Change the calendar event title, location, and description
Edit the calendar invite title on a meeting type to control how the event is named in your Google or Outlook calendar and in the invitee calendar invite, for example showing the invitee name before the meeting type.
Every meeting type has its own Calendar invite tab, where you decide how the calendar entry is named and what it contains. This is the setting to use when the event in your calendar shows only the participants' names, or shows the meeting type before the invitee, and you want it the other way round.
Where to find it
- Go to Meeting Types and open the meeting type
- In the left menu, under Communications, click Calendar invite
- Edit Title, Location, or Description
- Click Save
Each field accepts plain text plus dynamic variables. Use Add tag in the editor to insert a variable instead of typing it, and use Preview to see the finished invite before you save.
What each field controls
| Field | Where it appears |
|---|---|
| Title | The event title in your own connected calendar (the summary in Google Calendar, the subject in Outlook and Exchange), the subject of the calendar invitation your invitee receives, and the title in the .ics file attached to confirmation emails |
| Location | The location field of the calendar event. It is preset to {!M.Meeting.Venue}, which resolves to the meeting link, phone number, or address of the booked channel. See what the venue shows per channel |
| Description | The notes/body of the calendar event and of the .ics file |
The default title
New meeting types start with this title:
{!M.Meeting.Name}: {!M.Guest.Fullname} & {!M.Host.Fullname}
So a 30 minute "Personal Coaching" booked by Bob the Builder with Richard becomes Personal Coaching: Bob the Builder & Richard Gödel. The meeting type comes first, which is why some hosts see the meeting type before the invitee's name in their calendar.
Change the order by rewriting the field. A few examples:
| You want | Enter |
|---|---|
| Invitee first, then the meeting type | {!M.Guest.Fullname} - {!M.Meeting.Name} |
| Only the two people | {!M.Guest.Fullname} / {!M.Host.Fullname} |
| A fixed prefix for filtering | [Coaching] {!M.Guest.Fullname} |
| The invitee's company from your booking form | {!M.Guest.Fullname} ({{company_name}}) |
Reset to default next to each field restores a simple {!M.Guest.Fullname} / {!M.Host.Fullname} title, not the title your meeting type started with. Copy your current value out first if you want to keep it.
Your booking form's own questions are available as variables too, so you can put the invitee's answers straight into the calendar entry. They appear in the variable picker under Form Fields. See data fields in notifications.
Fill in every language you offer
Title, Location, and Description are stored per language. If your meeting type offers more than one language, a language selector appears above the fields, and you have to fill in the field for each language.
If the booking's language is empty, meetergo uses your company default language, and then any other language you did fill in. Nothing breaks, but your invitee may get the invite in the wrong language. See Language settings: change the language and translate forms and emails.
Existing bookings keep their old title
Saving a new title only changes bookings made from now on. Calendar events that already exist keep the title they were created with.
If you need to fix a booking that already exists, reschedule it: rescheduling re-renders the title, location, and description from the current settings and updates the calendar event.
Applying one title to all meeting types
There is no company-wide calendar invite setting. The field is per meeting type on purpose, so different meeting types can be named differently in your calendar.
To avoid editing every meeting type by hand, use a meeting type template. Set the Calendar invite content on the template, and lock the field so meeting types created from it keep it.
Plan requirement
Editing the calendar invite is part of Essentials and above. It is included in the trial.
On the Free plan the tab shows an upgrade prompt instead of the fields, and bookings use the standard invite: the title becomes the meeting type name, the location the meeting venue, and the description the meeting type description plus the reschedule and cancel links.
If you had a custom invite and later downgraded, your text stays saved but is no longer used. A notice on the tab tells you so, and it takes effect again as soon as you upgrade.
FAQ
Why does my calendar event only show names and no meeting type?
The title in that meeting type contains only the guest and host variables. Add {!M.Meeting.Name} where you want the meeting type to appear.
Does the invitee see the same title?
Yes. The Title field is used for the invitation your invitee receives and for the .ics attachment, so both calendars show the same event name. There is no separate title for hosts and invitees.
Can I hide the invitee's name from my calendar for privacy reasons?
Yes. Remove {!M.Guest.Fullname} from the Title and use something neutral such as {!M.Meeting.Name}. The invitee's details remain on the booking in meetergo.
The address in the invite is not the one I entered in the Location field
For in-person, custom, and resource meeting types the address collected at booking time (or edited afterwards on the booking) wins over the Location template. For online and phone meeting types the template is used and resolves to the meeting link or phone number.
Why is there a "Puffer" event in my calendar next to the meeting?
That is a separate setting, not the calendar invite. See disable buffer time events in your calendar.
Can I add notes only I can see to the calendar event?
Yes, with internal notes. They are appended to your own calendar event and never sent to the invitee.
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