Adding attendees to a Zoom Scheduler appointment


Attendees can add guests when they book an appointment. A maximum of 100 guests can be added to an appointment. Additionally, guests can reschedule, decline, or delete an appointment.

Learn more about scheduling an appointment with a booking link.

This article covers:

Prerequisites for using Zoom Scheduler

How to manage Zoom Scheduler appointments as an attendee

Add attendees when scheduling an appointment

Note: Attendee phone numbers may be visible to hosts.

  1. Open the link provided by the host.
  2. If you are viewing their booking profile, choose one of the available booking schedules.
    These will typically have different names, durations, or other customizations based on the host’s preferences.
    At the top of the page, the name of the bookable event, duration, description, conferencing option, and how many attendees are allowed is displayed.
  3. On the left side, use the calendar to choose a specific date you want to view availability.
    That date and the entire upcoming week’s worth of availability are displayed to the right.
    Notes:
    • Based on the host’s preferences for this booking schedule, some dates may not have any availability. Choose another date or reach out to the host directly to ask for alternate availability.
    • If you are in a different time zone from the organizer, you can search for and select the time zone that matches your current geographic location.
  4. Review the available time slots for the week chosen.
  5. Click a time slot to book that session.
  6. Review the details for this time slot, then follow the booking process and provide your contact information.
  7. Click Add Attendees to add attendee emails, separating them with commas and spaces, or by pressing Enter.
    You can also paste a list of guest emails.
    Notes:
    • You can add up to 100 attendees.
    • If guests are added, SMS updates are not supported.
  8. (Optional) To the right of an attendee email you want to remove, click X.
  9. (Optional) Share anything that will help prepare for the meeting.
  10. Click Book to confirm the appointment.
    After scheduling an appointment, the scheduling confirmation screen will list Additional Guest emails who are added through Zoom Scheduler.

An extra row of Additional Guests will be added to the confirmation email. The confirmation email will list all the invited guest emails and only guests who are added through Zoom Scheduler; guests added through the calendar directly will not be listed.

All emails going to attendees will also be delivered to the guests who are added through Zoom Scheduler.

A calendar invite will be delivered to the host, attendees, and guests through email.

How to manage Zoom Scheduler appointments as a guest

Reschedule an appointment as a guest

Guests can re-schedule the appointment just like an attendee. Guests can only edit (add and remove) other guests but not the attendee (the person who booked the schedule). Guests also cannot edit questions.

  1. Click the calendar invite or email link of the appointment.
    In the email invitation, you can also click Reschedule.
    This link will direct you to the rescheduling page.
  2. Complete the following actions:
    • Select a new time.
    • Select the same time and add guests.
  3. Schedule and book the appointment.

All attendees, guests, and hosts will receive an updated email that states the new time and old time. All attendees, guests, and hosts will receive an updated calendar invite (through email) stating the new time.

The scheduling confirmation screen will reflect the updated event time for event organizers.

Decline an appointment as a guest

When you receive the appointment invitation email or access the calendar invitation, click No to decline the appointment.

No updates will be sent to the attendees, guests, and hosts.

Delete an appointment as a guest

  1. Click the calendar invite or email link of the appointment.
    This link will direct you to the appointment details page.
  2. On the page, click the trash icon to delete the event.

No updates will be sent to the attendees, guests, and hosts.