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With participant management you can add more people to a booking alongside the actual customer. Participants see the appointment in their own anny, can view details depending on their permissions and manage their attendance. The function is especially helpful for meeting room bookings where colleagues should be invited to the appointment.

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How does participant management work?

Each booking always has exactly one customer (the person who books). Participants are additional people invited to that booking. They can:
  • See the appointment in their anny booking overview (under “Bookings you attend”)
  • Edit their attendance or cancel the booking, depending on their rights
  • Appear as participants in the external calendar (Outlook/Google) via the calendar integration
  • Receive an invitation as an .ics file and respond via RSVP

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Roles and status

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Calendar synchronization

Participants appear in the external calendar (Outlook/Google) when the calendar integration is active and “Create appointments as blockers” is disabled. Blockers never have participants. In addition, an .ics file is included in the confirmation email. Participants can add the appointment to their personal calendar and respond via RSVP. The response is updated in anny.

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When do I use this?

  • You book meeting rooms and want to invite colleagues: activate participants on the booking option and allow searching for people via the community.
  • You want to control who may see and manage a booking: set editing rights and visibility per participant.
  • You need participants in the external calendar: disable “Create appointments as blockers” in the calendar integration.
  • You want to set a minimum/maximum number of participants: configure min/max in the Form tab.
  • Not suitable for: controlling a resource’s capacity (use the available quantity for that) or limiting the booking quantity in the cart (use Min & Max Selection for that).

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Relationship with other features

  • Calendar integrations: participants are synced to external calendars when “Create appointments as blockers” is disabled.
  • Outlook Add-In: participants can be added and managed via the Outlook Add-In (with an active two-way integration, this syncs with anny).
  • Communities: the participant search for people uses all communities linked to the service.
  • Booking series: participant changes on series master appointments are automatically applied to all series appointments.

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Settings & options

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Practical examples

A company wants employees to be able to add colleagues as participants directly when booking a meeting room.
1

Open the booking option

Open Catalog › Services (or Resources → meeting room → booking option) and switch to the Form tab.
2

Activate participants

Under Form Options, scroll to the Participants group and activate Allow additional participants. Set Maximum participants (e.g. 10).
3

Activate people search

Activate Allow people search and optionally Display full name, Display profile image and Display department.
4

Test

Create a test booking on the booking page. At checkout, an area for adding participants from the linked community should appear.
An admin wants to add an external guest to an existing booking, who is invited by email.
1

Open the booking

Open Bookings › Bookings and select the desired booking.
2

Add a participant

On the booking detail page, click Add participant in the Participants section. In the Add participant window, enter the external guest’s name and email address. For existing customers, select an entry under Customer instead (Add customer as participant).
3

Define the settings

Set Type of participation to Attendee, Attending status to Pending and enable Can edit if needed. Click Save.
4

Check the result

The external guest receives an .ics invitation by email and can respond via RSVP. The response is updated automatically in anny.

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FAQ

The available quantity controls how many parallel bookings are possible on a resource at the same time. Participants are people within a single booking. The two are independent of each other.
Yes, at checkout. When “Allow additional participants” is enabled, customers can add people during booking. Adding participants afterwards is currently only possible via the admin area.
Only if the calendar integration is active and “Create appointments as blockers” is disabled. Blockers never have participants.
Changes to participants on the master appointment are automatically applied to all series appointments.
No. Each booking has exactly one host (organizer) and one customer (often the same person). All other people are participants.

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Troubleshooting

Check whether “Create appointments as blockers” is disabled in the resource’s calendar integration. Blockers have no participants. In addition, a default service must be set.
Check whether “Allow additional participants” is enabled in the service under Form → Participants.
Check whether “Allow people search” is enabled and whether the desired people are members of a community linked to this service.