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Calendar invite templates replace the standard description in the calendar invites Cal.com sends for a booking. You can write one template for hosts and a different one for guests, for example to give hosts prep notes and internal links while guests get joining instructions and a link to manage their booking. Organizations can set a default host template and a default guest template once. Every booking link in the organization uses those defaults unless the booking link chooses the standard invite or its own custom template.
The Calendar invites section in a booking link's Privacy & security settings, with selectors for the host and guest invite templates and an Organization defaults apply badge

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Where templates are used

Templates apply to new bookings and to the updated invites Cal.com sends later, such as reschedules, location changes, round-robin reassignments, reschedule requests and confirmations after payment.

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Separate host and guest events

When a booking link has a custom host or guest template, including an inherited organization default, Cal.com gives hosts and guests their own calendar events for new bookings, so each sees their own template. You don’t need to turn on Private notes for this. Hosts get a guest-free event on their connected calendar, and guests get their own invite by email. An audience without a custom template gets the standard description in its event. Separate events need the same conditions as the Private notes separate invites mode: the booking’s destination calendar must be a connected Google Calendar or Microsoft 365 calendar that Cal.com is syncing, the booking type must support separate invites, and the booking can’t be recurring or seated. See the Private notes limitations for the full list. If Private notes is turned on, its delivery mode decides what happens instead. With Additional entry for the host, the booking keeps a shared event plus the host-only note entry, even when custom templates are set.
When a booking can’t get separate events, Cal.com creates one shared event on the host’s calendar that guests are invited to. That shared event always keeps the standard description: the host template never appears there, so host-only content can’t reach guests through it.
If no template applies, or a template resolves to empty text, the invite uses the standard description.

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Set organization defaults

Only organization members who can update the organization’s settings can open this page.
1

Open the Calendar invites settings

Go to Settings and, under your organization, select Calendar invites.
2

Write the host template

Under Host invite, enter the content for the invite hosts receive.
3

Write the guest template

Under Guest invite, enter the content for the invite guests receive.
4

Save

Select Save. Booking links that inherit the organization defaults use the new templates for invites sent from then on.
Leave a template empty to have no organization default for that invite. Booking links that inherit it then use the standard invite.
The organization Calendar invites settings page with separate Host invite and Guest invite template editors and a Save button
1

Open the booking link

Go to Links and open the booking link you want to configure.
2

Go to Privacy & security

Open Privacy & security and find Calendar invites.
3

Choose a mode for each template

Pick a mode for the Host invite template and the Guest invite template. The two are independent, so you can, for example, inherit the organization’s host template and write a custom guest template.
4

Save the booking link

Save your changes.

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Modes

In an organization, each template has three modes: An Organization defaults apply badge next to Calendar invites shows when a template set to Use organization default has an organization template to inherit. Select it to open the organization settings. This applies to personal booking links of organization members and to booking links of teams inside the organization. Teams that aren’t part of an organization don’t inherit any defaults. Outside an organization, turn on the Calendar invites toggle and write a host template, a guest template or both. Leaving a template empty, or turning the toggle off, uses the standard invite. Booking links created from a managed event type show the templates set on the parent and can’t be changed from the member’s copy. Edit the templates on the managed event type instead.

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Template variables

Use the variable picker in the editor to insert booking details. Variables are replaced when the invite is sent. On a booking link, the picker also lists its booking questions. Booking question lookups are case-insensitive, answers with several values are joined with commas, and unknown variables resolve to empty text. Answers to hidden booking questions appear in the host invite only, never in the guest invite. {ORGANIZER_NAME} / {HOST} is a single name: the assigned host on a round-robin booking and the organizer on a collective one. Use {HOSTS} to list everyone hosting the booking, such as all collective hosts or a round-robin host plus its fixed hosts. If the booking link already has a booking question named hosts, {HOSTS} keeps showing that answer instead. A host without a name is left out of the guest invite, so guests never see a host’s email address. {MANAGE_LINK} is empty when neither rescheduling nor cancelling is allowed for the recipient. The variables supported by private note templates, such as {Event type title} or {ATTENDEE_LAST_NAME}, also work in invite templates.

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Formatting

Invites are sent as plain text. Line breaks are kept, other formatting is removed, and a link written as [label](url) appears as label (url).

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Example

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Limits

  • Templates can be up to 5,000 characters.
  • Unsafe markup is removed when a template is saved. If nothing is left, the template is cleared: an organization template is removed, a booking link in an organization goes back to the organization default, and a booking link outside an organization goes back to the standard invite.