Booking Simultaneous Interviews

Robert Looney 0 Reputation points
2026-10-15T15:28:53.0966667+00:00

Is there a way in Microsoft Bookings to send candidates one booking link while allowing multiple candidates to select the same interview time based on the number of interview rooms available?

For example, we are scheduling Psychiatry interviews from 8:00 AM to 5:00 PM and will have three interview rooms available: Room 1, Room 2, and Room 3. Interviews are one hour each, so each room can accommodate nine interviews, for a total of 27 interview appointments.

Ideally, I would like candidates to receive one booking link and see the available hourly time slots. If one candidate selects 10:00–11:00 AM, I would still like that same 10:00–11:00 AM time to remain available for two additional candidates because we have three rooms available.

I would be the only administrator/staff member managing the Bookings page. We would not know in advance which hiring managers will be assigned to each room, so I do not want the availability to depend on having three different staff members assigned in Bookings.

Is there a way to configure Bookings so that each time slot has a capacity of three separate appointments, using one booking link, while still allowing each candidate to book an individual interview?

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  1. AI answer

    2026-10-15T15:29:09.5533333+00:00

    Yes. Configure this as a group service in Microsoft Bookings and set the Maximum number of attendees to 3.

    That gives one booking link and allows up to three people to book the same time slot before that slot is no longer available.

    For this scenario:

    1. In Bookings, go to Services.
    2. Select Add a service.
    3. Set the interview duration to 1 hour.
    4. In Maximum number of attendees, enter 3.
      • A value greater than 1 creates a multi-customer service.
      • With 3 as the limit, the 10:00–11:00 AM slot can be booked by three candidates.
    5. On Assign staff, select Assign any of your selected staff for an appointment.
      • This keeps the booking from requiring multiple staff members for the same appointment.
    6. Share the single booking page link with candidates.

    Important limitation: Bookings treats this as a shared-capacity service, not as three named rooms. Based on the available information, Bookings can allow multiple attendees in the same slot, but it does not assign Room 1, Room 2, or Room 3 automatically in that setup.

    Also, once a service is created with Maximum number of attendees > 1, it is treated as a group service and cannot later be reduced back to 1 in that same service. If that needs to change later, recreate the service.

    References:

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  2. Ruby Nguyen 3,220 Reputation points Independent Advisor
    2026-10-15T16:07:31.59+00:00

    Good day Robert, 

    Microsoft Bookings can support this scenario and the best approach depends on whether candidates can share the same appointment slot or need separate appointments. 

    Option 1: Use a group service with a capacity of 3 

    • If you want a time slot to stay available until three candidates have booked it: 
    • Open Microsoft Bookings. 
    • Go to Services and create a new interview service. 
    • Set the duration to 1 hour. 
    • Set Maximum number of attendees to 3. 
    • Under Assign staff, select Assign any of your selected staff for an appointment. 
    • Set the service availability from 8:00 AM to 5:00 PM. 
    • Save and publish the booking page. 
    • Share the booking link with candidates. 

    Candidates can book the same time slot until three attendees are registered. Bookings treats those bookings as a single group appointment, so interview rooms and interviewers need to be assigned afterward. 

    Note: If the service was originally published with the attendee limit set to 1 attendee, you may not be able to modify that setting later. In that case, you'll need to create and publish a new service with the desired attendee capacity. 

    Option 2: Use room entries as staff 

    If each candidate needs an individual appointment: 

    • Create separate mailbox accounts for Room 1, Room 2 and Room 3. If you don't have the required administrative permissions to complete this step, please contact your Global or Exchange administrator for assistance. In case you do not know who is your Global admin, kindly refer to this article: How do I find my Microsoft 365 admin? - Microsoft Support  
    • Open Microsoft Bookings and go to Staff. 
    • Add the three room accounts as staff members. 
    • Set each room's availability from 8:00 AM to 5:00 PM. 
    • Create a new interview service. 
    • Set Maximum number of attendees to 1. 
    • Assign all three room entries to the service. 
    • Select Assign any of your selected staff for an appointment. 
    • Keep staff selection hidden from candidates. 
    • Publish the service and share the booking link. 

    With this setup, candidates use a single booking link and Bookings automatically assigns an available room entry. The same time slot remains available until all three room entries are booked and interviewers can be added later once assignments are confirmed. 

    If you have any questions, please don’t hesitate to reach out at any time. 

    Thank you for your patience and understanding. 

    If you have any extra questions about this answer, please click "Comment".            

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