How to Include Additional Participants in an Appointment

When organizing appointments, you may need to involve multiple participants. Our CRM simplifies this process, allowing the main attendee to easily invite others through the booking widget or the appointment setup window. This guide will walk you through the process of adding guests, the types of calendars that support this feature, and how email notifications are handled.

Calendar Types That Support Guest Addition

• Simple Calendar (formerly Unassigned Calendars)

• Round Robin Calendars

• Collective Booking Calendars

Email Notifications

All participants will receive email notifications, ensuring they are informed of the appointment details.

Custom Forms and Payment Options for Guests

Guests can complete any necessary custom forms via a link provided in their appointment email. However, payment is only required from the main attendee, streamlining the booking process.

Steps for Booking and Editing Appointments with Guests

Adding guests to an appointment is straightforward. Here’s how:

1. Navigate to the Calendar View page and click on "+New."
   

2. Use the "Add Guests" option, if available, to include more participants.
   

3. Complete the booking process.
   
   

You can also edit an existing appointment to add or remove guests, as long as the total number of participants stays within the permitted limit.

Canceling and Rescheduling

The primary attendee has the authority to cancel or reschedule the appointment using the links provided in the confirmation email. Guests do not have the option to cancel or reschedule.

Frequently Asked Questions (FAQs)

• How can attendees add guests?
  Attendees can add guests by entering their names and emails in the Calendar booking widget.

• Can guests complete custom forms?
  Yes, guests will receive custom forms in their Appointment Notification email and can fill them out as needed.

• Are guests required to make payments?
  No, only the main attendee is responsible for any payments.

• What is the maximum number of guests that can be added?
  Up to 10 guests can be added directly, or up to 100 for certain types of calendars.

• Can the primary attendee be removed during editing?
  No, the primary attendee cannot be removed when editing the appointment.

• Can guests be added using both the Calendar widget and the appointment booking modal?
  Yes, guests can be added through either method.

• What happens if there’s a fixed number of seats per appointment?
  The Add Guest feature is unavailable for Class Booking calendars due to their limited seating.