'%3e%3cpath%20d='M8%200C12.4183%200%2016%203.58172%2016%208C16%2012.4183%2012.4183%2016%208%2016C3.58172%2016%200%2012.4183%200%208C0%203.58172%203.58172%200%208%200ZM11.6162%204.38379C11.2257%203.99337%2010.5927%203.99338%2010.2021%204.38379L8%206.58594L5.79785%204.38379C5.40732%203.99334%204.77429%203.99329%204.38379%204.38379C3.99331%204.77429%203.99335%205.40733%204.38379%205.79785L6.58594%208L4.38379%2010.2021C3.99348%2010.5927%203.99341%2011.2257%204.38379%2011.6162C4.77426%2012.0066%205.40734%2012.0065%205.79785%2011.6162L8%209.41406L10.2021%2011.6162C10.5927%2012.0066%2011.2257%2012.0067%2011.6162%2011.6162C12.0067%2011.2257%2012.0066%2010.5927%2011.6162%2010.2021L9.41406%208L11.6162%205.79785C12.0066%205.40735%2012.0066%204.77429%2011.6162%204.38379Z'%20fill='%23080E17'%20fill-opacity='0.46'/%3e%3c/g%3e%3cdefs%3e%3cclipPath%20id='clip0_3761_713'%3e%3crect%20width='16'%20height='16'%20fill='white'/%3e%3c/clipPath%3e%3c/defs%3e%3c/svg%3e)
How to Allow Multiple People to Book the Same Time Slot in Microsoft Bookings
Question details
The user needs to configure a booking page to allow a specific maximum number of attendees to sign up for the exact same time slot.
- Product
- Microsoft Bookings
- Device & OS
- not provided
- Scenario
- Setting up appointments for events like company headshots where multiple employees need to be accommodated simultaneously up to a predetermined limit.
- Observed behavior
- The booking page currently limits registrations to only one person per time slot, lacking an obvious way to permit several attendees while restricting the total capacity.
Ensure you have administrator access to your Microsoft 365 tenant and the specific Microsoft Bookings calendar to modify service details and attendee limits.
Enable Group Bookings and Set Maximum Attendees
Modify your specific service settings within Microsoft Bookings to allow multiple participants by defining a maximum attendee limit.
Microsoft Bookings supports group bookings, allowing multiple people to schedule the same service at the same time. This feature is enabled on a per-service basis.
Log in to your Microsoft Bookings dashboard and select 'Services' from the left-hand navigation menu.
Click on the specific service you want to modify, such as your 'Company Headshots' event.
Scroll down to the 'Maximum number of attendees' field under the basic details section. Change the default value of 1 to your desired maximum capacity.
Click 'Save' at the top of the page. The time slot will now remain open on the booking page until the specified number of people have registered.
Use Microsoft Forms with Power Automate as an Alternative
If Bookings does not provide the precise capacity control or tenant configuration you require, use Microsoft Forms combined with Power Automate.
Utilize Dedicated Group Sign-Up Tools
Use third-party platforms designed explicitly for group scheduling with slot limits.
Need a Free Office Suite to Manage Your Booking Data? Try WPS Office
While Microsoft Bookings handles your scheduling, managing your attendee lists, exported schedules, and tracking data requires a reliable spreadsheet application. WPS Office provides a completely free, lightweight, and highly compatible alternative to Microsoft Office, allowing you to seamlessly open, analyze, and manage your exported booking reports without an expensive subscription.
- 1. Download and Install: Get WPS Office for free from the official website and install it on your device.
- 2. Export Booking Data: In Microsoft Bookings, go to the Home page and click 'Export 120 day view using a TSV file' to download your attendee list.
- 3. Open and Analyze in WPS: Right-click the exported file, select 'Open with WPS Spreadsheet', and easily manage or format your attendee data.
Frequently Asked Questions
Why can't I see the 'Maximum number of attendees' option in Bookings?
This option might be missing if your Microsoft 365 tenant restricts group bookings, or if you are viewing an older version of the interface. Ensure your specific service type is set up to support group scheduling.
Can I set different capacities for different time slots in the same service?
No, Microsoft Bookings applies the maximum attendee limit globally to the entire service. If you need varying capacities for different slots, you must create separate services for each capacity limit.
How do attendees see the remaining spots for a time slot?
Microsoft Bookings does not natively display the remaining number of available spots on the public booking page. The time slot will simply disappear or show as unavailable once the maximum capacity is reached.
Can I export the list of multiple attendees who booked the same time slot?
Yes. You can export your Bookings data to a TSV file from the Bookings dashboard, which can then be opened in a spreadsheet program like Excel or WPS Spreadsheet to view all attendees.
