Appointment Booking Email .ics File content - iCal Settings

When a customer receives an appointment booking Confirmation Email, or Appointment Updated Email, it will contain a .ics file.


An .ics file is a calendar file format used by several email and calendar programs, including Microsoft Outlook, Google Calendar, and Apple Calendar. It enables customers to create an event in their calendar without needing to manually transfer information across from an email. Therefore helping customers to see their appointment bookings within their personal diaries alongside any other details about their appointment.

The contents of the .ics file can be changed within Qudini by going into the Admin > Select a Venue > Select a Queue > iCal Settings.

Event name: This is the title of the event and how it will appear in the customer's calendar. It is best practice to only include a small amount of information here - something to remind the customer what the appointment is for.

Event description: When a customer opens the calendar invite, it's useful for them to have all the information they need to find and attend their appointment in one place. You can also include important notices to the customer, for example: if the customer needs to bring something to the appointment.

Event location: This is an address field therefore whatever you put here, depending on the calendar program the customer is using, will be treated like it is a location that can be clicked on to open a map. See example below:

Lastly at the bottom of this page, you can find placeholders that can be used to pull information about the appointment into the .ics file.

For example: {venue-detail} will be replaced with the full address of the venue, as determined in the Venue Detail settings page.

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