How to Limit Attendees to Existing Events in Microsoft Bookings
Question details
The user wants to allow colleagues to book available seats for specific, pre-created events in Microsoft Bookings without displaying other general available dates and times on the booking page.
- Product
- Microsoft Bookings
- Device & OS
- not provided
- Scenario
- Sharing a booking link for pre-scheduled events with limited seats so attendees can only register for exact predefined times.
- Observed behavior
- The standard Microsoft Bookings page displays all available dates and times according to general availability settings, exposing slots outside the specific pre-created events.
Ensure you have administrator access to your Microsoft Bookings calendar and know the exact dates and times of the events you wish to restrict attendees to.
Adjust Service Availability to Specific Event Hours
Modify the custom availability hours for the specific service so it matches only the pre-created event times, preventing attendees from booking other slots.
Because Microsoft Bookings relies on general availability settings, the best workaround to hide unwanted time slots is to strictly define the availability for the specific service you are sharing.
Keep in mind that if your event dates vary greatly each week, you will need to update this custom availability regularly.
Log in to your Microsoft 365 account, open Microsoft Bookings, and navigate to the Services tab.
Select the specific service you want to restrict. Scroll down to the Scheduling policy and Availability options sections.
Disable standard business hours. Under 'Availability during these dates', set specific dates and hours to exclusively match the times of your pre-created events.
Save your changes and copy the specific service link to share with your colleagues. They will now only see the exact event times.
Manually Add Attendees to Existing Events
If adjusting the booking page availability is too cumbersome, administrators can manually assign attendees to pre-created events.
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Frequently Asked Questions
Can I completely hide the calendar on the Microsoft Bookings page?
No, the calendar interface is currently built directly into the Bookings page. However, you can limit the selectable dates by adjusting the availability settings specifically for each service.
How do I set a maximum number of attendees for a Bookings service?
When creating or editing a service in Microsoft Bookings, navigate to the 'Maximum attendees' field and enter your desired participant limit before saving the service.
Will attendees see who else has booked the event?
No, Microsoft Bookings maintains attendee privacy. Users booking a slot can only see the number of available seats remaining, not the names or details of other attendees.
