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 |
|---|---|
| None | No invitations sent when events are created |
| All attendees | All attendees receive an invitation for every new event |
| Non-Google Calendar attendees only | Only attendees who don't use Google Calendar receive invitations |
For updated events
| Option | Behavior |
|---|---|
| None | No notifications sent when events change |
| All attendees | All attendees notified of every update |
| Non-Google Calendar attendees only | Only attendees who don't use Google Calendar receive update notifications |
In Outlook Calendar automations, the third option reads Non-Outlook Calendar attendees only.
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 None during initial sync prevents this.
After the initial sync completes, you can switch new events to All attendees or Non-Google Calendar attendees only so future events created in Notion properly notify attendees when they appear on the calendar.
A recommended setup: Set new events to None for initial sync, then change to All attendees once your existing data has synced. Keep updated events on All attendees from the start so attendees are notified of any changes.
How to configure invitation settings
- Open your calendar automation
- Go to the Rules tab
- Under Writing, find the two Guests who should receive an invitation dropdowns
- Pick an option for when a calendar event is created
- Pick an option for when a calendar event is updated
Changes take effect on the next sync cycle.
What does "Non-Google Calendar attendees only" mean?
With this option, only guests who don't use Google Calendar get the invitation email, for example a client whose calendar runs on another service. Guests who use Google Calendar don't receive one.
This is useful when your team works in Google Calendar but you still want clients or other external participants to receive invitations.
If you switch from None to All attendees 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 None before the first sync. This prevents invitations for all existing events. Change the setting to All attendees 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 None?
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. Open your automation's Rules tab and, under Writing, choose which guests receive an invitation when an event is created and when it is updated.