Forum Discussion
Using Bookings to register people for scheduled events?
Hi: I want to test if Bookings could be a good solution for this activity - or if there's a better way within 365.
I will run six workshops in Zoom (scheduled via Outlook) next year. I want to send a communication to about 300 people from a range of organisations inviting them to sign up for any or all of these sessions. Probably be able to accommodate up to 200 people per session.
Is it possible to use Bookings to have them sign up for the workshops, and get an invitation sent to them, AND have them added to our Outlook appointment attendees (so we know who they are)?
If so... how?!
If not, is there another MS365 product or feature that would enable this?
Microsoft Bookings is generally geared towards one-on-one or small group appointments, rather than handling large workshop registrations or adding multiple attendees to an existing Outlook event. However, there are a few approaches within Microsoft 365 that could work for your needs, either by using Bookings in combination with other tools or by using an alternative approach.
Create a Bookings page for each workshop.
Define each workshop as a separate "service" with the specified date and time, and allow up to 200 attendees (as Bookings can technically support group bookings).
Share the Bookings link with your 300 invitees, allowing them to register for the sessions they are interested in.
Bookings won’t automatically add attendees to an Outlook event, but you can set up a Power Automate (Flow) to capture attendee information from the Bookings service and send a personalized confirmation email.
You could potentially connect the Bookings data to a SharePoint list or an Excel file for registration tracking.
As people register via Bookings, you’ll receive email confirmations. You could manually add registered attendees to your Outlook event or have a staff member manage these updates if automation is not feasible.=================================
Microsoft Forms + Power Automate + Outlook
Create a Microsoft Form where invitees can register for each workshop session.
Use multiple-choice questions to allow them to select which workshops they want to attend.
Set up a response limit of 200 for each session if you want to restrict attendance to a maximum number.
Use Power Automate to process the Form responses.
Configure it to automatically send a confirmation email to each registrant and, optionally, send calendar invites (using Outlook’s API) for each session they selected.
Power Automate can also add registrants to an Outlook event, creating separate appointments for each registrant if you want individual event tracking.
If you’re using Power Automate, you can add each registrant as an attendee to a shared calendar event or create a new calendar event for each attendee. This way, you’ll have a centralized list of participants.
================================Microsoft Lists or SharePoint with Power Automate
Create a List or SharePoint page to collect registrations for each workshop.
Set up columns for workshop choices, attendee information, and any other necessary fields.
Automate the workflow using Power Automate to send confirmation emails and add attendees to your Outlook events.
As people register, Power Automate can update a centralized list and automatically send Zoom links and calendar invites.
