Outlook calender invite creation

Question

Good day, I have a user who wants to have a survey that, when completed, will generate an Outlook calendar entry for the user taking the survey. I have seen some information on adding a Google calendar entry, but we specifically need it to be for Outlook.Is there a way to do this in Qualtrics without the need of a third party service?  I haven;t been able to find a solution. Thanks,JohnB

bstrahin · Accepted Answer

Hi John, I have done this in a free but little but clunky manner using a link that I send through a workflow email that is triggered when a survey response is submitted. Below is the email${q://QID2/ChoiceTextEntryValue/1}:Thank you for registering for the EVENT TITLEsession on ${q://QID1/ChoiceGroup/SelectedChoices}.Please click the link below to add this event to your Outlook calendar. The link will download a file into your Internet browser. You must open the downloaded file and then save the the Outlook event that opens in order to have this show up on your calendar.${e://Field/MeetingInvite}1) Click the link above2) Open the downloaded file3) Save the Outlook eventIf you have additional questions or need assistance, please reach out to CONTACT NAME.This is an example link for a meeting Wednesday, April 16th, 2025 from 1-2pm Central.https://ics.agical.io/?subject=Space%20STT%20Q%26A%20Session&reminder=15&location=https://countyofdane.zoom.us/j/95192332596?pwd=GIKK16EaFNcK9XXCXUHzIwBwbwT29b.1&dtstart=2025-04-16T18:00:00Z&dtend=2025-04-16T19:00:00ZThere is a variable for subject= where spaces are put in using %20Then &reminder=15 (gives a calendar reminder 15 minutes before the meetingThen &location=zoomlink with a passwordThen &dtstart= the date of the event where the time is in UTCThen &dtend= end date and timeI believe this is the website I originally used to learn to build these URLsIntroducing Agical.io, the smarter ICS file generator— TEKNKL :: Blog

jbozeman · Answer

Thanks! I will look into this.

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