Add different attendees to a booking

By default, Microsoft Bookings only allows the person making the reservation to receive the confirmation email. However, there are a few workarounds to add multiple attendees when scheduling a booking.

Option 1: Use Group Bookings (Best for Multiple External Attendees)

If you want multiple people to be able to register for the same event, Group Bookings is the best approach.

• Enable Group Bookings:
  • Go to Microsoft Bookings → Services.
  • Select the service you want to modify.
  • Under Maximum Attendees per event, increase the number (e.g., set to 4).
  • Save changes.
• Booking Process:
  • Each attendee must register separately via the booking page.
  • The confirmation will be sent only to the registered individual.

This method is useful for allowing different people to book the same slot, but it doesn’t allow one person to add multiple attendees at the time of booking.

Option 2: Manually Add Attendees in Outlook (Best for Internal Meetings)

If the goal is to add more people after the initial booking, the best way is to:

• Let the person book as usual in Bookings.
• Open the appointment in Outlook (or Teams).
  • Go to your Outlook Calendar.
  • Find the event created by Microsoft Bookings.
  • Click Edit and add attendees under the Required or Optional fields.
  • Save and send the updated invite.

This method works well when the meeting organizer knows who to invite after the booking.

Option 3: Use Power Automate to Automatically Add Attendees

If you want attendees to be automatically included when a booking is made, you can set up Power Automate:

• Trigger: "When a new event is created in Microsoft Bookings."
• Action: "Update event" in Outlook with pre-defined attendees.

This way, specific people (e.g., team members or assistants) can be added to every booking automatically.

Option 4: Use a Custom Booking Form (Best for Flexible Booking Needs)

If your use case requires the person booking to specify additional attendees at the time of reservation:

• Go to Bookings > Services > Custom Fields.
• Add a custom question (e.g., "Enter additional attendees' emails").
• After the booking, manually forward the invite to those emails.

This method does not automatically add them to the calendar event but allows gathering the necessary information.

Which Option Should You Use?

• For multiple external attendees: Use Group Bookings.
• For adding internal people after booking: Edit the event in Outlook.
• For automatic attendee addition: Use Power Automate.
• For allowing the booker to specify extra attendees: Use Custom Fields.