Using the Add Guests Feature for Calendar Bookings

Overview of the Add Guests Feature

The Add Guests feature in your CRM's calendar bookings allows clients to include additional participants when they schedule an appointment. This ensures you have a full list of everyone attending the session. Recent improvements let you require guest details and set up payments that automatically adjust based on the total number of attendees. This is ideal for services involving multiple people, such as group classes, workshops, or consultations.

Key Benefits

Enabling the Add Guests feature provides several advantages for managing group appointments:

• Collect payments accurately based on the total attendee count.
• Ensure required information for every guest is captured at the time of booking.
• View a complete list of all participants directly in the appointment record.
• Optionally gather guest email addresses for communication purposes.
• Improve tracking of attendance and group sizes.
• Reduce payment errors and related support questions.

How to Enable the Add Guests Features

You can activate guest collection and per-attendee payment options through your calendar settings.

1. Go to Settings > Calendars in your CRM dashboard.
2. Click Edit next to the calendar you wish to update.
3. Select the Forms & Payment tab.
4. Scroll to the Add Guests section.
5. Toggle on Require Guests for Booking to make adding at least one guest mandatory.
6. In the Payments section, enable Accept Payments for all attendees to calculate the total cost based on the number of participants.

Require Guests for Booking

This setting is essential for businesses where sessions typically involve more than one person. When activated, the booking process cannot be completed unless the client adds at least one guest and provides their information, such as a name. This helps maintain accurate attendance records for activities like group therapy, fitness classes, or event bookings.

Collect Payment for All Attendees

This option allows you to charge the booker based on the total number of people attending, including themselves and any guests. Instead of a flat fee, the system calculates the cost by multiplying the per-person service price by the total attendee count. This is perfect for events or services priced per participant.

How the calculation works:

• The total price is determined by: Service Price × (1 booker + number of guests).
• The booker is charged the full amount during the booking process through your connected payment gateway.

Frequently Asked Questions

Can I collect email addresses for each guest?

Yes. You can configure your booking form to request guest names and email addresses, which is useful for sending individual confirmations or reminders.

Do I have to enable both features together?

No. You can choose to require guest information without enabling per-attendee payments, or activate payment calculation without making guests mandatory.

What if a guest cancels but the booker still attends?

Any refunds or adjustments for cancellations need to be handled manually, as the payment is processed based on the information provided at the time of booking.

Do guests receive confirmation emails?

Guests will only get confirmation emails if their email addresses are collected and you have set up specific notifications using workflows or triggers.

Can the booker add more than one guest?

Yes. The booking form allows for multiple guest entries. You can configure the maximum number of guests allowed based on your service type.