Send Recurring Meeting Invites at Scale: A Complete Guide for Webinars, Conferences & Client Meetings

Recurring meetings are a staple in modern business. From weekly client check-ins to monthly webinars, keeping participants informed can quickly become overwhelming. Manual invite processes are time-consuming and error-prone. This post explains how to automate and streamline your recurring invites to reach hundreds or thousands of participants using .ics calendar files and effective calendar strategies.



Why Sending Recurring Invites is Hard

  • Most calendar tools are built for small teams, not enterprise scale.

  • Personalization is difficult when sending invites in bulk.

  • Time zone errors can affect attendance.

  • RSVP tracking is limited in basic calendar tools.

What is an .ICS File and Why It Matters

An .ics file is a universal calendar format that can be opened by Google Calendar, Outlook, Apple Calendar, and others. It's ideal for recurring meetings because:

  • It stores event details like date, time, recurrence, and links.

  • It works across all major platforms.

  • It enables bulk scheduling with one file.

Steps to Scale Your Recurring Invites

  1. Define your recurring meeting pattern (e.g., every Monday at 10am).

  2. Create your meeting link (Zoom, Meet, etc.).

  3. Use a calendar tool to generate a .ics file.

  4. Send the file via email or upload it to your website.

  5. Track RSVPs using third-party platforms or custom tools.

Add to Calendar Across Platforms

  • Google Calendar: Link or attach .ics files for easy add.

  • Apple Calendar: Compatible with .ics files.

  • Outlook: .ics files open directly or can be imported.

Conclusion

Sending recurring invites at scale doesn't have to be complex. Use .ics files and calendar automation to ensure your attendees never miss a meeting.


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