Bookings - Multiple Guest or Staff can attend

Question

Hello,

I am trying to set up a booking page where our staff can book a meeting for multiple clients, add multiple staff and ensure that everyone receives the meeting links.

I added maximum number of attendees but in the actual booking page, there's no option to add more email address.

Also, there's no option for me to activate group bookings.

Thank you

Answer 1

Dear @john023124,

I understand you are having trouble setting up a Microsoft Bookings page that allows multiple staff members and multiple customers (guests) to attend the same meeting while ensuring everyone receives the link.

Here is why this is happening and how to solve it:

Step 1: Booking Multiple Clients (Group Bookings)

To allow multiple clients to book the same time slot, you must use a specific service type. The reason you cannot see the option to add more email addresses on the booking page is likely because the service was originally created as a "Single Placement" service.

You cannot change an existing single-capacity service into a group service after it has been created. You will need to create a new service.

1. Go to Services > Add new service.
2. Under Basic Details, look for Maximum attendees. Set this number to 2 or more (e.g., 5, 10, etc.). (Please remember to name the service before setting the maximum number of attendees.)
3. Once this is set and saved, the booking page will automatically allow multiple different clients to sign up for that same time slot until the maximum limit is reached.

Step 2: Adding Multiple Staff Members

By default, Microsoft Bookings is designed to assign one staff member per booking slot to prevent double-booking. However, if you want multiple specific staff members to always be included in the meeting, use this configuration:

1. Go to Services and edit the service you just created.
2. Go to the Assign staff section.
3. Select all the staff members who need to attend.
4. Please Note: Uncheck the box that says, "Allow customers to choose a specific staff member for this booking." 
5. When a client books, Bookings will assign the meeting to the available staff. If you need all selected staff to be explicitly invited, ensure their calendars are free at that time, and Bookings will include them and send them the meeting link.

Note on Team Meetings: Ensure that the "Add online meeting" toggle is turned on in the Service settings so that a Microsoft Teams link is automatically generated and sent to all staff and attendees.

For more detailed guidance, you can refer to the official Microsoft documentation on Define your services in Shared Bookings | Microsoft Learn

On the public booking page, the Email field only accepts ONE email address.

There is currently no supported way for a customer to type multiple individual email addresses into one booking.

This is by design in Microsoft Bookings and cannot be changed.

You can submit feedback to the product team via: Bookings - Feedback

Since this capability isn’t available, you can consider the following alternatives:

Option 1: Use a Group or Shared Mailbox

Enter a distribution list or group email (for example: ******@company.com).

Everyone in that group will receive the meeting invitation and Teams link.

For references:
Create distribution groups
Open and use a shared mailbox in Outlook

Option 2: Share the Booking Link

One person completes the booking.

They manually share the Teams meeting link with the other participants.

Please understand that, as a moderator, the real-world environment and specific challenges your users face may differ from my test setup. Rest assured that I am always here to help you bridge that gap. We will work closely together to guide you effectively and optimize this process for your issue. If you encounter difficulties or notice a step not working as expected, please do not hesitate to contact me. I am happy to continue learning and working alongside you until we find a suitable solution.

Please let me know if this resolves the issue for you. If you have any updates or additional details, please feel free to leave a comment under this post.

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