You can replace the participants—the team members assigned to a confirmed booking—with other team members.
This lets you hand over a booking without changing its date or time. The change is also reflected in the booking information in TimeRex and on connected calendars.
Available Plans and Roles
This feature is available on the Basic and Premium plans.
Roles that can change participants
Team members with the following roles can change participants:
Owner
Admin
Member
Administrative Assistant
Assistant
Light Members and guests cannot change participants.
To change a booking in a folder with restricted member access, you must also be a member of that folder.
Roles that can be selected as new participants
Team members with the following roles can be selected as replacements:
Owner
Admin
Member
Light Member
Administrative Assistants and Assistants cannot be selected as replacements.
You can select members who are not included in the calendar’s Participant settings. For bookings in a folder with restricted member access, however, you can select only members of that folder.
Related: Role in TimeRex
How to Change Participants
On Home, open Bookings and select the booking whose participants you want to change.
On the booking details page, click Change participants.
Under New participants, open Select a member and select a replacement. Use Search members to search by name, or Clear selection to clear your selection.
If information about the web meeting or guest notifications appears, review it.
Click Change participants to confirm.
The updated booking details appear.
You can also open the participant change page from the booking completion email sent to participants. Alternatively, follow the link in the event on your connected calendar to open the booking details in TimeRex and change the participants.
For a booking with multiple participants, you can replace only some of them.
Restrictions When Changing Participants
The new participant’s availability is not checked
When you change participants, TimeRex does not check the replacement member’s availability, booking limit, priority settings, or conditions for even assignment.
You can select a member who already has another event at that time on their connected calendar or who has reached their booking limit.
The number of participants cannot be changed
You cannot add or remove participants. The number of participants stays the same before and after the change.
You also cannot assign the same member more than once in the updated participant list.
When Using a Web Meeting
Changing the web meeting host changes the URL
If you replace the participant labeled Host on the participant change page, a new web meeting URL is generated with the replacement member as the host.
For a booking with multiple participants, replacing only participants other than the host does not change the web meeting URL.
You cannot change the type of web meeting tool when changing participants.
When the new host has not connected the web meeting tool
If the new host has not connected the web meeting tool used for the booking, a warning appears on the participant change page.
For example, for Google Meet, the warning explains that Google Meet is disabled for the newly selected member and that a web meeting URL will need to be generated separately if that member is assigned as the new participant.
You can still confirm the change. However, no web meeting URL is generated, and the new participant receives an email notifying them that URL generation failed.
In this case, the guest does not receive an email about a web meeting URL change. The new participant must generate a web meeting URL separately and send it to the guest.
Guest notifications about a web meeting URL change
The guest receives an email about the web meeting URL change only when all of the following conditions are met:
The calendar is configured to send a booking completion email.
The booking uses a web meeting.
The calendar is configured to show the web meeting URL to the guest.
The participants are changed before the booking starts.
A new web meeting URL is generated because the host has changed.
This email provides the new web meeting URL. It does not tell the guest that the participants have changed.
If booking completion emails are disabled or the web meeting URL is hidden from the guest, TimeRex does not notify the guest. You must contact the guest yourself.
Bookings and Notifications After the Change
Connected calendars
The event is removed from the former participant’s connected calendar and added to the new participant’s connected calendar.
The date, time, title, and event privacy settings are carried over. You can also replace a member connected to Google Calendar with a member connected to Outlook Calendar, or vice versa.
Notifications to participants
If you change participants before the booking starts, notification emails are sent to the former participants, the new participants, and the addresses configured under Notification email addresses to receive Booking completed notifications.
The email to the former participants includes the booking name, date and time, participants before and after the change, and a link to review the original booking.
The email to the new participants includes the booking name, date and time, participants before and after the change, web meeting information, information entered by the guest, and links to review and change the updated booking.
Booking lists and booking details in TimeRex
The original booking and the updated booking are displayed separately.
Booking | Information displayed |
Original booking | Reassigned is displayed. Use The schedule after the participant change to open the updated booking. |
Updated booking | The new participants are displayed. Use The schedule before the participant change to open the original booking. |
You cannot change participants again from the original booking. To make another change, open the updated booking.
Effects on Booking Limits and Even Assignment
Changing participants also updates the counts used by the following features.
Feature | Former participant | New participant |
Booking limit | Booking count decreases by 1 | Booking count increases by 1 |
Evenly (available-time priority) | Assignment count decreases by 1 | Assignment count increases by 1 |
Evenly (assignment-count priority) | Assignment count decreases by 1 | Assignment count increases by 1 |
However, if the new participant is not included in the calendar’s Participant settings, their count does not increase by 1.
Related:Set a Booking Limit
Effects on Integrations and Change History
Google Sheets and CSV export
The original booking and the updated booking are treated as separate records.
Field | Original booking | Updated booking |
Status | Reassigned | Confirmed |
Related event ID | Event ID of the updated booking | Event ID of the original booking |
Related:
Chat tools
Connected chat tools receive a notification when participants are changed.
Related:
Salesforce
When Log is selected under Log new activities, the activity associated with the original booking is deleted, and an activity associated with the updated booking is created.
Guest information registered in Leads and Contacts is not changed.
Related: Salesforce Integration (Calendar)
Zapier, Webhook, Scheduling API, and Form Post
In Zapier, you can use the Event Reassigned trigger to run a workflow when participants are changed.
Webhook sends two events: one representing the cancellation of the original booking and one representing the confirmation of the updated booking.
Webhook, booking retrieval through the Scheduling API, and Form Post include information related to the participant change, such as the URL of the participant change page and the old and new event IDs.
Related:
Activity Log
You can review which member made the change and the participants before and after the change.
Related: Activity Log
FAQ
What happens to the counts if I select someone who is not included in the calendar’s participant settings?
What happens to the counts if I select someone who is not included in the calendar’s participant settings?
The former participant’s count decreases by 1, but the replacement member’s count does not increase by 1.
This applies to the counts used for booking limits, Evenly (available-time priority), and Evenly (assignment-count priority).
Can I change participants after the booking has started or ended?
Can I change participants after the booking has started or ended?
Yes. There is no deadline for changing participants.
However, if you make the change after the booking starts, participant change notification emails and guest notification emails about a web meeting URL change are not sent.
The following notifications are exceptions and are sent even after the booking
starts:
A notification to the new participant if web meeting URL generation fails
A notification to the member who made the change if the change fails and the original meeting room reservation cannot be restored
Is the web meeting URL also updated on the guest’s calendar?
Is the web meeting URL also updated on the guest’s calendar?
This depends on how the booking was added to the calendar.
How the booking was added | What happens when the web meeting URL changes |
TimeRex added the event to the connected calendar of a guest who was logged in to TimeRex | The event on the connected calendar is updated |
A guest who was not logged in added the event using the attachment in the booking completion email | The event is updated through the attachment in the web meeting URL change notification email. If that notification is not sent, the event is not updated |
The guest manually added the event from the booking completion page or booking completion email | The event is not updated automatically, and the original URL remains |
The URL in the original booking completion email is not rewritten.
Can guests reschedule or cancel using an email they received before the participants were changed?
Can guests reschedule or cancel using an email they received before the participants were changed?
If only the participants have changed, guests can use links in an earlier email to open the reschedule or cancellation page for the updated booking.
The reschedule deadline configured for the calendar still applies.
If the booking is also rescheduled or canceled after the participants are changed, links in an email received before the participant change no longer lead to the action pages for the updated booking. Instead, the booking is shown as canceled.
Does the meeting room change too?
Does the meeting room change too?
If Meeting Room Integration is used, the same meeting room is carried over. You cannot select a different meeting room as part of this operation.
However, if the meeting room cannot be invited again to the updated booking, the participant change is still treated as successful, and a meeting room reservation failure notification is sent.
If the participant change itself fails and the original booking’s meeting room reservation cannot be restored, the member who made the change is notified.
Related: Meeting Room Integration