topic Sending Outlook calendar invitations to mailing list groups in HubSpot Native Apps

Sending Outlook calendar invitations to mailing list groups

AbbyWP — Tue, 15 Apr 2025 09:20:55 GMT

Hello

First time poster, loving Hubspot so far.

We are a UK based membership org with 22 groups, we hold meetings for those in the groups & send tailored comms to them. Previously we managed this data by having an Outlook distribution list for each group and then sending an Outlook invitation to the meetings. But it was very cumbersome to keep the contacts up to date and each contact had to be added to each list - was so many clicks!

We have now moved to Hubspot and are managing the membership of these 22 groups via mailing lists which is working well, as members can opt in and out of them, themselves. We are in part trying to replicate our previous journey for members by offering an iCal file (taken from our own Outlook calendars, with a Teams link in it) for them to download when we send a marketing email to each mailing list inviting them to the next meeting. Which is I think the way Hubspot recommends you send calendar invites to your contacts.

However, this isn't as easy for the member as receiving an Outlook calendar invite. All staff have Teams, Calendar & Outlook connected to Hubspot.

I just wanted to ask the community if anyone has found a way to somehow send an Outlook calendadr invite (with a Teams link) to a Hubspot mailing list group? Or if there is a workaround I haven't considered?

Many thanks in advance
Abby

Re: Sending Outlook calendar invitations to mailing list groups

karstenkoehler — Tue, 15 Apr 2025 09:25:50 GMT

Hi @AbbyWP,

HubSpot doesn't support sending emails as invites directly, correct. For this behavior, you'd have to use integrations that generates these invite emails (e.g. webinar integrations like Zoom or GoToWebinar, in these cases the emails wouldn't be coming from HubSpot but these tools) or generate calendar links.

A simple tool for generating calendar links would be: https://www.labnol.org/calendar/

Google Calendar and Office 365 work nicely, I have not been able to get the desktop Outlook links to work. Here, recipients would indeed have to click through to the ics file and add the event to their calendars like that.

So in summary: in HubSpot, you can get close to the desired behavior using calendar links, but if you want actual invitiations sent, you'd currently have to look into other tools.

Best regards

Re: Sending Outlook calendar invitations to mailing list groups

HNewell — Mon, 09 Feb 2026 21:29:18 GMT

Hi! Do you know if the Outlook calendar invites work yet?

Thanks,

Harriet

Re: Sending Outlook calendar invitations to mailing list groups

STierney — Mon, 09 Feb 2026 21:36:57 GMT

Hey @HNewell - thanks for following up here!

While I'm not personally aware of any update to this feature, I'd like to re-tag the original author of the accepted solution, @karstenkoehler, to see if he's aware of anything native to HubSpot.

Shane, Senior Community Moderator