Adding Guests and Per-Attendee Payments in Captivation Hub Calendar Bookings

Overview

The Add Guests feature in Captivation Hub lets customers include additional attendees when booking an appointment. This gives your business a complete list of everyone attending a session and supports automatic payment calculation based on the total headcount — useful for workshops, group consultations, fitness classes, restaurants, and any service with multiple participants.

Step 1 — Open Calendar Settings

Go to Settings > Calendars in your Captivation Hub dashboard.

Step 2 — Edit the Calendar

Click Edit next to the calendar you want to configure.

Step 3 — Open the Forms and Payment Tab

Inside the calendar editor, click the Forms & Payment tab.

Step 4 — Enable and Configure Add Guests

Scroll down to the Add Guests section. Toggle on Require Guests for Booking if you want guest information to be mandatory before a booking can be completed.

Then choose what information to collect for each guest:

• Name & Email — Collects the guest's name and email address.
• Name & Phone — Collects the guest's name and phone number.
• Name, Email & Phone — Collects all three details.
• Guest Count Only — Records only the number of guests without creating individual guest contacts.

Note: Existing calendars that already collected guest details continue using Name & Email by default. New calendars default to Name, Email & Phone.

Step 5 — Enable Per-Attendee Payments (Optional)

Scroll to the Payments section. Enable Accept Payments to automatically calculate the total charge based on the number of attendees. The system multiplies your per-person rate by the total number of participants (booker + guests) and charges the booker at the time of booking.

How Guest Contacts Are Created

When individual guest details are collected, Captivation Hub automatically creates or matches a contact for each guest based on the email address and/or phone number provided. If you choose Guest Count Only, individual guest contacts are not created.

When a new guest contact is created during booking, that guest inherits the primary contact's timezone. If the guest already exists as a contact, their existing timezone is preserved.

Frequently Asked Questions

Can I collect email addresses for each guest?
Yes. Configure your form to collect guest names and email addresses, which is helpful for sending confirmations and reminders to each attendee.

Is it required to enable both Add Guests and per-attendee payments?
No. Each setting can be enabled independently. You can require guests without charging per attendee, or charge per attendee without making guest details mandatory.

What if a guest cancels but the booker still attends?
Payment is collected based on the booking form at the time of submission. Any refund or adjustment for a canceled guest must be handled manually.

Do guests receive confirmation emails?
Guests receive confirmation emails only if their email addresses are collected and guest-specific notifications are configured in your workflows.

Can the booker add multiple guests?
Yes. The booking form supports multiple guest entries based on your service or appointment type settings.