Best practice to send individualized emails for shared workplace reservations (WSD)

[Abc 26]

Hello Experts,

We are reviewing how email notifications work for shared meeting reservations in Workplace Service Delivery (WSD) and wanted to get guidance.

Requirement:
In our scenario, a meeting reservation can be shared with multiple users. From a privacy perspective, we want to ensure that each invited user receives an email that is:

Sent only to them
Addressed personally to the recipient
Not exposing the names or details of other invitees

Another aspect we are trying to handle cleanly is duplicate notifications. Ideally, each user should receive the email only once, and if additional users are added to the reservation later, only those newly added users should be notified.

I wanted to check with the community:

What is the recommended or proven approach to handle shared email notifications in WSD?

Any insights or best practices would be really helpful.
@Matthew_13 @Raj_Esh @Arvid 

[Matthew_13]

Great question and a very common consideration when working with shared reservations in WSD.

OOTB, WSD does not fully address privacy-safe, per-recipient notifications for shared meetings, so some design is required to meet your requirements.

A proven approach is to send one email per invited user, rather than a single email with multiple recipients. This ensures each message is addressed personally and does not expose the names or details of other invitees.

To avoid duplicate notifications, it also helps to track who has already been notified. When a reservation is first created, notify all invitees and mark them as notified. If additional users are added later, only send notifications to those new users.

Recommended easiest to implement using Flow Designer, where you can:

• Loop through the invitee list

• Send an individual email to each user

• Check or update a flag/record to prevent repeat notifications

Keeping the email content focused only on the reservation details (and not the full attendee list) further helps maintain privacy.

Overall, the combination of per-user emails, simple notification tracking, and Flow Designer tends to be the most reliable and maintainable solution for shared WSD reservations. 

@Abc 26  - Please mark Accepted Solution and Thumbs Up if you found Helpful 🙂

[Abc 26]

Hi @Matthew_13 ,

when we are sharing the reservation it does not add the user to the invitees instead there is another field on the reservation which is shared reservations receipt it add user to that list .

[Matthew_13]

Yes, 

 When a reservation is shared, the users are not added as invitees. Instead they are added to the Notification Recipients field. That field is intended only for who should receive notifications not who is attending the meeeting.

So, in simple terms:

• Invitees = actual attendees

• Notification recipients = people who should be informed

Sharing a reservation is treated as a communication action, not an invitation. Thats why shared users dont appear in the invitee list and don’t affect capacity or attendance.

If your goal is just to notify those users, the Notification Recipients field is the correct one to use. If you need shared users to behave like true invitees, that would require customization beyond OOTB WSD behavior.

@Abc 26  - Please mark Accepted Solution and Thumbs Up if you found Helpful 

[Abc 26]

Hi @Matthew_13 ,

Thanks for the reply.

Actually we do not want the notification receipt should be added as invitee .

We are looking to iterate the list of notification receipt if the reservation is shared with multiple users so each users receive their individual invite.

There is also one more use case where the user has shared the reservation with the three user for the first time(notification triggered) and after some point of time he has also shared with other two user . Then the total user should be five. So the notification should be triggered to only the recent two but not all Users.