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How to Increase the Maximum Number of Attendees in Microsoft Bookings

Emma Brown Sep 30, 2026 868 views

Question details

The user needs to increase the maximum number of attendees for an appointment in Microsoft Bookings, but the setting appears disabled and cannot be modified.

How to Increase the Maximum Number of Attendees in Microsoft Bookings

Product: Microsoft Bookings
Device & OS: not provided
Scenario: Attempting to adjust attendee limits to allow multiple people to book the same time slot for a specific service.
Observed behavior: The maximum attendee setting is greyed out or disabled because the current service is configured strictly for individual appointments with a maximum capacity of one.

Before you start

Ensure you have administrative or editing permissions for the Microsoft Bookings calendar to modify service configurations or create new booking services.

Solution 1Recommended

Create a New Service for Group Bookings

If the attendee limit is locked at one, you must create a completely new service configuration to enable group bookings.

Microsoft Bookings locks the maximum attendee limit if a service was initially created for individual appointments (set to one attendee). To bypass this restriction and accommodate multiple participants, you cannot edit the existing individual service. Instead, you need to set up a new service explicitly designed for group bookings.

Access your Bookings services

Log into your Microsoft 365 account, open Microsoft Bookings, and click on the 'Services' tab in the left-hand navigation menu.

Add a new service

Click the 'Add new service' button at the top of the screen to start a fresh configuration.

Configure the maximum attendees

Fill in your service details. Locate the 'Maximum number of attendees' field and set the value to a number greater than one to enable the group bookings feature.

Save and share

Click 'Save' to finalize the new service. You can now copy and distribute the new booking link to your intended attendees.

Group Booking Activation: Once a new service is created with multiple attendees allowed, you can freely adjust the maximum number higher or lower in the future, though it cannot be reverted back to exactly one.

Solution 2

Edit Attendee Limits on an Existing Group Service

Use this method if your existing service was already set up as a group booking but you need to increase the current capacity.

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Frequently Asked Questions

Why is the maximum number of attendees greyed out in Microsoft Bookings?

If a service was initially created for individual appointments (with a maximum of one attendee), Microsoft Bookings permanently locks this field to prevent conflicts. To allow multiple attendees, you must create a brand-new service configured for group bookings.

Can I change a group booking back to an individual appointment?

No. Once a service is configured for group bookings (more than one attendee), you can increase or decrease the maximum capacity, but you cannot reduce the limit back to exactly one to disable the group feature entirely.

Will increasing the attendee limit affect already sent booking links?

The attendee limit change applies to the overall service configuration. However, existing appointments and specific calendar slots for which links have already been distributed may not automatically reflect the new capacity limits.

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