Managing group tours, workshops, or events is complex. Coordinating multiple attendees, collecting payments, and preventing overbooking consume valuable time. Small to medium-sized businesses, like tour operators or event planners, need an intuitive scheduling tool to automate these tasks.
CozyCal’s new multi-guest booking feature enables one guest to book and pay for multiple attendees in a single transaction via Stripe, with customizable attendee limits per slot or booking. This simplifies group coordination and drives revenue for tours, workshops, and family events. A recent study found businesses using online booking systems saw a 27% average revenue increase due to streamlined processes.
In this post, we’ll explore how CozyCal’s multi-guest booking feature works.
Key Features of CozyCal's Multi-Guest Booking
CozyCal’s multi-guest booking feature empowers businesses to streamline group scheduling and boost revenue by allowing one guest to book and pay for multiple attendees in a single transaction. This feature is designed for tour operators, workshop hosts, and event planners who need a robust, user-friendly tool to automate group bookings. Here’s how its core components deliver value and how you can use them to automate your operations.
Flexible attendee limits that scale with your business
In CozyCal, there is a dual-limit system that gives you precise control over group bookings through two key settings that work together to optimize your scheduling.
Max guests allowed per time slot allows you to set the maximum number of guests for each time slot, supporting up to 500 attendees. For a bike tour, setting this limit at 20 means your tour can accommodate 20 total participants, regardless of how many separate bookings fill that slot.
Max guests per booking controls how many attendees one person can book at once. Using the same bike tour example, setting a limit of 5 means a family can book for up to 5 members in a single transaction, while multiple families can book the same time slot until the 20-guest capacity is reached.
This dual approach accommodates various business models. Wine tasting experiences might set 8 total guests with individual bookings capped at 4, perfect for couples and small groups. Corporate workshops can handle 50 total attendees with individual bookings limited to 10, allowing multiple companies to share sessions while preventing any single organization from monopolizing slots.
Overbookings are automatically while showing real-time availability to customers. When capacity approaches the limit, potential bookers see exactly how many spots remain, creating urgency that drives faster booking decisions.
💡 Instead of creating separate event types for each event duration, you can create multiple durations within one event type.
Streamlined payment and guest management
Payment collection becomes effortless when one person can pay for multiple attendees. Instead of chasing individual payments from each participant, group organizers complete everything in a single secure transaction based on the total number of attendees they're booking.
When a family of 3 books your bike tour, they pay for all 3 participants immediately. If your class costs $40 per person, the system automatically calculates and charges $120 for the complete group booking. This automatic calculation works regardless of your pricing structure, whether you charge per person, offer group discounts, or use tiered pricing.
Each attendee receives their own email notifications and SMS reminders, even though only one person handled the booking and payment. The booking organizer provides full names and email addresses for all attendees during the intake process, ensuring everyone stays informed about event details, changes, or reminders.
This approach eliminates the revenue delays caused by partial payments or no-shows from individual attendees. Tour operators can confidently plan group experiences knowing the full payment is secured upfront, while customers appreciate the convenience of handling everything in one transaction.
Package booking to maximum revenue
CozyCal's package booking feature combines with multi-guest booking to sell multiple sessions upfront while accommodating group bookings seamlessly.
Customers purchase packages for a set number of sessions or total amount at discounted rates, paying once instead of multiple times for individual bookings. When they redeem these packages for group events, the system automatically calculates session usage based on attendee count.
Here's how it works in practice:
- A corporate client purchases a 10-session training package for their team development program.
- When they book a leadership workshop for 3 team members, the system redeems 3 sessions from their package, leaving 7 sessions remaining
This approach scales naturally. If they later book a 5-person strategy session, it uses 5 more sessions, bringing their balance to 2.
The package system supports mixed event types within single packages, perfect for businesses offering diverse group activities. A fitness studio can create packages redeemable for both small group training sessions and large team classes, while wellness centers can bundle individual consultations with group workshops.
With the combination of these two features, it drives revenue growth in multiple ways. Businesses receive payment upfront for multiple sessions, improving cash flow and reducing payment collection overhead. Customers commit to larger purchasing decisions while enjoying package discounts, increasing their lifetime value and booking frequency.
Package purchasers can redeem sessions through their dedicated package page or by applying redemption codes at checkout, with real-time visibility into remaining session balances. This transparency encourages continued usage and additional package purchases when balances run low.
Custom intake form to collect booking information
Custom intake forms collect essential information for each group booking, from participant names and contact details to special requirements and preferences. A yoga retreat organizer can request dietary restrictions for group bookings, ensuring meal planning accommodates all participants. Tour operators collect emergency contact information and fitness levels, improving safety and experience quality for group adventures.
The intake form system also handles critical business protection by incorporating terms and conditions, cancellation policies, and liability waivers directly into the booking process. Adventure tour companies can require participants to acknowledge safety requirements and weather-dependent cancellation policies before completing group bookings. Workshop organizers can outline refund policies and attendance requirements, protecting revenue from last-minute group cancellations.
Smart businesses use intake forms for marketing intelligence by including questions like "How did you hear about this event?" or "What other services interest you?" This data collection happens naturally during the booking process when customers are most engaged. Integration with Zapier automatically syncs responses to your CRM, enabling targeted follow-up campaigns based on customer interests and booking behavior while maintaining comprehensive records for business protection.
“From the beginning, we researched booking systems, and CozyCal was absolutely perfect for us. We love how easy it is to use, how well it manages reminders and confirmation emails, and how smoothly it integrates with Stripe, which we were already using for payments. The website loads quickly and is straightforward for our community members, whether they're booking studio time or RSVPing to events.” Federico Corradi, Founder of Photosynthesis Studio
Optimize your group booking strategy
Testing different attendee limits reveals the sweet spot between demand and experience quality. Start by analyzing your current group bookings to identify patterns. If you consistently have waiting lists for certain time slots, consider increasing guest limits. If feedback suggests overcrowding, reduce capacity to improve customer satisfaction.
For city tours, experiment with a 15-person cap to balance intimate experiences with revenue potential. Corporate workshop organizers might test different limits for morning versus afternoon sessions to match business scheduling preferences. Fitness instructors can adjust class sizes based on equipment availability or space constraints.
Monitor booking patterns after implementing changes. Higher conversion rates often indicate you've found the right balance between accessibility and experience quality. This data-driven approach helps you maximize both customer satisfaction and revenue from your group booking software.
💡 Please follow this guide Scheduling events with multiple guests to set up your booking page.
Why CozyCal's multi-guest booking stands out
Most group booking software forces businesses to choose between simplicity and functionality. CozyCal eliminates this compromise by delivering enterprise-level capabilities through an interface that requires no technical expertise.
Setup is easy and intuitive
While competitors require developer integration or complex configuration, CozyCal's multi-guest booking activates through dropdown menus in your dashboard. Set capacity limits, configure pricing, and launch group bookings in under 10 minutes. No coding, no consultants, no delays that cost you booking opportunities while you wait for technical implementation.
💡 We offer concierge set-up service. Feel free to book an onboarding session with us and we’ll show you how to set up your booking page step by step.
Flexible group pricing
CozyCal accommodates per-person pricing, flat group rates, tiered discounts, and package redemptions within the same system. Tour operators can charge individuals $50 each while offering family discounts, while corporate trainers can use flat rates for team sessions. This flexibility eliminates the need for multiple booking systems or manual price calculations that create customer confusion.
Growth without platform switching
Start with small workshop groups and scale to corporate events without changing systems. CozyCal supports everything from 2-person yoga sessions to 500-attendee conferences through the same interface. As your business expands, add features like resource management and multi-host coordination without migrating data or retraining staff on new platforms.
You can enjoy CozyCal’s comparable group booking capabilities, payment processing, and automation features starting at affordable monthly rates without binding agreements. Small tour operators and workshop organizers access the same scheduling power that large companies use, leveling the competitive playing field.
💡 See our pricing details here.
Support you can count on
CozyCal's customer support team provides personalized assistance through live Zoom calls, walking you through the multi-guest booking setup process step-by-step. Instead of generic email responses or chatbot interactions, you get real-time guidance from specialists who understand tour operations, event management, and group service delivery challenges.During these sessions, support representatives answer your specific questions about capacity settings, pricing configurations, and integration requirements. They also collect your feedback and feature requests, which feed directly into CozyCal's public roadmap, ensuring the platform evolves based on actual user needs rather than theoretical improvements.
💡 CozyCal’s bootstrapped by a two-person team who puts users' best interests at heart. You can read our story here.
Build a Group Booking System That Works
Multi-guest booking isn't just another software feature. It's the solution to those frustrating moments when group organizers abandon bookings halfway through because the process feels too complicated. We've all been there, watching potential revenue slip away because our systems couldn't handle what should be a simple group reservation.
CozyCal's approach recognizes that real businesses need tools that work seamlessly behind the scenes. The combination of smart capacity management, effortless payments, package flexibility, and personalized touches creates the kind of booking experience that makes customers think, "That was easy. I'll definitely book with them again."
While other businesses are still asking customers to "call to book groups" or sending awkward payment reminder emails to individual participants, you'll be processing complete group bookings in minutes. That's the kind of competitive edge that builds sustainable growth.
🌟 Ready to see what stress-free group booking feels like? Sign up for a free 10-day free trial or book a demo session with us. We’re happy to show you around.
