Participants and RSVP
Staff / customer / external participant, RSVP link, manual override
Participants and RSVP
Meeting system supports 3 participant types (staff, customer, external), each with RSVP state.
The 3 participant types
Staff (tenant internal)
- Salon team member
- Authenticated user
- Notification: in-app + email + maybe push (mobile app)
Customer (customer record)
- Bookinda customer
- Gets invitation by email
- Visible in Customer Portal too
External contact
- Email only
- No Bookinda account
- Can RSVP via public token link
Adding
On meeting editor:
- + Add participant button
- Pick type (Staff / Customer / External)
- Fill data
- Role pick (ORGANIZER / REQUIRED / OPTIONAL)
- Save → participant added
Bulk add
Multiple participants at once (e.g., whole team → STAFF_MEETING):
- + Add multiple staff → multi-select dropdown
- Auto-email each
RSVP flow
From participant view
- Email arrives about meeting
- Click email link:
- Staff / Customer: Bookinda UI
- External: public token link
- Pick RSVP: Accept / Decline / Tentative
- Confirm
From Bookinda view
- Participation status updated
- ORGANIZER (you) sees RSVP statuses
- Push notification on changes
The 4 RSVP states
PENDING
Not yet responded. Default on new invitation.
ACCEPTED
Yes, attending.
DECLINED
No, not attending.
TENTATIVE
Uncertain, maybe.
Public RSVP link (External)
External participant (non-Bookinda user):
- Email link:
https://salon.bookinda.hu/meeting/rsvp/{token} - Open, fill form
- RSVP status recorded
- Token lives 30 days, new link after
Public link is not authenticated, anyone can RSVP (small security risk but practical for external).
Manual RSVP override
You (manager) can manually set RSVP for a participant:
- Meeting detail → Participant row → RSVP dropdown
- E.g., "Anna said by phone DECLINED"
Useful: when participant doesn't respond on Bookinda link but says verbally.
Resource conflict detection
When picking new meeting time, system:
- Checks participants' own bookings / meetings
- If overlap, warning ("Anna booked 14:00-15:00")
- You decide: change time or continue (warning ignored)
Warning is not blocking.
When to use it
Scenario 1, team meeting bulk add "Weekly standup" → all staff participants. Bulk Add Staff → 8 people added.
Scenario 2, customer consultation "Consultation with Anna" → Customer: Anna Kovács. Auto-email to Anna with RSVP link.
Scenario 3, external supplier meeting "Hairstore supplier negotiation" → External: [email protected]. Public RSVP link. John clicks, RSVPs ACCEPTED.
Scenario 4, manual RSVP Anna stylist says by phone: "Can't make meeting tomorrow." You: meeting detail → Anna row → DECLINED.
Scenario 5, conflict detection Team meeting Monday 9:00. Béla has customer booking 9:00-10:00. Warning. You can: move to 8:30, or Béla doesn't come (RSVP DECLINED).
Tips
- Bulk add staff is big time saver, don't add 8 one by one.
- REQUIRED vs OPTIONAL is separate category, don't expect mandatory attendance from OPTIONAL.
- Public RSVP token is confidential, don't paste on public surface.
- Manual override useful for verbal RSVPs, documented.
- Resource conflict is warning-style, not blocking.
- RSVP tracking is key for meeting analysis: who came, who didn't.