Your benefits at a glance
An acceptance turns straight into a firm date in the diary - with no manual work at all.
- Add the event to your calendar in one click
- Fewer errors when transferring event details
- Better preparation thanks to all details in one place
- No typing out dates and times by hand
- Your event stays visible in your guests' calendars
- A polished process right after registration
One click instead of manual entry
An acceptance doesn't mean the event is actually in your guest's calendar. If the date, time and venue first have to be dug out of the invitation and copied across, that step is easily put off - or forgotten altogether. On a smartphone in particular, entering it by hand is fiddly.
That's why Power eCard provides a ready-made calendar entry as soon as a guest registers. They simply open the ICS file included and add the event to their calendar. An acceptance becomes a scheduled date straight away.
THE BASICS
What is an ICS file?
An ICS file is a standard calendar file. It holds all the details of an event and opens in any common digital calendar. Your guests don't have to copy the details across from the invitation one by one - opening the file sets them up as a new calendar entry straight away.
What the file contains
- Event name
- Event date
- Start and end time
- Venue
- Additional details
How the automatic calendar entry works
Four steps - from your event details to the date in your guest's calendar.
01
Enter your event details
Add the event name, date, start and end time in one place in Power eCard.
02
Your guest registers
They accept through the built-in form - and are added to your guest list automatically.
03
Confirmation with ICS file
Once they've registered, your guest automatically receives a confirmation email with the ICS file attached.
04
Date added to the calendar
Your guest opens the file and confirms - the event is now in their personal calendar.
Why a calendar entry matters
The date carries more weight
Once the event is in the calendar, it's factored into your guests' plans early on.
Event details transfer correctly
No wrong times, no mixed-up dates - your guests work from the details you entered.
Your guests save time
No switching between invitation and calendar, no copying - it's all there in the confirmation.
Your event stays visible
A calendar entry is there right up to the day of the event - unlike an email that disappears down the inbox.
Fewer questions about the date
Date, time and venue are available in the calendar at any time - which cuts down on admin queries.
Which events is the calendar entry suited to?
For any event with a fixed date - and especially valuable when there's a long gap between the invitation and the event itself.
Customer & partner eventsInnovation daysConferences & conventionsWebinars & digital eventsTraining & workshopsEmployee eventsSummer & Christmas partiesProduct launchesNetworking & after-workTrade fairsCompany anniversaries
SAMPLE EVENT
Innovation Day 2026
Date: 24 September 2026
Time: 10:00 - 17:00
Venue: Innovation Center Stuttgart
IN PRACTICE
A calendar entry for an innovation day
Your guest opens their personal invitation and registers through the built-in form. The moment they accept, they receive a designed confirmation email with the matching ICS file.
Opening the file sets up the title, date, time and venue in their calendar. A week before the event, you can follow up with a reminder covering directions, the agenda and check-in details.
Works for webinars and online events too
The calendar entry works hand in hand with multi-stage event communication - the webinar is booked in early, and the current access link follows shortly before it starts.
01
Invitation with registration form
02
Automatic confirmation with ICS file
03
Entry in the personal calendar
04
Reminder with access link
05
Feedback after the event
One seamless process
Combine the calendar entry and confirmation in one email
As soon as a guest accepts, Power eCard sends out a confirmation email in your own design. It confirms the registration and delivers the calendar file at the same time - so your guest has everything they need right away.
What's in the confirmation email
- Personal salutation
- Summary of the event details
- Directions and travel information
- A preview of what's coming next
- Confirmation of the registration
- ICS file for the calendar
- Check-in information
- A preview of what's coming next
Enter your event details once - the matching ICS file is created automatically and sent out with the confirmation.
Common questions about the calendar entry
- What is an ICS file?
An ICS file is a standard file format for calendar events. It holds the event name, date, time and venue. Opening it sets up a new entry in your guest's calendar, ready to be saved.
- How do guests receive the calendar entry?
Once a guest accepts, they automatically receive a confirmation email with the relevant event details attached as an ICS file. They open the file and add the event to their calendar.
- Which calendars is the ICS file compatible with?
ICS files are supported by all common calendar apps, including Microsoft Outlook, Google Calendar and Apple Calendar. How the entry looks and behaves can vary slightly from device to device and app to app.
- Do guests need to use Power eCard?
No. Your guests need neither a Power eCard login nor an account of their own. They open the ICS file with whichever calendar app is already on their device.
- What information does the calendar entry contain?
The calendar entry is based on the event details you entered. These can include the event title, date, start and end time, venue and any additional information.
- Can the calendar entry be opened on a smartphone?
Yes. Modern smartphones can usually open ICS files with whichever calendar app is installed. Exactly how it works depends on the operating system, the email app and the calendar in use.
- Does this also work for online events?
Yes. The calendar entry works just as well for webinars, digital training sessions and hybrid events. The confirmation and any later reminders can also include the access link and technical details.
- Does the calendar entry replace an event reminder?
No, the two do different jobs. The ICS file makes sure the date is in the calendar early on. A reminder delivers up-to-date information shortly before the event - directions, check-in details or access credentials.
- Do I have to create the calendar file manually for each guest?
No. Power eCard generates the calendar file from the event details you entered and includes it automatically in the registration and confirmation process.
