Group Booking (Multiple Attendees Per Slot)

Group booking lets multiple attendees book the same time slot. This is perfect for webinars, workshops, classes, or any event where you want multiple participants in a single session.

Set attendee capacity

Show available spots

Where the capacity setting lives

Instead of one person per time slot, you set a number of spots. Each booking takes one spot until the slot is full. You choose Multiple invitees and set Max spots while creating the meeting type, and Creating a Group Meeting Type walks through that setup and the rest of the settings to review before publishing.

The rest of this article covers what happens once people start booking: what attendees see, how you manage the registrations, and how group capacity interacts with video providers, buffers, and payments.

What Attendees See

Before Slot Fills

When spots are available:

• Time slot appears as bookable
• Attendee can select and book

Showing Availability

Optionally show remaining spots:

• "5 spots remaining"
• Creates urgency and transparency

Showing the Time Range

By default each time slot shows only its start time, for example "2:00 PM". If your group session is a fixed time window, you can show the full range instead, for example "2:00 PM - 4:00 PM":

1. Open the meeting type and go to Advanced
2. Under Localization & text, turn on Show time range instead of start time
3. Save the meeting type

The end time follows the meeting type duration. The setting also applies when attendees reschedule.

When Slot Is Full

Once all spots are taken:

• Time slot no longer appears
• Or shows as "Full" (configurable)

Managing Group Bookings

View All Attendees

In your booking management:

1. Find the time slot
2. See all registered attendees
3. View their contact information

Download the attendee list

Filter the Bookings page by this meeting type and export the registrations as a spreadsheet, one row per attendee including their booking form answers. See Export bookings and attendee lists as CSV (Excel).

Cancellations

When one attendee cancels:

• Their spot opens up
• Other attendees are not affected
• New bookings can fill the spot

Email all attendees

To send one message to everyone in a group booking:

1. Open the booking
2. Click ⋮ and choose Email attendees
3. Write a subject and message. To send files, click Attach files (up to 5 documents or images, 10 MB in total)
4. Click Send

Every attendee who has not cancelled gets their own email, so nobody sees the other addresses. Replies go to your email address. You can send up to 3 of these emails per booking per hour.

Add an external speaker

You can add one speaker to each group booking, for example a guest expert for a webinar. The speaker does not need a meetergo account and does not take a spot.

1. Open the booking
2. Under Speaker, click Add speaker
3. Enter their name and email
4. Click Invite

The speaker gets an email with the date, a calendar file and a personal link. With meetergo Connect, that link lets them start the meeting and let waiting guests in, even before you join. With Zoom, Microsoft Teams or Google Meet they get the normal meeting link.

If you reschedule the booking, the speaker gets the new time. If you cancel it or remove the speaker, they get a cancellation and their link stops working.

Video Conferencing for Groups

meetergo Connect

Works automatically with multiple attendees joining the same link.

Zoom

• All attendees receive the same Zoom link
• Host admits participants from waiting room
• Webinar mode available for large groups

Microsoft Teams

• Single Teams meeting link for all
• Attendees join as participants

Google Meet

• Shared Meet link
• All attendees join the same call

Combining with Other Features

Buffers

Buffers apply to the entire time slot, not per attendee:

• 30-minute buffer after a group session
• Next group session respects the buffer

Confirmation

If using host confirmation:

• Each booking requires approval
• Approve individually or in batch

Payments

With Stripe integration:

• Each attendee pays individually
• Collect payment per booking

Best Practices

Set Realistic Capacity

Consider:

• Your video platform's participant limits
• How many people you can engage effectively
• Technical constraints (bandwidth, screen space)

Clear Descriptions

Explain in your meeting type description:

• This is a group session
• How many others might attend
• What to expect from the format

Time Management

Allow extra time for:

• Participants joining at different times
• More questions from larger groups
• Technical issues with multiple attendees

Follow-Up

After group sessions:

• Send group recap or resources
• Individual follow-up if needed
• Request feedback from all attendees

Limitations

Not for Different Groups

Group booking is for one shared session, not for booking multiple separate meetings. Each attendee joins the same call at the same time.

Calendar Events

A group booking is one event in your calendar. How attendees get their invitation depends on the booking confirmation under Notifications:

• Email confirmation: each attendee gets their own email with their own calendar file. Attendees don't see each other.
• Calendar invitation: if your calendar is Google, Outlook or Exchange, it sends the same invitation to every attendee. It contains the details from the first booking. In Outlook and Exchange attendees also see each other. In Google they only do when Guests can see each other in the calendar event is on. With any other calendar, each attendee gets their own email with their own calendar file.

If attendees don't know each other, use email confirmation.

FAQ

What if I need to reduce capacity?

You can lower the spot count, but existing bookings remain. New bookings won't exceed the new limit.

Can I overbook?

Not automatically. The system stops at your set capacity. For exceptions, manually add attendees.

Do all attendees get the same confirmation email?

Every attendee gets the meeting link and time. With email confirmation each attendee gets their own email. With calendar invitation they all get the same invitation (see Calendar Events above).

Related Articles

• Creating a Group Meeting Type
• Setting Up a Group Meeting with Multiple Hosts
• Connecting Zoom