Notice: as of Summer 2022, this feature is currently unavailable in the new Schedule interface. 

If you still have access to the original v1 interface, you can still follow the below steps. Otherwise, we are working on adding this feature into our new interface and apologise for any inconvenience caused.


Not sure which Schedule version you have?

Click here to see an example of Schedule v1. | Click here to see an example of Schedule v2.

The image that looks the most similar to your own schedule is the version that you have.

Meeting Mojo creates many meetings per person, and these are constantly added to, rescheduled and cancelled. A regular Outlook invitation is not able to synchronize this information across multiple meetings. Meeting Mojo provides instead a subscription link for each delegate that will create a new calendar within their Outlook application and keep it up to date without further intervention.


Before doing anything listed here, make sure you have chosen the time zone your event is set in. This can be done by navigating to the Setup tab and choosing 'Event' in the upper right menu.


Jump to:

Send a calendar file to delegates through email

Add your schedule to Outlook as an attendee

Add your schedule to Google Calendar as an attendee


Option 1: Send a Calendar file to your Delegates through a system email

This option will send a link to all your attendees to download a file that places all their current meetings in their own online calendar. The link will not work if the recipient does not have any booked meetings. Additionally, the file does not automatically update calendars, it only adds currently booked meetings. To have their online calendars update automatically, attendees must follow Option 2 or 3 below.

  1. First add the following mail-merge placeholder to the ‘meetingreminder’ or 'meetingconfirmation' email templates:
    [[ATTENDEE_SCHEDULE_URL_ICS]] - This can go anywhere in the email but only includes the link to the file, so it is suggested you add other text explaining its purpose.
    The template can be found by navigating to the Content tab, then choosing 'Emails' in the upper right menu. Please refer to this guide for more information on customizing email templates.

  2. Send the email to your delegates in bulk:

  1. Navigate to the Attendees tab, clicking the 'Page size' dropdown box on the right, then choosing 'All'.
  2. Check the box at the top left of the attendee list, to the left of the Name column.
  3. Scroll to the bottom of the page, then click 'Choose an action', choosing 'Meeting reminder'.
  4. Making sure your email text and chosen attendees are correct, you can click 'go'.

Option 2: Add your schedule to Outlook as an attendee

The guide above supplies attendees with an ICS calendar file that only adds currently booked meetings, while a subscription link can automatically update supported calendars. This guide is for the latest version of the Outlook program, but it should also work for other versions that include this feature, with some button naming/placing being slightly different.

  1. First, open Outlook and choose the calendar icon in the bottom left.

  2. Click 'Add' then 'From internet...' in the top menu bar.

  3. Go back to the event website, then access your schedule (this can be done by clicking Schedule in the top menu bar).

  4. Right click the 'Add to calendar' button, then click 'Copy link'. Do not click the button, as the text that appears is slightly out of date at the time of writing. This context menu will look different across browsers and operating systems.

  5. Paste the link you just copied into the pop up Outlook created. Your link should look like this:

  6. If another pop up appears asking whether you would like to subscribe to this Internet Calendar, click Yes. Otherwise, move to the next step.

  7. Meetings should now appear on Outlook like this:If any new meetings do not instantly appear, click the Send / Receive tab, then click 'Send/Receive All Folders'.


Option 3: Add your schedule to Google Calendar as an attendee

  1. Go to calendar.google.com, as at the time of writing, subscribing to Internet Calendars can only initially be done through the web but are then visible on all devices.
  2. On the left, click the plus (+) next to 'Other calendars', then click 'From URL'.
  3. Go back to the event website, then access your schedule (this can be done by clicking Schedule in the top menu bar).

  4. Right click the 'Add to calendar' button, then click 'Copy link'. Do not click the button, as the text displayed is currently out of date. This context menu will look different across browsers and operating systems.

  5.  Paste the link you just copied into the text box on Google Calendar, then click 'Add calendar'. Your link should look like this:

  6. Google Calendar is less reliable at fetching new meetings quickly, so you may not see any new events on your calendar for a few hours. Additionally, it does not allow for forcing a check for new events. For these reasons, it is highly recommended Outlook or a simple ICS file are used instead or alongside Google Calendar.