Create buzz in the workplace and foster real-life connections with Events in deskbird. Whether you're organizing a lunch, a workshop, or a company-wide announcement, Events makes it easy to bring people together and boost attendance in the office.
Users can discover upcoming events in their scheduling view, RSVP with one click, and see who else is joining, all in one flow. This article explains how to create events, who can create them, which emails invitees and organizers receive, and how events sync with calendars.
- What are events?
- Create an event
- Manage who can create events
- Calendar sync, RSVP tracking and email invitations
- View and respond to events
- Event inspiration
- FAQs
1. What are events?
Events are designed to create a sense of excitement and community around in-person office gatherings. Encouraging users to come to the office and optimizing workspace usage are key drivers of productivity and engagement.
With Events, you have a powerful tool to:
- Motivate users to come to the office
- Strengthen team culture through real-life connections
- Promote visibility of key activities and company happenings
Whether it's a team lunch, a holiday celebration, a hybrid workshop, or an office-wide announcement, deskbird's Events feature helps you plan, share, and manage it all in just a few clicks.
2. Create an event
There are two ways to create an event, depending on your role and permissions.
From the Admin
Global Admins and Office Admins can go to Admin > Workforce > Events and click Add event.
Fill in the form with:
- Event name and emoji
- Date and time
- Invitees: user groups, individuals, or entire offices
- Location and optional description
- RSVP and email settings (see Email invitations)
You can set an Attendance limit when creating an event. Once published, the limit cannot be changed. When the maximum number of guests is reached, additional sign-ups are automatically placed on a waitlist. If a confirmed guest declines their spot, the next person on the waitlist is automatically moved into the event. The event page also shows how many spots are left, giving full transparency to organizers and attendees. This makes it easy to manage events with limited capacity, such as workshops, office lunches, or team activities.
Click Publish event to share it.
From the Schedule view (Personal Feed)
If you have permission, you'll see a ➕ icon next to View all upcoming events under the calendar in your Schedule tab. Click it to create and submit an event directly from your own view. For step-by-step instructions, see Create an office event.
3. Manage who can create events
By default:
- Global Admins and Office Admins can always create events.
Global Admins can grant event creation access to:
- Managers
- Users
- Group Managers
💡 Tip: These permissions can be updated via the Role permissions panel in the Events admin view.
Platform availability
| Platform | What you can do |
| Web App & MS Teams | ✅ Create, view, RSVP, manage |
| Mobile (iOS/Android) | ✅ View and RSVP only |
⚠️ Mobile apps: Event creation and editing are only supported on the web app and in Microsoft Teams for now.
4. Calendar sync, RSVP tracking and email invitations
If calendar sync is enabled (Google or Microsoft), events created in deskbird are automatically added to users' calendars.
Calendar behavior
- Yes: added as Busy
- Maybe: added as Free
- No: calendar entry removed
RSVP also sends an .ics file via email. Event organizers can optionally disable RSVP responses for individual events.
Email invitations
When you create an event, the Notify all users by email setting decides whether invitees receive an email invitation with a calendar invite (.ics file):
- On: all invitees receive an email invitation with a calendar invite.
- Off: invitees do not receive an email invitation. They still see the event in their Schedule view and can RSVP there.
⚠️ The organizer always receives an invitation: The event organizer always receives a confirmation email with a calendar invite (.ics file) and is automatically marked as attending, even when Notify all users by email is off. Because the event is in the organizer's calendar, the organizer can also receive update and cancellation emails when the event is edited or deleted. This does not mean that the other invitees were notified.
5. View and respond to events
Users can see upcoming events in the Schedule view, highlighted by the 🎉 emoji on the date, or via View all upcoming events in the calendar. When they open an event, they see the location, time, organizer, attendee list, and description, and can RSVP with one click. For the user perspective, see RSVP to an office event.
💡 Admins only: The full list of events (Upcoming & Past) is only available to Admins in Admin > Workforce > Events.
6. Event inspiration
Need a few ideas to get started?
- 🍕 Pizza Party: reward your team with lunch
- 🤝 Cross-team meetup: boost collaboration
- 💬 Q&A with leadership: keep communication open
- 🧘 Wellness hour: yoga, meditation, or a break together
- 📢 Important update: share news without RSVPs
Use events strategically to increase office presence and create moments users actually want to join.
7. FAQs
This is expected. As the organizer, you always receive a confirmation email with a calendar invite (.ics file) and are automatically marked as attending. The setting only controls emails to the other invitees. Since the event is in your calendar, you can also receive update and cancellation emails when the event changes.
- Check whether Notify all users by email was on when the event was created. If it was off, invitees receive no email invitation.
- Check that the right user groups, individuals or offices were selected as invitees.
- Ask invitees to look for the event in their Schedule view. Invitees see the event there and can RSVP, even without an email.
Invitees who received an email invitation are notified of updates by email. Invitees who did not receive the original email invitation are usually not notified by email, but they see the changes in deskbird.
No. The Attendance limit cannot be changed once the event is published. When the limit is reached, additional sign-ups are placed on a waitlist automatically.
Global Admins and Office Admins can always create events. Global Admins can grant event creation access to Managers, Users and Group Managers in the Role permissions panel of the Events admin view.
No. On the iOS and Android apps, you can view events and RSVP. Event creation and editing are available on the web app and in Microsoft Teams.
Admins can see all upcoming and past events in Admin > Workforce > Events. Users see the events they are invited to in their Schedule view.