# Group Appointments Allow multiple customers to book the same time slot for classes, workshops, tours, and group sessions. {% hint style="info" %} **Available on Pro and Premium plans** {% endhint %} ## What are Group Appointments? Group Appointments allow you to accept multiple bookings for a single time slot. Instead of one customer per appointment, you can set a maximum capacity and fill each slot with multiple participants. Perfect for: * **Workshops** - Cooking classes, art workshops, crafting sessions * **Group classes** - Yoga, fitness, dance classes * **Tours** - City tours, museum tours, wine tastings * **Seminars** - Training sessions, webinars, group consultations * **Delivery windows** - Multiple deliveries/pickups per time window * **Any "one-to-many" service** - One instructor, multiple participants ## How It Works ### For Customers * Customers see the same booking calendar * Available time slots appear as normal * If using the [Month/Day View](/booking/booking-experiences/month-day-view.md) calendar, customers can see how many spots are left per slot (e.g., "3 spots left") * When capacity is full, the time slot disappears from availability ### For Admins * Set maximum participants per time slot * View all participants for a group appointment * Manage bookings individually or as a group * Track capacity in real-time ## Capacity Limits by Plan The maximum number of bookings per time slot depends on your Sesami plan: | Plan | Max Participants Per Time Slot | | ----------- | ------------------------------ | | **Pro** | 20 | | **Premium** | 100 | {% hint style="success" %} **Need more capacity?** Contact our team at to discuss your needs. {% endhint %} ## Enabling Group Appointments {% stepper %} {% step %} #### Navigate to service settings 1. Go to **Sesami > Services** 2. Click **Manage** on the service you want to enable Group Appointments for {% endstep %} {% step %} #### Set capacity 1. Scroll to the **Group Appointments** section 2. Enter the maximum number of participants per time slot * Example: Enter "10" for a class that can hold 10 people 3. **Save** your changes The service now accepts multiple bookings per time slot, up to your specified capacity. {% endstep %} {% step %} #### Test the booking flow 1. Visit the service product page on your storefront 2. Select an available time 3. Book a test appointment 4. Try booking the same time again to see capacity in action {% endstep %} {% endstepper %} ## Viewing Group Appointments ### In Sesami Calendar 1. Go to **Sesami > Calendar** 2. Click on a group appointment 3. View all participants and their details You'll see: * Total number of participants booked * Remaining capacity * Details for each participant (name, email, order number) ### Participant Count The appointment details show: * **Current participants**: How many are booked * **Total capacity**: Maximum allowed * **Example**: "3 / 10 participants" means 3 booked, 7 spots remaining ## Managing Group Bookings ### Adding Participants Manually Use [Manual Booking](https://help.sesami.co/hc/en-us/articles/360062101734-Manual-Booking-for-Customers) to add participants: 1. Select the **service** 2. Select the **team member/resource** 3. Select the **duration** 4. Enter **number of participants** (1 or more) 5. Choose the **day and time** 6. Add **customer details** 7. **Save** ### Rescheduling Participants You can reschedule participants: * **Individually** - Move one participant to a different time * **As a group** - Move all participants together (if rescheduling the entire session) ### Canceling Participants Cancel participants individually or cancel the entire group appointment. ## Displaying Availability to Customers ### Standard Calendars On standard calendars (Multi-day View), customers see: * Time slots with availability * No indication of remaining spots * Slot disappears when full ### Month/Day View Calendar On the [Month/Day View](/booking/booking-experiences/month-day-view.md), customers see: * Time slots with **remaining spots** displayed * "3 spots left", "1 spot left", etc. * Clear capacity information before booking {% hint style="success" %} **Recommended**: Use the Month/Day View calendar for group appointments to show remaining capacity to customers. {% endhint %} ### Bespoke Calendars With a [custom calendar](https://sesami.dev/docs/) using the Sesami SDK, you can display capacity in any format you want, including event-list style showing all available sessions and their capacity. ## Best Practices * **Set realistic capacity** - Don't exceed your actual physical or instructor capacity * **Use Month/Day View** - Show remaining spots to create urgency * **Clear product descriptions** - Explain it's a group session in the product description * **Minimum participants** - Consider canceling if minimum attendance isn't met (handle manually) * **Communication** - Send group details or preparation instructions via email * **Resource planning** - Ensure your resources (instructors, rooms) can handle the capacity ## Common Use Cases ### Fitness Classes * **Capacity**: 15 participants * **Duration**: 1 hour * **Frequency**: Daily classes at set times * **Calendar**: Month/Day View showing spots remaining ### Workshops * **Capacity**: 8 participants * **Duration**: 2-3 hours * **Frequency**: Weekly or one-time events * **Calendar**: Custom event-list showing upcoming workshops ### Tours * **Capacity**: 12 participants * **Duration**: 1.5 hours * **Frequency**: Multiple times daily * **Calendar**: Month/Day View with clear capacity display ### Delivery & Pickup Windows * **Capacity**: 5 deliveries per window * **Duration**: 30-minute or 1-hour time windows * **Frequency**: Throughout the day (e.g., 9-10am, 10-11am, 11am-12pm) * **Use case**: Customers book a delivery or pickup slot; once the window is full (5 bookings), it becomes unavailable * **Calendar**: Month/Day View showing remaining slots or standard Multi-day View **Example**: A meal delivery service offers delivery windows every hour from 5pm-9pm, with up to 5 deliveries per window. Customers book their preferred window, and once 5 customers have booked the 6-7pm window, it's no longer available. ## Troubleshooting
Group Appointments option not appearing Check: * You're on a **Pro or Premium plan** * You're using **Sesami Admin Portal** or latest Shopify App version * Service is properly configured
Capacity not updating correctly Check: * Bookings are confirmed (not just in cart) * Reservation period hasn't expired * No duplicate bookings for same customer * Calendar/page has been refreshed
Want to show remaining spots to customers * Switch to the **Month/Day View** calendar which displays remaining capacity * Or build a custom calendar with the [Sesami SDK](https://sesami.dev/docs/) See: [Month/Day View](/booking/booking-experiences/month-day-view.md)
Need capacity higher than plan limit Contact to discuss your requirements. We can work with you on custom capacity needs.
## Related * [Month/Day View](/booking/booking-experiences/month-day-view.md) - Show remaining spots * [Instant Booking](/booking/booking-features/instant-booking.md) - Fast booking flow * [Services](/admin/services.md) - Configure services * [Resources](/admin/resources.md) - Assign instructors and rooms * [Sesami SDK](https://sesami.dev/docs/) - Build custom booking experiences --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://help.sesami.co/booking/booking-features/group-appointments.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.