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Invite groups to calendar events

You can use Groups to quickly invite lots of people to an event at once. You can send up to 200 invitations to an event. By inviting groups, you can have up to 100,000 guests.  

Invite a group to an event and view responses

  1. On your computer, enter the email address for the group the same way you'd add any guest.
  2. Next to the Group Group in the guest list, click the Arrow Right arrow to see group members and their responses. 

    If you don't see the group icon and arrow, you don't have permission to view the group's member list.

Who gets invited

Members of the group see the event on their calendar. The guest list also updates as group membership changes. People who join the group later see the event in their calendar. And people who leave the group have the event removed.

These updates typically appear in people’s calendars within 30 minutes, but it can take up to 24 hours. The updates don’t happen in past events. Nor do they happen in large events (see below).

Restrictions with large events

More than 200 guests

When an event expands to over 200 guests, a few restrictions apply:

  • The guest list doesn't update when group membership changes.
  • Guests can't see the full guest list.
  • Guests can't modify the event or invite more people.
  • Responses aren't sent to the event organizer.
  • The event can't be transferred to another organizer or moved to a different calendar.

If you're the event organizer, you'll see a warning in your calendar when an event exceeds 200 guests.

How the 200 guest limit is counted

Guests are counted by distinct email addresses in the guest list. This includes individual invitees, group members, each group itself, and all rooms.

Guests who have been removed from the event are still counted. If this puts you over the 200 guest limit, you can recreate the event with the reduced guest list to avoid the restrictions above. 


I can't reply Yes, Maybe, or No, and the event wasn't added to my calendar

If you can't reply by clicking links in the invitation, this means the event organizer doesn't have permission to view the group's members.

To add the event to your calendar, you must instead click Add to calendar in the top section of the invitation. Note that the event organizer won't receive any RSVP.

I can't see group members in an event, or their responses

This means you or the organizer don't have permission to view group members, or that the group has more than 200 total guests. See above to learn how this is counted. 

Group member changes aren't reflected in an event

This means over 200 guests have been invited to the event, or that the event organizer doesn't have permission to view group members. 

Aaron is a Calendar expert and author of this help page. Leave him feedback below about the page.

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