A group event can contain multiple reservations and attendees.
Table of contents
How to manually add attendees
You can manually add attendees to events by following these steps:
Go to the Calendar tab
Find the target group event; use the search bar if needed
Open the group event
Attendees must be added to existing reservations. If no reservation exists OR you want to create a new reservation, click the “Add Reservation” button as shown below:
*Note: If you want to add an attendee to an existing reservation, simply click on the name of one of its existing attendees, then increase the number of existing attendees, and add the relevant attendee details.
In the reservation form, adjust the number of attendees and the price per person if necessary.
Enter optional settings (Options)
If you don't want any message to be sent to attendees (e.g. for a surprise or gift), check the "Do not send messages to attendees" box
If you want to add a note to the reservation, enter it into the box shown below; the note will be included in the confirmation and reminder email.
Enter your attendee's details/settings, which includes the following:
First/last name
Email or phone number
*Note: If the person requesting the reservation is not one of the participants, uncheck the “Client is attending” box
Reminder preference (optional)
Additional requests (e.g. allergies); this request is not visible to the attendee.
Once completed, click Save to add the reservation.
The client and all attendees receive a confirmation by email or SMS (depending on reminder preferences), unless you selected the option “Do not send messages to attendees”.
How to cancel a reservation
Go to the Calendar tab
Open the target group event
Select the reservation(s) you want to cancel
Click the icon on the top right
Select “Cancel Reservation”
The number of reservations you're about to cancel will be listed in parentheses.
Confirm the cancellation.
The client and all attendees included in the reservation will receive an email notifying them of the cancellation, unless the option “Do not send messages to participants” is checked.
You can view group cancellations by following these steps.
How to cancel an attendee
You can remove an attendee from an existing reservation without having to delete the whole reservation.
To do this :
Go to the Calendar tab
Click on the target group event
Select the reservation that contains the attendee you want to remove
On the attendee profile, click the "x" icon to remove their participation
The removed attendee will receive a cancelation email (unless the option “Do not send messages to participants” is checked) and the client will receive an email notifying them that their reservation was modified.
It is not possible to remove as an attendee the client who made the reservation. To do so, you must cancel the reservation.
How to change the status of a reservation or attendee
Similarly to appointments, you can indicate if attendees have arrived or if they haven't shown up.
Go to the Calendar tab
Click on the corresponding group session
Select the corresponding reservation or attendee
Click on the icon in the upper right-hand corner
Select "Client Arrived" or "No-Show!"
The number in brackets indicates the number of attendees selected.
When a group event is 'Completed' (either manually or automatically), all clients and participants who were present (i.e. marked as arrived) will receive a thank you message (if the "Thank you message" setting is enabled). For this reason, we suggest updating the status of every client and participant BEFORE completing the event. If not, clients and/or participants that did not show up will receive a thank you message, which you may not intend to do.
All group events are automatically completed; the completion delay is based on the value shown below ("My Business" > "Booking Rules"). This delay applies even if the automatic appointment completion setting is disabled.
If a Booxi user manually completes a past group event, no notification will be sent to clients and participants.
Relevant icons
Colored icons will reveal the status of the attendees:
Icon | Meaning |
 | The client who made the reservation is attending the event. |
 | The client who made the reservation is not attending the event. |
 | The attendee arrived. |
 | The attendee did not show up to the event. |
The group event will be colored green if the maximum capacity is reached.
You can print the event's attendance list directly in the group. Simply click on the icon in the upper right-hand corner and choose "Print attendance list".
