Automate Event Invite Card, Calendar, and Page

The invitation says Thursday at 7, the calendar file says 7:30, and the event page still shows last year's venue. Nobody meant to send three versions of the truth, but that is what happens when each announcement is made separately from memory. Invitation Automator is a workspace that walks you through all of them in a fixed order, so the card, the calendar file, the web page and the QR codes can be built from one set of details.

The honest summary: it does not generate the four things from a single form. It puts four tools in one row, shares your guest list and schedule between them, and makes it easy to check each against the same facts. This post shows where the sharing really happens and where you still have to type things twice.

The five steps

The workspace shows five steps in order: Guests, Invitation card, Calendar invite, Event page and QR codes. Each step opens its own tool, and the step's note counts what the project already holds (for example "12 guests", or "3 sessions in your agenda"). The project lives in your browser tab, is not stored on our servers and is erased when you close the tab, so save the project file before you leave and open it next time.

1. Guests opens Guest List Tracker. Names and organisations are what the later steps use.
2. Invitation card opens Invitation Card Maker.
3. Calendar invite opens Calendar Invite Maker.
4. Event page opens Event Landing Page Generator.
5. QR codes opens Bulk QR.

Step 2 in detail: the card, and one card per guest

The card maker has six occasion presets: Birthday, Wedding, Baby Shower, Anniversary, Graduation and Corporate Event. You fill in a headline, an event title, a message, the date and time, the venue, RSVP information and an optional phone number, and you can add a background photo or extra text and image blocks. The card text is built from a structured date and time, so the wording on the card always matches the values you entered.

If your project has guests, the tool can make one personalised card per guest. You write a greeting with the placeholder {name}, choose whom to include (the default for invitations is everyone except declined), choose PNG or PDF, and optionally add a signed QR pass to each card. The result is a ZIP with one numbered file per guest, up to 300 per batch, with a not-made.txt file listing any that failed. The greeting uses the guest's full name as stored, so "Dear {name}," becomes "Dear Maya Patel," and you should write the guest list the way you want names to read. The whole batch counts as one usage.

Step 3 in detail: two ways to make the same calendar file

This is the part that surprises people. The invitation card maker has its own small button, Download Calendar Reminder, that builds an .ics file from the card's date and time. That file stores the time as a floating local time and lasts two hours, with a reminder one day before. Floating means 6:00 PM stays 6:00 PM in whatever zone the guest's calendar is set to, which is what you want for a neighbourhood party and wrong for a webinar hosted in another country.

The Calendar Invite Maker step is stricter. It asks for the time zone the event happens in and stores the exact moment, so a guest in another country sees their own local time. It also offers reminders (none, at the start, 15 minutes, 1 hour or 1 day before), weekly or monthly repeats with a last date, all-day events with a reminder at 9:00, and it can turn your whole project schedule into one file.

A worked example. Take an open evening on 5 November 2026, 18:30 to 21:00, in Europe/London, at Town Hall, Market Square, with a reminder 1 hour before. The calendar file stores the start as 18:30 UTC (London is on GMT in November) and the end as 21:00 UTC, with the reminder as 60 minutes before. A guest whose calendar is in New York, on the same date, sees 13:30. If you had typed the same event as 18:30 in New York, the file would store 23:30 UTC instead.

The tool also warns about clock changes. Try 01:30 on 29 March 2026 in Europe/London and it says that time does not exist because the clocks go forward, and uses 02:30 BST. Try 01:30 on 25 October 2026 and it says the time happens twice, and uses the first one. An end time earlier than the start is read as the next day, so a 22:00 start with a 02:00 end works; if that would make the event longer than 12 hours, the tool asks you to tick "Ends the next day" before it lets you download.

Step 4 in detail: the event page

Event Landing Page Generator makes a one-page website as a single index.html file with no scripts. You set the title, tagline, the "when" text exactly as you want it shown, venue, address, a map link, an about text, an RSVP link or email address and the button text, the organiser name, an accent colour and an optional dark page. If your project has a schedule, the programme is listed by day, and an Add to calendar button is built into the page as a calendar file. The page is previewed in a sandboxed frame, and you can download it or copy the HTML.

It only accepts safe links. The RSVP field takes an address starting with https:// or an email address, and the map link must start with https://. Anything else, such as a script link, is refused with a message. The page collects nothing and tracks nothing: replies go wherever your RSVP link goes. To put it online you upload index.html to a web host; the tool does not host it for you. There is more in make a one-page event website.

Step 5 in detail: QR codes

Bulk QR has two modes. In "My own list" you paste one link or text per line, choose a size, colours, error correction and PNG or SVG, and download a ZIP with one numbered file per code plus an index.csv that maps each file to its value, up to 500 per batch. In "Guest passes from my project" it makes one signed pass per guest, named after the guest. A pass holds a random ID and a signature, never a name or an email, and it is for checking guests in at the door, not for linking to a page.

So for an invitation, the QR you want is usually one code that links to your event page, which you make in list mode after the page is online. There is no point printing it before you know the address.

Steps

1. Create or open a project, and add guests in step 1.
2. Design the card. Check the date, time, venue and RSVP line, then choose whether to make personalised cards.
3. Decide which calendar file to send. If the time zone matters, use the Calendar Invite Maker rather than the card's own file, and set the zone.
4. Build the event page, preview it and download index.html. Upload it to your host and test the RSVP button.
5. Make a QR code from the live page address.
6. Compare the card, calendar file and page line by line: date, start time, venue, RSVP.
7. Save the project file.

Invitation Automator and Invitation Card Maker are Premium Applications, with 2 trial uses a day before a day pass or plan applies. Calendar Invite Maker, Event Landing Page Generator and Bulk QR are Professional Tools with 10 trial uses a day. Exports count as usage, and copying is not metered.

Common mistakes

Sending the card's floating-time reminder for an event in another time zone. Leaving a placeholder RSVP address on the card from the preset. Printing the QR code before the page is online. Editing the date on the card and forgetting the page. Closing the tab without saving the project file.

Summary

Use the workspace as a checklist: guests, card, calendar file, page and QR codes, each checked against the same date, time and place. Pick the right calendar file for the zone. Open Invitation Automator with your guest list, or try the sample project first. More planning tools are in the event tools category.

Open Invitation Automator→

Would a single form that fills all four be useful? Tell us on the contact page.