, your email recipients can easily click the link and add the event to their Apple Calendar, increasing the likelihood of engagement and attendance. Automate lead digests prior to the event to further boost your preparedness.

Enhancing Email Engagement with Embedded Calendar Links

Including direct calendar links in your HubSpot emails offers several benefits for increasing user interaction and event attendance:

  • Makes it easy for recipients to add events to their personal calendars with just a click
  • Reduces friction and increases the likelihood of event attendance
  • Provides a convenient reminder for upcoming events, webinars, or deadlines
  • Enhances the overall user experience by streamlining the process of saving important dates

To ensure that your calendar links are accessible and functional across different email clients and devices, follow these best practices:

  1. Test your calendar links in various email clients (e.g., Gmail, Outlook, Apple Mail) to confirm compatibility
  2. Provide clear instructions on how to add the event to the recipient's calendar
  3. Use descriptive text or images for the calendar link to encourage clicks
  4. Place the calendar link in a prominent location within the email for better visibility
  5. Consider including multiple calendar formats (e.g., Google Calendar, Outlook, Apple Calendar) to accommodate different user preferences

By implementing these best practices and leveraging the power of embedded calendar links, you can create more engaging and effective email campaigns that drive event attendance and user interaction.

Bardeen can save you valuable time when working with Google Calendar and HubSpot. Use this email playbook to easily manage your events and emails.

Boost Your HubSpot Efficiency with Bardeen Automation

While adding a calendar to your HubSpot emails can be done manually by incorporating links or using HubSpot's meeting tool, automating these processes can significantly enhance efficiency and ensure a smoother experience for both you and your recipients. Bardeen offers powerful automations that can streamline your scheduling and contact management directly within HubSpot.

  1. Automate HubSpot Contact Creation from Calendly Meetings: This playbook automatically creates a new contact in HubSpot from a Calendly meeting, capturing all the essential details. It's particularly useful for ensuring that every new meeting attendee is instantly added to your CRM, enhancing your follow-up process.
  2. Create a HubSpot ticket when an email is forwarded: For service and support teams, this playbook automates the creation of HubSpot tickets from forwarded emails, streamlining your customer service process and ensuring no request goes unnoticed.
  3. Sync LinkedIn Emails with HubSpot CRM: Enhance your CRM by automatically enriching and updating HubSpot leads with LinkedIn emails. This playbook integrates LinkedIn for email input, uses Clearbit for data enrichment, and updates HubSpot for an optimized CRM management.

Automate your HubSpot tasks with Bardeen and take your email marketing and CRM management to the next level.

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