LearningSource Arlo sends calendar appointments as attachments to Event Instructions and Event Reminder emails. These allow customers to easily add an appointment for the event directly into their electronic calendar. Microsoft Outlook, Google Calendar, Apple Entourage, or any other program that supports iCal appointments will support this feature. Many smart phones also support iCal appointments.
The calendar appointments include a reminder 24 hours before the event start.
If you change details of an event, such as the date or location, LearningSource Arlo will give you the option to send email updates to all involved. These emails will also include a calendar appointment update. When recipients open and accept the change, the original appointment will update with the new information.
Time zones and calendar appointments
How the time of the event is handled is up to the registrants calendar. In Outlook, the appointment will use the timezone of the user's computer. In gmail though this is not the case.
For example, an event is held in Brisbane on November 6th, starting at 8am. Danny Devito in Brisbane registers for this event in July. Danny uses Outlook, so when he opens the attachment in July to save it to his calendar, the start time is displayed in the calendar at 8am.
However, Daisy Humes of Melbourne also registers for this event in July, and because she is using Gmail, the appointment shows with a start time of 9am. This is because daylight savings has started in Melbourne by November 6th, but as Brisbane does not observe daylight savings, it will actually be 9am in Brisbane on that date when it is 8am in Melbourne.
Troubleshooting: Registrant cannot open the attachments
Some of your customers will not be using an electronic calendar, so when they click on the file they will receive an error message such as "Cannot open file". If you receive an email from your customers asking you about the attachment(s), we recommend responding with a simple message such as:
"The attachments are electronic calendar appointments. You can use these if you use Microsoft Outlook, Google Calendar, Apple Entourage, or any other calendar program that supports iCal appointments. When you open and save the attachment, an appointment will be automatically added to your calendar. It will even include a reminder before the event start."
Ability to turn the feature off - You can turn off the calendar appointments feature altogether (calendar appointments are on by default)
Ability to adjust the reminder period - You can increase or decrease the reminder period from the default 24 hours.