How to Automatically Send Outlook Calendar Invites from Airtable

Your department regularly hosts workshops and events, and you use Airtable forms to collect registrations.

Every time someone fills out the form, their details are automatically saved in your Airtable base.

Now you want to take it a step further. When someone registers for an event, you’d like them to automatically receive a calendar invite in their Outlook calendar so they don’t miss the event.

So how can you set this up in Airtable?

Option 1: Use Airtable’s Outlook Calendar Automation

The simplest way to send calendar invites directly from Airtable is by using Airtable Automations with the Outlook Calendar: Create Event action.

Here is how to set it up:

• Open your Airtable base and click on Automations.

• Create a new automation that triggers when a new registration is created.

• For the action, select Outlook Calendar: Create Event.

• Connect your Outlook account and choose which calendar to use.

• Map your Airtable fields to the event details, such as Title, Description, Start Time, End Time, and the participant’s Email.

Once the automation runs, Airtable automatically creates the event and sends it to both your calendar and the participant’s calendar.

The only downside to this method is that the event will appear on your own Outlook calendar as well, which may clutter it if you have many registrations.

If you want to avoid that, there’s another approach that keeps your calendar clean.

Option 2: Use Make with calendar link generators

Another way to handle this is by using Make together with a calendar link generator.

In this setup, you connect your Airtable account in Make and create a scenario that triggers whenever a new registration is added.

Once triggered, Make sends the registration details such as the event title, date, time, and description to the calendar link generator like AddEvent and CalendarLink., which then creates a unique link for that event.

You can then have Make send an email to the registrant that includes this link. When they click it, the event is automatically added to their Outlook or any other calendar they use.

This approach keeps your own calendar uncluttered while ensuring each participant still gets a proper calendar invite and reminders.