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How to Create a Group Booking Service in Microsoft Bookings

Muhammad Talha Oct 10, 2026 868 views

Question details

The user needs to configure a booking service that allows multiple attendees to sign up for the same time slot up to a defined maximum capacity.

How to Create a Group Booking Service in Microsoft Bookings

Product: Microsoft Bookings
Device & OS: not provided
Scenario: Setting up a service reservation system for multiple attendees per session, such as classes, webinars, or group tours.
Observed behavior: The current Microsoft Bookings setup defaults to a one-to-one service, preventing multiple people from booking the same available time slot.

Before you start

Ensure you have administrator access to your Microsoft Bookings calendar and determine the maximum attendee capacity required for your upcoming group service.

Solution 1Recommended

Set Up a Group Service Configuration

Create a dedicated Group Service type instead of the standard 1:1 service to define a maximum attendee capacity for a single time slot.

By default, Microsoft Bookings creates services designed for one-on-one appointments. To accommodate classes or group events, you must explicitly select the group service option during creation to unlock capacity management features.

Open Services

Add a new service

Click the 'Add a service' button to begin creating a new bookable appointment type.

Select Group Service

Under the Service Type options, select 'Group Service' (or enable the maximum attendees toggle, depending on your version layout).

Set attendee capacity

Locate the maximum attendees field and enter the maximum number of people allowed to book this specific time slot.

Configure and save

Finish setting up the service by configuring staff assignments, availability hours, and pricing, then click 'Save'.

Share the link

Copy the newly generated booking link and share it with your attendees so they can begin reserving their spots.

Existing Services: If you already have a 1:1 service created, you generally cannot convert it into a group service. You will need to create a brand new service following these steps.

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Frequently Asked Questions

Can I convert an existing 1:1 service to a group service in Microsoft Bookings?

No, Microsoft Bookings does not currently allow you to convert a standard 1:1 service into a group service. You must create a new service from scratch and configure it as a Group Service.

What happens when the maximum capacity for a group booking is reached?

Once the maximum number of attendees you specified is reached for a particular time slot, Microsoft Bookings will automatically mark that session as unavailable to prevent overbooking.

How do virtual meetings work with group services in Bookings?

If you enable the 'Add online meeting' option during the group service setup, Bookings will automatically generate a single Microsoft Teams or Skype meeting link and send it to all registered attendees.

Can I assign multiple staff members to host a group booking?

Yes, you can assign multiple staff members to a group service. The service will be bookable as long as the assigned staff availability matches the defined service hours.

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