Appointlet supports group sessions which allow more than one person to book the same time slot. Attendees who schedule into the same group session will receive the same meeting details and links, and will participate in the session together.
Group sessions are great for things like classes, seminars, events, or other types of activities that involve multiple people.
Creating a Group Session
In the Pages tab of your account dashboard, click the green New Meeting Type button at the top right corner. In the window that appears, select Create Group Session.
Configuring Group Session Settings
Click on your new session to open the editor. In the Scheduling Rules tab, you'll find the Registration Limit setting which determines how many people can join a single session together.
Free users are permitted a maximum of 5 attendees per group session.
Premium users may permit any quantity of attendees per group session.
Keep in mind that a group session permits a minimum of 2 attendees per session. Group sessions cannot be converted to one-on-one meeting types, or vice versa.
Group session time slots will remain available to book on the live scheduling page until all attendees have filled their slots.
Note: If you need to assign several team members to a session to host jointly, please refer to this guide for a detailed walkthrough.
Managing Group Sessions
When someone schedules a group sessions, a new entry will be added to the Meetings tab of your Appointlet dashboard. In the meetings list, you'll see:
The session date and time
Meeting type name
Attendee and host names
Current number of confirmed attendees
Clicking on the meeting entry itself will open the meeting drawer which offers a more detailed view of the session and attendee details.
Clicking on the ellipses (...) in either the meetings list or the meeting drawer exposes a number of administrative actions:
Reschedule
This action may only be performed by the meeting host. Rescheduling a group sessions reschedules all attendees and non-host members.
Important: If an attendee reschedules after booking into a group session, the session itself will remain scheduled for the original date and time while the attendee will be moved to a different session. Only the meeting host can reschedule the session itself.
Change Location
This allows you to change where or how the session will take place. These options are the same as those offered in the Location tab of the meeting type editor: physical place, phone call, or web conference.
Change Capacity
This allows you to permit more or fewer attendees into a confirmed group session. This is especially helpful in the following scenarios:
The demand for a group session is greater than anticipated, so the host may want to allow more people to join.
A group session was created with a higher capacity than intended and the capacity needs to be reduced to avoid overbooking team members.
Cancel
Cancelling a group session may only be performed by the meeting host. Doing so cancels the meeting for all participants.
When an attendee cancels, they are simply removed from the list of attendees, freeing up their slot for others. The session itself will remain confirmed.
Adding Attendees to a Session
If you need to add someone else to a session that has already been scheduled, click "Add Attendee" below the list of current attendees.
In the window that appears, add the new attendee's email and name and confirm to invite them to the session. The invited attendee will receive a confirmation email indicating that they've been added to the session.
