With the participant feature, you can add other people to a booking in addition to the actual customer. These participants can see the appointment in their own anny, view details depending on their authorisation, manage their own participation and cancel a booking. You set the minimum and maximum number of participants, control the search for people and which profile information is visible.
Note: There is still exactly one customer per booking. Participants are additional people, not additional customers.
Goal and benefits
Display multi-person bookings: One customer books, additional people participate.
Participants can see the appointment in their anny booking page under the Bookings tab: Bookings you are participating in.
Depending on their permissions, participants can edit or cancel their participation.
Set minimum and maximum number of participants.
Search for people via connected communities and display profile information.
Activate participant option: Step-by-step
Open the resource for which participants are to be allowed.
Switch to the booking option and go to the Form tab.
Participants section:
Enable Allow additional participants.
Set the minimum and maximum number of participants.
Enable Allow people search to search for members of all communities connected to this service.
Optional: Enable the display of full name, profile picture and department.
Add participants to an existing booking
Open the Bookings section in the left-hand navigation menu and select the desired booking (BB####).
In the detailed view, you will find the Participants component. Select + Add participant there.
Add people: Select existing people/customers from your anny database as participants, or invite/create new participants by email. Note: The customer of the booking remains unchanged; added people are participants.
Define the type of participation: Organiser or participant (there can only be one organiser).
Set attendance status: Accepted, Pending, With reservation, Cancelled. Note: If the person does not manage the status themselves, you can set it directly.
Enable the May edit right if the person is allowed to edit (= cancel) the booking. If disabled, the person can only view the booking.
Enable Will participate virtually if the person is participating online.
Participant overview in the booking details view
Organiser: Person who organises the booking (unique per booking). The organiser is automatically created as a customer for the booking. If the email address is already known in anny, it is linked to the existing customer profile.
Internal: All persons within your company.
External: All persons outside your company.
Rooms: If a booking is created with a room, the booking appears in the room calendar and the room is stored as a participant in the booking.
Settings for communities and displays
Enable the Show participants function if you want participants in existing bookings to be displayed in the community or on the display.
Notes
There is always exactly one customer per booking. Any additional persons added are participants, not additional customers.
Participants can currently only be added, edited or deleted via the admin area.
Changes to participants in series master appointments are automatically transferred to all appointments in the series.
Visibility and editing rights control whether participants can only view their participation or also cancel it.
Include participants in calendar integration (two-way synchronisation)
How participants appear in external calendars (e.g. Outlook/Google): When a person is added as a participant, all participants specified at checkout are also displayed in the calendar appointment (e.g. in Outlook).
Setup per resource
Open the resource. Navigate to the Integrations tab.
Click on the three dots for the desired calendar integration and edit the integration settings.
Create appointments as blockers:
Enabled: No effect on participants, as blockers generally do not have any participants (participants are not displayed).
Disabled: Participants can be transferred to the external calendar appointment as real participants.
Set default service for bookings:
After deactivating Create appointments as blockers, select the default service used to synchronise bookings.
Only one service can be set (not multiple)
Participants added to anny (including those specified at checkout) appear as participants in the external calendar appointment.
Important information about calendar synchronisation
Blockers do not have participants. To see participants in external calendars, deactivate the option to create appointments as blockers.
ICS exports/imports are not affected; this function cannot be activated for ICS.
Outlook Add-In: Participants can be added and managed via the Outlook Add-In (if 2-way integration is active, this synchronises with anny).
ics. Attendance Confirmations for Bookings with Added Participants (RSVP)
Responses to invitations (RSVP) are updated directly in anny.
RSVP is also available without calendar integration.
If a booking includes participants, RSVP is integrated into the confirmation email.
Participants can add the appointment directly to their personal calendar.