Calendar invitation settings
Control when calendar invitations are sent during sync
When 2sync creates or updates calendar events with attendees, the calendar provider can send email invitations. 2sync gives you separate controls for new events and updated events, so you avoid spamming attendees during initial sync while still notifying them of future changes.
How do invitation settings work?
2sync offers three options for sending invitations, configured independently for new events (inserts) and updated events (modifications).
For new events
| Option | Behavior |
|---|---|
| Never | No invitations sent when events are created |
| Always | All attendees receive an invitation for every new event |
| Only external attendees | Only attendees outside your organization receive invitations |
For updated events
| Option | Behavior |
|---|---|
| Never | No notifications sent when events change |
| Always | All attendees notified of every update |
| Only external attendees | Only external attendees receive update notifications |
Why are these settings separate?
The most common scenario: you are syncing existing Notion events to a calendar for the first time. Sending invitations for hundreds of past events would confuse attendees. Setting new events to Never during initial sync prevents this.
After the initial sync completes, you can switch new events to Always or Only external attendees so future events created in Notion properly notify attendees when they appear on the calendar.
A recommended setup: Set new events to Never for initial sync, then change to Always once your existing data has synced. Keep updated events on Always from the start so attendees are notified of any changes.
How to configure invitation settings
- Open your calendar automation
- Go to Sync Settings
- Find the Invitations section
- Set your preference for New events
- Set your preference for Updated events
- Save the automation
Changes take effect on the next sync cycle.
What does "only external attendees" mean?
External attendees are people outside your Google Workspace or Microsoft 365 organization. Internal attendees (colleagues on the same domain) do not receive invitations with this setting.
This is useful when your team uses shared calendars internally but you still want clients or external participants to receive invitations.
If you switch from Never to Always on an existing automation, the next sync cycle does not retroactively send invitations for previously created events. Only new events created after the change trigger invitations.
Related
- Google Calendar sync for setting up a Google Calendar automation
- Outlook Calendar sync for setting up an Outlook Calendar automation
- Advanced sync settings for other settings that affect calendar sync behavior
- Google Calendar fields for all available calendar fields
FAQ
Will attendees get spammed during initial sync?
Not if you set new events to Never before the first sync. This prevents invitations for all existing events. Change the setting to Always after the initial sync completes.
Can I send invitations for some events but not others?
The invitation setting applies to all events in the automation. To handle different events differently, create separate automations with different invitation settings and use filters to route events.
Do invitation settings affect events created directly in the calendar?
No. These settings only control invitations sent by 2sync when it creates or modifies events. Events you create directly in Google Calendar or Outlook follow the calendar app's own invitation behavior.
What happens if I set both new and updated events to Never?
No invitations are ever sent through 2sync. Attendees appear on the event but receive no email notification. They can still see the event if it is on a shared calendar.
Can I get Notion notifications for every calendar event?
2sync cannot create Notion reminders through the API, so you won't receive Notion notifications for synced events. However, you can configure 2sync to send calendar invitations to attendees when events are created or updated. Go to your automation's Sync Settings and set the invitation preferences for new events and updated events.