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An appointment isn’t limited to one client and one professional. It has one organizer — its main professional — and can carry more people: the client who booked, guests, group members, and other professionals. You see all of them in the appointment window, in two blocks: Members and Professionals.
Appointment window for a Prenatal class booked by Mia Jackson: Members 3/4 seats with Mia Jackson marked Primary and Confirmed, Olivia Brown Confirmed with Can edit ticked, Sophia Moore Pending, each with delivery ticks and a remove icon, an Add member link; and Professionals ('Professionals don't take a seat') with Dr. Emily Carter accepted and Can reschedule ticked, and Dr. Michael Brooks with Accept and Decline buttons.

A group appointment with members and professionals

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Members and professionals

Each member row shows their answer — Confirmed, Pending, Declined or Maybe — and delivery ticks for the WhatsApp messages they were sent.

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Book a group

In + New Event, open Group & guests (optional):

Set a maximum capacity

Maximum capacity — 2 or more turns the appointment into a group with that many client seats. Leave it empty for a single client. A group appointment needs a capacity of at least 2.

Add guests

Search an existing contact (Add an existing contact…) or type a New guest name and Phone. New guests need a phone so they can get the appointment messages.

Add professionals

Additional professionals lists the other members of the selected service. Each one gets an invitation.

Save

Everything is booked together, or nothing is: Some participants couldn’t be added, so nothing was booked.
New event window with Maximum capacity 4 and '3 of 4 seats', guests Olivia Brown and Grace Lee, a new guest name and phone row, and Additional professionals with one staff member selected.

Group & guests in the New Event window

Full walkthrough: Book an appointment by hand.

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Seats

  • The header of Members reads booked/max seats — e.g. 3/4 seats. The booker counts as a seat.
  • On the agenda, a group card carries a 3/4 badge; hover reads 3 of 4 seats taken. When every seat is taken: Group full (3/3).
  • A member who declines frees their seat.
  • Adding someone to a full group is refused: This appointment is full — no seats left.
  • Without a capacity there’s no seat limit.
Hover card for 'Prenatal class · Group B' with the line 'Group full (3/3)'.

A group with every seat taken

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Add or remove people after booking

Open the appointment.
The same group appointment with the Add member form open: an 'Add a contact...' search, Guest name, a country code picker, Phone and an Add button, with the hint 'New guests need a name and a WhatsApp number.' and a Cancel link.

Adding a member to an existing appointment

Adding and removing people is for organizers — the appointment’s main professional or a calendar Admin.
A new guest gets the appointment’s confirmation message (if confirmations are on) when they join. People who declined or were removed get no further notices.

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Permissions on a row

Only organizers change these checkboxes.

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Delivery ticks and answers

Each member row shows ticks for the last WhatsApp message sent to that person. Hover them for the kind — Reminder, Reschedule notice, Cancellation notice, Confirmation — and the state: sent, delivered, read or failed (with the error code).
Sent isn’t delivered. One grey tick means WhatsApp accepted the message, not that it reached the phone. Check for two ticks before assuming the client got it.
The answer (Confirmed, Declined…) changes only when the person taps a button on a confirmation message, or when they tell an AI agent they’re leaving.

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What AI agents can do

With the matching calendar tool capabilities: All three are on by default on a new calendar tool.

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What doesn’t exist

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Next step

Invitations and shared appointments

How co-professionals receive, accept and leave appointments.