Calendar Invites

z-mails works as a full calendar-invite client: you can attach an event to any email you send, and any incoming .ics invite shows up as a rich card you can add to z-calendar or RSVP to in one click.

Sending an Event Invite

Two ways to send a calendar invite — pick whichever fits where you are.

From the Compose window

When writing an email:

1. Click the calendar icon (📅) in the compose toolbar.
2. Fill in the event details: title, start/end time, location, online meeting URL, and an optional reminder lead-time.
3. Click Add to email — a small event chip appears next to the attachment buttons, and the compose subject is auto-filled when empty.
4. Add your recipients in the To / Cc / Bcc field as usual, write your message, then click Send.

Each recipient receives a personalised email with:

• A short summary of the event (when / where / who).
• Three buttons — Accept · Tentative · Decline — for one-click RSVP without needing any calendar app.
• A .ics attachment their calendar app (Google, Outlook, Apple, ...) can open as a calendar invite.

The event is automatically added to your z-calendar with the recipients listed as attendees, and a reminder is scheduled before the start time.

From z-calendar

When creating an event with at least one attendee, tick Send invitation by email before saving. Each attendee receives the same calendar-invite mail as the Compose flow above.

Tip: Use this flow when inviting people outside your tenant who don't have a z-cloud account — they can still RSVP via the buttons in the email.

Receiving an Event Invite

When an email arrives with a .ics attachment, z-mails shows it as a calendar card above the email body. The card shows:

• A small calendar page icon with the event date.
• Title and an Invitation / Updated / Cancelled badge.
• When — start and end time, plus recurrence (e.g. "Weekly").
• Where — physical location and / or a clickable online meeting link.
• Who — organizer and attendee list with their RSVP status.

Adding to z-calendar

Click Add to Calendar — the event is saved to your default z-calendar with the lead-time reminder defined in the invite (default 15 minutes). The button switches to Added to Calendar and stays disabled, so you won't accidentally add the same event twice.

If you've already added the event in a previous session, the card shows Added to Calendar the next time you open the email.

Responding (RSVP)

When the invite is a meeting request (METHOD:REQUEST) and you're listed as an attendee, three buttons appear next to Add to Calendar:

• Accept — you'll attend.
• Maybe — tentative.
• Decline — won't attend.

Clicking sends a reply back to the organizer's email. Your choice is highlighted and saved — re-opening the email shows your last response. You can change your mind at any time by clicking a different button.

The original .ics file in your inbox never changes its status, but z-mails remembers your response so the card always reflects your latest choice across all your devices.

One-Click RSVP for External Recipients

Even people without a z-cloud account can RSVP. The invite email body contains three big Accept / Tentative / Decline buttons at the top. Clicking opens a confirmation page in their browser and updates the attendee status in your z-calendar — no app installation required.

Updates and Cancellations

When you edit an event you sent via z-mails, every attendee automatically receives an updated invite (Updated: … in the subject). Their calendar app refreshes the event.

When you delete that event, every attendee receives a cancellation mail (Cancelled: …) and the event is removed from their calendar.

Tips

• The card auto-detects Zoom / Google Meet / Microsoft Teams / Webex / Jitsi links in the description or location and surfaces them as a clickable Join online meeting link.
• If an email contains two identical .ics files (common from Google Calendar — once inline, once attached), only one card is shown to keep the layout clean.
• On mobile, the same card layout adapts to phone and iPad landscape, and the same compose-side calendar icon is in the toolbar.
• Push notifications fire ahead of every event added to z-calendar so you don't miss it — even when the original .ics had no alarm configured, z-mails applies a sensible 15-minute default.