Add Guests to Calendar Bookings

Calendar Management

Add Guests to Calendar Bookings

Enable your contacts to invite additional attendees when booking appointments, making group meetings and family consultations more efficient.What You'll Learn

This article explains how to configure and use the add guests feature for calendar bookings. You'll learn how to enable guest additions, set attendee limits, and customize the booking experience for your contacts.

By the end of this guide, you'll be able to streamline group appointments and ensure all relevant participants receive booking confirmations and reminders.

Table of Contents1What is the Add Guests Feature?2Key Benefits3How to Enable Add Guests in Your Calendar4Understanding Guest Limit Controls5How Contacts Add Guests During Booking6Viewing and Managing Guest Information7Frequently Asked Questions1

What is the Add Guests Feature?

The add guests feature allows your contacts to include additional attendees when booking appointments through your calendar. This functionality is particularly useful for consultations, family appointments, team meetings, or any scenario where multiple people need to attend the same scheduled event.

When enabled, contacts can add guest email addresses during the booking process. Each guest receives confirmation emails, calendar invites, and reminder notifications automatically, ensuring everyone stays informed about the appointment details.

You maintain full control over this feature by setting a maximum number of guests per booking and choosing whether to make guest additions optional or required.

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Key Benefits

The add guests feature provides several advantages for both you and your contacts:

Streamlined Group Appointments, Contacts can coordinate multiple attendees in a single booking without requiring separate appointments or manual coordination.Automatic Communication, All guests receive confirmation emails and calendar invitations automatically, reducing manual follow-up work.Centralized Guest Management, View all guest information in one location through the appointment details page and custom values section.Flexible Attendance Control, Set specific guest limits to manage group sizes based on your capacity and appointment type.Enhanced Workflow Integration, Use guest email information in workflows and automation to trigger custom actions or communications.3

How to Enable Add Guests in Your Calendar

Follow these steps to configure the add guests feature for your calendar:

Step 1Navigate to Calendar Settings

Go to Calendars in your left navigation menu, then select the specific calendar you want to configure. Click on the Settings tab to access configuration options.

Step 2Locate the Add Guests Option

Scroll down to find the Add Guests setting within your calendar configuration options.

Step 3Enable the Feature

Toggle the Add Guests switch to the enabled position. This activates the guest addition functionality for your calendar.

Step 4Configure Guest Limits

Set the maximum number of guests allowed per booking. Enter a number between 1 and 999 based on your capacity and appointment requirements.

Step 5Save Your Settings

Click Save or Update to apply your configuration changes. The add guests feature is now active for this calendar.

Configuration Complete

Your calendar now allows contacts to add guests when booking appointments. The guest field will appear automatically in your booking form.

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Understanding Guest Limit Controls

The guest limit setting determines how many additional attendees contacts can add to a single booking. This control helps you manage group sizes effectively:

Guest Limit Range1 to 999 Guests

You can set any number between 1 and 999 as your maximum guest count. This flexibility accommodates various appointment types from small consultations to large group sessions.

Optional Field BehaviorGuest Addition Not Required

The guest field appears as an optional addition during booking. Contacts can book appointments without adding any guests if they prefer.

Best Practice

Set guest limits based on your actual capacity and appointment requirements. Consider factors like meeting room size, available resources, and the nature of your services when determining appropriate limits.

Quick TipOptimize Group AppointmentsUse the add guests feature to streamline family consultations, team meetings, and group sessions without requiring multiple separate bookings.5

How Contacts Add Guests During Booking

When the add guests feature is enabled, your contacts will see the following experience during the booking process:

Booking Form DisplayGuest Field Appears Automatically

The guest addition field displays automatically in the booking form once enabled. Contacts see this option alongside other appointment details.

Adding Guest EmailsEmail Entry Process

Contacts enter each guest's email address in the provided field. They can add multiple guests up to your configured limit by entering additional email addresses.

Automatic NotificationsGuest Communication

Once the booking is confirmed, each guest receives a confirmation email and calendar invitation automatically. Guests also receive any scheduled reminder notifications before the appointment.

Note

Guest email addresses must be valid for notifications to be delivered successfully. The system validates email format during the booking process.

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Viewing and Managing Guest Information

After a booking is made with guests, you can access guest information through multiple locations in your system:

Location 1Appointment Details Page

Navigate to the specific appointment in your calendar and view the appointment details. Guest email addresses appear in the appointment information section.

Location 2Contact Custom Values

Guest email information is stored in the contact record under custom values. This allows you to reference guest data in workflows and automation.

Workflow IntegrationUsing Guest Data in Automation

Access guest email addresses through custom values in your workflows. This enables you to create automated communications or actions based on guest participation.

Pro Tip

Create workflows that send customized follow-up messages to both the primary contact and all guests after appointments complete. This ensures comprehensive communication with all attendees.

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Frequently Asked Questions

Q: Can I make the guest field required for bookings?No, the guest field is always optional. Contacts can book appointments without adding guests if they choose. The field appears in the booking form but does not prevent bookings when left empty.Q: Do guests receive the same notifications as the primary contact?Yes, guests receive confirmation emails, calendar invitations, and reminder notifications automatically. However, guests are not added as separate contact records in your system, they only receive appointment-related communications.Q: Can I edit or remove guests after a booking is made?Guest information can be viewed in the appointment details and custom values, but guests cannot be edited or removed after the booking is completed through the standard interface. You would need to cancel and rebook the appointment with updated guest information if changes are required.Q: Does adding guests affect appointment capacity or availability?No, guests do not count against your calendar's appointment slot capacity. Each booking with guests still counts as a single appointment slot, regardless of the number of guests added.Q: Can I customize the guest field label in the booking form?The guest field uses default system labeling. Custom field labels are not currently available for the add guests feature.Q: How do I use guest information in workflows?Guest email addresses are stored as custom values in the contact record. You can reference these custom values in your workflow triggers, conditions, and actions to create automation based on guest participation.Q: Is there a minimum guest limit I can set?The minimum guest limit is 1. You can set any value between 1 and 999 based on your needs. Setting the limit to 1 allows contacts to add one guest per booking.Q: Can guests cancel or reschedule the appointment independently?No, guests receive notifications but cannot independently cancel or reschedule the appointment. Only the primary contact who made the booking has the ability to modify or cancel the appointment through their booking confirmation link.Need Help?

If you need assistance configuring the add guests feature or have questions about implementing group appointments, our support team is ready to help.

• Navigate to Settings → Support in your Open Doors account
• Click Contact Support to open a support ticket
• Provide details about your calendar configuration and use case for personalized assistance