Why I Switched from AddEvent to Let's Calendar

Event planners, team leads, and coordinators often underestimate how much time is lost to manual calendar work. I didn’t realize it either—until I started managing hundreds of attendees across multiple weekly meetings.

This blog outlines the reasons I changed my calendar invite system and how a more thoughtful approach to bulk calendar invites helped me regain control and efficiency.

The Trigger Point

As event volumes increased, I found myself stuck doing repetitive tasks:

• Sending the same invite to different groups

• Manually adjusting for time zones

• Following up with attendees who missed calendar links

• Struggling with version control for recurring meetings

I needed to send bulk meeting invites in one go and ensure the information synced directly to calendars — not email spam folders.

When “Add to Calendar” Isn’t Enough

The traditional “add to calendar” link still works — but only if people click it. I wanted to move to an active system where the calendar invites were pushed directly to each participant’s calendar with the right metadata.

That change alone improved attendance rates and reduced confusion.

What a Better Workflow Looks Like

Once I adopted a more modern approach, these things became possible:

• Easy CSV upload or group segmentation

• Calendar-native invites without download prompts

• Tracking of RSVP status

• Support for recurring bulk calendar invites

• One-click option to send mass calendar invites
  

Not Just for Big Events

Even internal meetings benefit from clean calendar workflows. With clear time zone handling, proper syncing, and no manual resending, I now:

• Save 5+ hours/week

• Reduce no-shows

• Align team members across cities and countries

Wrapping Up

The decision to switch wasn’t about a brand. It was about a better method to manage invites, reduce errors, and reclaim time. If you're struggling to keep up, it might be time to upgrade how you send bulk calendar invites and rethink your strategy.