How to send invite via email directly to attendees.

[cmclean]

I have a list of attendees who have already registered for a webinar via the HubSpot landing page and form. Now i would like to send them all calendar invites for the actual webinar but I would like to send them not Zoom. 

Is there an easy way to do that?

[iambobsat]

Hi cmclean, 

Yes , you can absolutely send calendar invites to webinar registrants without going through Zoom, but it requires exporting the registrant list and using your calendar/email system. Here’s a step-by-step approach:

Step 1: Export Registrant List from Zoom or HubSpot

1. From HubSpot (if you used their form for registration):
   • Go to the form’s submissions → export contacts as CSV.
   • From Zoom Webinar (if they were synced or registered there):
     • Zoom Web Portal → Webinars → [Select Webinar] → Registrants → Export CSV.

       Make sure you have email addresses for all registrants.

       Step 2: Create a Calendar Invite

       You can use Outlook, Google Calendar, or another calendar system:

       For Google Calendar

       1. Create a new event → fill in:
          • Event Title: Webinar Name
          • Date & Time
          • Location: Zoom webinar link (copy from Zoom)
          • Description: Include any instructions or agenda
          • Click Add Guests → upload the emails from your CSV (you may need to copy-paste if there’s no bulk import option).
          • Send the invitation — each registrant will receive a Google Calendar invite with the Zoom link.

            For Outlook

            1. Create a new Meeting → fill in details (title, date/time, Zoom link in location or body).
            2. Click Invite Attendees → paste or import the email addresses.
            3. Send → recipients receive an Outlook calendar invite.

               Step 3: Optional – Personalize / Automate

               • If your list is large, consider using HubSpot workflows or mail merge tools with ICS (calendar invite) attachments.
               • Tools like Outreach, Yesware, or Mail Merge with Gmail/Outlook allow you to send bulk calendar invites with personalized names.

                 Pro Tip: If your registrants are already in HubSpot, you can create a workflow that sends them an ICS calendar invite attachment — this is often cleaner than copying emails manually.