Why am I seeing a banner that says my guests will be distributed across multiple calendar events?

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We've found that calendar events with more than 1,000 guests often experience issues with syncing data between calendar and Epoch. This is due to the API provided by Google Calendar and Outlook Calendar, which means it's out of our control.

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To reduce these issues, we've built a way to automatically split the guest list across identical calendar events (proxy events) to ensure that the event will be stable.

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What will change after my event gets split into multiple calendar events?

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The experience for guests and admins will mostly remain the same.

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Since all the data will be synced from each calendar event into a single insights page, admins are still be able to manage everything in one place. Employees will see a unified guest list on the Epoch web app.

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The differences include:

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• Guests can't be invited through calendar – they'll be automatically removed and won't show up in Epoch.
• The guest list will always be hidden by default on calendar, as seeing a partial guest list will be inaccurate and may be confusing to guests.
• The admin who created the event will see all proxy events on their Epoch calendar.

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Frequently asked questions

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What happens if my event is already split and then more guests are invited?

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When a proxy event reaches the threshold of 1,000 guests, a new proxy event will be created.

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New guests will be added in chronological order to proxy events.

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What happens if my event is already split and then I remove guests to below the threshold?

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The proxy events will remain on calendar and guests will stay on their current calendar event.

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What happens if a guest is removed and then added back to an event? 

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If a guest is removed, whether it's due to an admin removing them or the guest changing their RSVP, they will be removed from the proxy calendar event.

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When they are added back to the event, they'll be added back to the same proxy calendar event. They will always be assigned to the same calendar event until the calendar event is deleted (i.e. event is archived).