Add Attendees / Guests to Appointments

Overview:

To ensure successful meetings with all necessary participants, we strive to simplify the process. Now, when your attendees schedule an appointment with you, they have the option to easily add guests to the event.

Previously, invitees had to forward the calendar invitation to include additional guests after scheduling the meeting. We've enhanced the process by allowing them to directly add participants' names and emails within the Calendar booking widget.

This would also ensure that the guests added would receive the appointment notification on the email address provided by the Primary Guest (attendee who is booking the appointment)

Calendar Types Supported

1. Simple Calendar (previously Unassigned Calendars)
2. Round Robin Calendars

Email Notifications:

Email notification would be sent out to all the participants of the appointment, including the primary attendee and their guests.

How would custom forms work for the added guests?

As of now, whenever there is a custom form associated with a Calendar, the primary attendee, who would be booking the appointment would be able to fill the custom form while booking the appointment (which is the current behaviour)

How would payments work in this case?

In case payments is enabled for the Calendar event, then in that case the payment would only be for the primary attendee and not for the guests.

Guests payment would not be collected in the same booking flow, however the guests can be added to the same appointment.

Booking and Editing appointment with Guests (In App)

To book

Users would also have the ability to book the appointment with more than 1 attendee (including guests) from the book appointment modal.

1. On the Calendar View page, click on "Book Appointment"
2. Select the contact (primary attendee) for the appointment
3. Select the Calendar event for which you would like to book the appointment for
   1. Please Note: To add multiple guests you first need to enable the "Add Guests" options for that calendar event in the Calendar settings.
4. Once you have selected the service, on the right panel you would be able to see the Option to "Add Guests" with a search bar
5. You can search from existing contacts to add them to the same appointment or
6. You also have the ability to add a new contact directly there by providing the information (Name, Phone Number and Email Address)
7. With the above you would be able to add guests directly using the book appointment flow from Calendars.

Please Note: Upto 10 guests can be added to a single appointment both from Calendar widget by the attendee or from the appointment booking modal by the user.

View appointment

To add guest, search for an existing

Add a new contact as a Guest

To edit

Users can click on the already booked appointment from the calendars view

1. The appointment view would open, which has the option to edit the appointment
2. Clicking on that would allow the user to be able to edit the appointment
3. Here you can decide to remove any of the added guests from the appointment
4. Please Note: The primary attendee cannot be removed while editing an appointment
5. You can also add more guests in the appointment, as long as the guests count is within the maximum limit for guests in a single appointment.
6. You can also completely remove or Reschedule the event.

Cancellation & Rescheduling

The cancellation would work the same way, where in if the Calendar Settings has

"Allow cancelling meeting"

"Allow reschedule meeting"

then with the booking confirmation the primary attendee would receive the reschedule and cancellation link, using which they would be able to reschedule or cancel an appointment.

Guests would not be able to cancel or reschedule an appointment.

FAQs

Question: How can attendees add guests to their scheduled appointments?

Answer: Attendees can easily add guests by directly inputting their names and emails within the Calendar booking widget.

Question: Can guests fill out custom forms associated with the appointment?

Answer: Yes, if there is a custom form associated with the appointment, the primary attendee will fill it out during booking. Additionally, the custom form will be sent to the added guests in the Appointment Notification email for them to fill out.

Question: Are guests required to make payments for the appointment?

Answer: No, payments are only collected from the primary attendee. Guests are not required to make payments.

Question: How many guests can be added to a single appointment?

Answer: Up to 10 guests can be added to a single appointment, either through the Calendar widget or the appointment booking modal.

Question: Can guests be added while editing an already booked appointment?

Answer: Yes, guests can be added or removed while editing a booked appointment, as long as the total guest count remains within the maximum limit.

Question: Can the primary attendee be removed while editing an appointment?

Answer: No, the primary attendee cannot be removed while editing an appointment.

Question: How can users book an appointment with multiple attendees?

Answer: Users can select the primary attendee and the desired calendar event, then use the "Add Guests" option to search for existing contacts or add new ones directly.

Question: Can guests be added from both the Calendar widget and the appointment booking modal?

Answer: Yes, guests can be added from both the Calendar widget and the appointment booking modal.

Question:What happens if a calendar event has a fixed number of seats per appointment?

Answer: The Add Guest feature is not available for Class Booking calendars, as they have a fixed number of seats per appointment.

Question: Can events be completely removed or rescheduled while editing?

Answer: Yes, while editing an appointment, you have the option to completely remove or reschedule the event, in addition to making changes to the guest list.

Question: Can guests receive appointment notifications and reminders?

Answer: Currently, only the main attendee receives email notifications and reminders. However, we are working on enabling notifications and reminders for added guests in the future.

Question: Is there a limit to the number of appointments guests can be added to?

Answer: Yes, as of now a maximum of 10 guests can be added.

Question: Can guests be added to appointments for all types of calendars?

Answer: Guests can be added to appointments for Simple Calendars (previously Unassigned Calendars) and Round Robin Calendars. However, the Add Guest feature is not available for Class Booking calendars due to their fixed number of seats per appointment.

Question: Can guests be added to appointments after the appointment is booked?

Answer: Yes, guests can be added in app using the Edit appointment flow.

Question: What information is required when adding a new contact as a guest?

Answer: When adding a new contact as a guest, you will need to provide their First Name and Email Address. This information is necessary for proper communication and notification purposes.

Question: Can I add guests to recurring appointments?

Answer: Yes, guests can be added to recurring appointments.