Overview

The registration feature allows you to make specific dates available. For the shared events, people with read-only access can then sign up in a participant list. This list then appears in the corresponding event.

There are two scenarios for how event invitations, registrations, and bookings can proceed.

Case 1: Adding people as participants to a new or existing appointment

When you create a new appointment, you can configure the registration function for the appointment in the Who section by clicking the Manage Registrations button.

To enable registration, you must click the gray button under Status.

When you now click on Done, you will see that a new list labeled Participants has been enabled in the Who section.

To add people to your event, you must first create one or more participants.

To do this, click on Create Participant and enter the name and email address of the new participant.

You can now select the participant you created using the Add field and add them to the appointment.

By clicking on the gray trash can icon, you can remove individual participants from the event.

To the right of the participant, you will see the status icon. It indicates whether participants have accepted or declined the event. Initially, all participants’ responses are pending.

When you save the new appointment, the added participants will receive an email request to confirm their attendance. Depending on the action taken in the email, this will affect the participant’s status display in the participant list.

Case 2: External individuals can register for your event

To do this, create a new event as described in Case 1 or edit an existing event. In the Who section, click the Manage Registration button and activate the status.

This results in various registration options, which are as follows:

Registration Deadline

You can set a registration deadline for the event, i.e., a date and time by which participants can register for your event. If you leave the gray button here as is, participants could theoretically still register even after the event’s end date.

Number of Participants

Initially, an unlimited number of participants can register for the event. You can enter any number here to limit the number of participants.

Registrations are available for...

By default, the event is only accessible to users with write permissions in the calendar. However, you can also make registrations visible to all users and choose whether the participants’ names should be displayed publicly or remain anonymous. Users with write permissions can always view the participant list. To allow external users to register, you must select the value All Users.

Organizer

You can assign an Organizer to the event. This person will always receive an email notification when a participant registers for or cancels their registration for the event. Of course, as an administrator, you can also designate yourself as the organizer.

Details in Emails

Here you can choose between all details of the event or highly limited details.

Once you have customized the event registration settings to your liking, click Done. If all event details are correct, save the event so that it becomes available to external users.

Now users can register for the appointment via the viewer link to your calendar. You can copy the link from the Access section in your calendar settings and forward it to as many people as you like, for example via email. View-only access means that people who access your calendar via the view-only access link can only view events with or without details. Readers cannot edit events or add new ones.

If an external person opens the event via the read access link, a new button labeled Join appears in the Who section. After clicking Join, participation can be confirmed by entering name and email address.

To view all participants and their participation status at a glance, the calendar administrator or event members with editing rights can access the participant list in the event details. As the event organizer or administrator, you have the option to remove participants from the participant list. A removed participant will then receive a confirmation via email that they have been removed from the event.

Explanatory video