Calendar Snack Documentation
Step 1: Invite Us.
Create a new calendar event in Google Calendar or Microsoft Outlook. Add all the relevant information (do not include a timezone for start and stop). Then, invite Calendar Snack to the newly created event by adding firstname.lastname@example.org as a guest/attendee.
You must be the Event’s Coordinator (creator of the calendar event), otherwise you will not receive the email notification from us. If you received the event from either another person, or from an application (like your webinar software), you will need to duplicate the event prior to inviting Calendar Snack. Both Google Calendar and Outlook 365 Online have a menu option to easily duplicate the event, if you use Outlook Desktop, you will need to re-enter the Event’s information.
Once the Event is sent to Calendar Snack, you can delete it from your Calendar. We create a new Event record within Calendar Snack.
NOTE: Please use either Google Calendar or Microsoft Outlook to create your Calendar Snack. You can use either the desktop, browser or mobile versions of either of those calendar applications.
Step 2: Calendar Snack Confirmation Email
You will receive an email from email@example.com (that’s us) confirming the details. If you do not see an email within a few minutes, please check your Spam or Junk folder – there is always the possibility has been filtered. It’s important to save this email right now. For security purposes, we don’t provide a method to recover this information, specifically, the Event ID is unique and is used extensively throughout the Calendar Snack application.
Step 3: Calendar Snack Summary, Review & Edit
Within the Confirmation Email, click on the Calendar Snack Summary link. You will go to the Summary page for the newly created Calendar Snack. Within the summary table below your Event information, there should be Zeros. No invitations sent and no RSVP actions.
If your Event information needs to be edited, we provide the ability to EDIT the following:
Event Headline: there have been instances where a very long Headline has been cut-off. Or you may want it say something else (remember this becomes the subject line of the email).
Event Organizer: Update the Organizer Name to reflect the Event’s type (i.e. Tech Review Webinar from …) or if you want to add impact to the Event (i.e. New Release from Calendar Snack).
Event Location: Update the Event’s location to reflect a full URL (if online) or Address (if a physical event). You can even use a shorted URL for a very long webinar or online event.
Step 4: Calendar Snack Test
Go to Sent Test. Click the SEND TEST INVITE button, and an invitation will be send to the Organizer’s email address. It should be there within seconds.
Check your email client for the newly sent Event Invitation (it could be in the SPAM folder). To test the RSVP, click either the ACCEPT or TENTATIVE. Return to the Calendar Snack Summary page, if it worked, there will not be ‘1’ Sent Invitation and ‘1’ RSVP action (whichever you chose).
Also, on the Event Reports, there will one invitation from TEST.
Step 5: Using Calendar Snack to Send Invitations
When you are ready, we’ve provide several options on how to “use” your Calendar Snack. Currently, there are three options, they are ready to use immediately.
- Opt-in Webpage Embeddable Form
- CTA Link for Email Marketing Campaigns
- Landing Page with Details Event Information
Step 5a: Calendar Snack Webform & Landing Page Links
When you are ready, we’ve provide special HTML code that can be embedded within any webpage. To do this, we utilized an <iframe> and it is designed to work seamlessly.
Go to the Webform Page. There are embeddable webforms and a Landing Page link ready to use. For all links, just click the COPY TO CLIPBOARD button and then paste directly into your HTML page. We provide a live preview on the page, so you know what you will see. The webforms are designed to “expand” to the full width of the page section and are mobile ready.
Please do not modify the code, we have designed it to display properly regardless of the device or browser used by your webpage visitors.
Once you save/publish your webpage, is will be available for use. Please test again, to ensure it works properly from your website.
Step 5b: Calendar Snack MailChimp CTA Link Email Campaigns
We have also provide a simple way to include a direct-send invitation within your MailChimp campaigns. Navigate to the MailChimp CTA section on the CODE page, and copy the entire HTML URL Link provided. Within the MailChimp Campaign Designer, copy this URL for any design element you would like to have the link. It has been tested as a Button Link, a text link or a graphics link.
You can EDIT the Landing Page of the CTA Link with the input text box provided to any valid URL, beginning with HTTPS or HTTP. If you are editing the CTA Landing Page URL, do that prior to copying the CTA Link.
Test your campaign and click the link to ensure it works properly.
NOTE: When the CTA link is clicked, it sends a calendar invitation and then “lands” on the designated CTA Landing Page. The Calendar Snack Default Landing Page is the Landing Page represented above. Best practices would be to change the Landing Page to your own, with your branding and information. We do not save this Landing Page, upon page refresh, it will revert to the Default Landing Page link.
Recommended Test Procedure for MailChimp or Klaviyo:
1. Create your email marketing campaign
2. Copy the CTA Link from Calendar Snack (if you would like to edit the landing page, please use a valid URL – it must begin with the https:// )
3. Paste the link into your campaign – buttons, graphics, and text can be linked to your Calendar Snack CTA.
4. SEND a Test Email. For Calendar Snack to work properly, you must send an email, that is the only way the “merge” process will work, and it is the only way for Calendar Snack to know where to send an calendar invitation.
5. If you click the CTA within the “Campaign Preview” mode, you will not be sent a calendar invitation, although you should be forwarded to the proper landing page. This is not a valid test for Calendar Snack – because you will not see the full flow of your campaign. Please follow Step 4 for a valid test of your email campaign and the Calendar Snack CTA Link.
6. If the test was successful, you should receive a calendar invitation, and that invitation should be counted on the Calendar Snack Reports page. During the mail merge process, we only use the email address for the CTA link.
Step 6: Direct Send Calendar Invitations with Calendar Snack
We provide the Event Organizer to send invitations directly to any email address. You can send a SINGLE Invitation or you can send up 50 Invitations via a list emailed to us.
To send a SINGLE Invitations – enter the Name and Email address of the Invitee, and press the Send Invite button. As soon as the form refreshes, you can send another invitations.
To send Invitations to a List – you will need to first CREATE the list (we provide an example you can use via Google Drive). Please follow the format exactly. Then attach the CSV file to an Email, and send to firstname.lastname@example.org – we will process the list and send a notification to the Organizer’s Email.
Step 6: Calendar Snack Report
The Calendar Snack Summary page provide a quick summary of how many invites have been sent, along with the count of RSVPs received.
The Calendar Snack Invitee Detail page provides a detailed view of those numbers, along with the Name (if provided) and Email address provided. Within the table view, you can Sort (ascending/descending) columns or type within the Search box. Search is immediately available, and will start eliminating Invitee records based upon what’s typed.
Also available are the Invitee Details. To receive the report via email, just click the GET YOUR REPORT button, and the details report will be emailed to the Organizer’s email address. Your report will come as a CSV file, which can be used within multiple marketing tools for analysis.
Invitation Source: All invites sent and RSVPs received have a source associated with them, and are provided within the Detailed Invitee Report.
Source Reporting Explained
Invitation Source is defined by Calendar Snack, and provides a consolidated manner to view the Source of the invitation request.
Opt-in Requests are those generated by either your Email Marketing Campaigns, Webforms or Landing Page. They are 100% requested by the Invitee.
Direct Send (either single or bulk) are generated by the Event Organizer and can only be created by using the Calendar Snack application.
Shared Invitations are based upon RSVP responses received, but there isn’t an invitation sent to that email address. This could happen in a couple different way, (1) an Invitee actually wants this invitation on a different calendar and forwards it (or RSVPs to it) from a different email address, or (2) the invitation is forwarded to a friend or co-worker.
The Other source is non-categorized.