In this article, you’ll learn how to create a custom calendar file (.ics) in the AirLST Suite, publish it, and insert it as a placeholder link in emails (e.g., invitations, reminders). This lets your guests add the event to their calendars with a single click.
PREREQUISITES
Role/permission to edit Documents and Email Templates in the AirLST Suite.
An email template (new or existing) where the link/button to the .ics file will be placed.
STEP 1
CREATE THE .ICS CALENDAR FILE IN THE DOCUMENTS SECTION
Navigate to Documents.
Click New Document.
From the dropdown, select Custom calendar file (.ics).
A creation dialog opens. Fill in the relevant fields, e.g.:
Title (display name of the event)
Start/End date & time
Time zone (very important for correct display to guests)
Location (address or online link)
Description/Notes (agenda, instructions, entry info, etc.)
Important: Set Status to Published.
Only published documents are available later as placeholders in the email editor.
Finish by clicking Save changes.
Your .ics file now appears in the Documents overview.
STEP 2
LINK IN AN EMAIL TEMPLATE
Go to Messages → Email Templates.
Open the desired email template in the editor.
Insert a button (or text link) or select an existing button.
In the editor toolbar, click Insert placeholder.
Switch to the Documents group and select the calendar file you just created.
The editor will provide a placeholder code in curly braces.
Copy this code into the URL field of your button (or use it as the target of a text link).
Save.
When sending, the Suite automatically replaces the placeholder with the correct download link to the .ics file.
Result: Your guests can open the calendar file via the button/link or import it directly into their calendar (e.g., Apple, Google, Outlook).
BEST PRACTICES
Clear titles & time zone: Use a clear event title and verify the time zone to avoid discrepancies for recipients in other regions.
Maintain location & description: Add the address, meeting link, and brief notes (dress code, entry, agenda) — these appear directly in the guest’s calendar.
Provide a fallback text link: In addition to the button, add a small text link like “Download .ics file” — this improves click-through and accessibility.
Test send: Before rollout, send a test to different mail clients (e.g., Outlook & Gmail) and verify import and time display.
FAQ & TROUBLESHOOTING
The placeholder isn’t visible under “Insert placeholder.”
Check that the document Status is “Published” and that it has been saved.
Refresh the editor page and open the placeholder dialog again.
The button doesn’t open a file / link appears empty.
Ensure the placeholder code was copied completely (including both curly braces) and is in the URL field of the button — not in the visible text.
Remove any leading protocol such as
https://if the placeholder already returns a full URL.
Times appear incorrect for guests.
Verify time zone and daylight saving in the .ics document. For all-day events, choose “All-day” instead of specific times.
Test the import in at least two common calendars (Outlook, Google Calendar).
The browser downloads the .ics instead of opening it.
This behavior depends on the client and is normal. After download, a double-click or “Open with Calendar” is sufficient.
NOTES ON CALENDAR DISPLAY
The .ics specification is supported by all major calendar apps. Some clients (e.g., different Outlook versions) may render fields slightly differently.
For important mailings, always perform a test import.
Good to know:
Add a short note in the email such as: “By clicking the button, you can save the event directly to your calendar.”
This improves clarity for your guests.