Group Booking User Flow Documentation

Group Booking lets a host offer one time slot to multiple invitees, for example, a webinar, office hours, or a group consultation, instead of the default 1-on-1 model where one slot equals one attendee. Invitees book the same slot independently until it reaches its attendee cap.

This guide walks through the complete Group Booking user flow: how a host sets up a group event, how invitees book a shared slot, and how the host manages and cancels group sessions.

Part 1: Setting Up a Group Booking Event (Host/Admin)

1. Choose the Event Kind

• Go to Bookings< Events and click on New Event Type.

• Select Group to enable multi-attendee bookings for a single slot.

2. Set Max Attendees

• Once Group is selected, a Max Attendees field appears on the form

• Default is 10, with a minimum of 2 and a maximum of 500.
• This field is required for group events.

3. Configure the Rest of the Event (same as 1-on-1)

• Name (required) and an Activate toggle to control whether the event is immediately bookable.
• Duration & Appearance – duration of 15, 30, 45, 60, 90, or 120 minutes, plus an accent color.

• Location – Online (Zoom / Google Meet / custom URL), In Person, or Phone.

• Weekly Availability – time ranges per day of the week, plus a timezone.

4. Create the Event Type

• Click Create Event Type to publish it.
• Each event type gets a public booking link in the format:
• https://<frontend-url>/book/<workspace-uuid>/<event-slug>

Part 2: How Invitees Book a Group Slot

1. Open the Public Booking Link

• The invitee opens the public booking link and picks a date.

2. View Remaining Capacity

• The slot picker shows remaining capacity for each time, e.g. “3 of 10 spots left.”

• Slots that are completely full disappear from the picker.

3. Enter Details and Confirm

• The invitee enters their name, email, phone (if required), and any notes, then confirms.

4. What Happens Behind the Scenes

• The system locks the slot and rechecks capacity to prevent overbooking.
• Duplicate bookings from the same email for the same slot are blocked.
• The invitee is created or updated as a CRM contact.
• A shared Zoom/Google Meet link and calendar event are created for the first booking; later attendees join the same meeting and event.

5. Confirmation and Reminders

• Confirmation emails are sent to the invitee and the host, unless disabled.
• Reminders are scheduled 24 hours and 1 hour before the session.

Part 3: Managing a Group Session (Host/Admin)

1. Calendar View

• Each group session appears as a single session card showing the total attendee count.

2. Table View

• Each attendee is listed as an individual booking row, with their own status and actions.

3. Cancel an Individual Attendee

• A single attendee can be cancelled from their row without affecting any other attendee in the session.

4. Cancel the Entire Session

• Cancels all confirmed bookings for the slot and sends cancellation emails to every attendee.
• Deletes the shared calendar event/meeting after the last attendee is removed.
• Optionally includes a cancellation reason, and returns the total number of bookings cancelled.

Key Behavior Notes

The table below summarizes how Group Booking differs from the standard 1-on-1 booking model.

Behavior	1-on-1	Group
Capacity gate	Slot blocked once booked	Slot remains open until Max Attendees is reached
Reschedule	Allowed (if enabled)	Not available – invitee must cancel and rebook
Duplicate email for same slot	N/A	Blocked
Calendar / Zoom event	One per booking	One shared event per slot
Cancellation	Single booking	Individual attendee or entire session

Need Help?

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