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]

Thanks for the clarification. That approach is absolutely fine and aligns well with how WSD is designed.

Since you don’t want notification recipients to become invitees, the right way to handle this is to treat the Notification Recipients field strictly as a list of users who should be informed.

What you can do is iterate through the Notification Recipients list and send individual emails to each user, so every recipient gets a personal notification and no one else’s details are exposed.

For the second use case (initial share vs. later additions), you’ll need a simple way to track who has already been notified. When the reservation is shared the first time, notify those users and mark them as notified. If additional users are added later, compare the current list against what was previously notified and send emails only to the newly added users.

This logic is easiest to implement using Flow Designer, where you can detect changes to the Notification Recipients field, loop through the users, send one email per user, and update your tracking so notifications aren’t sent twice.

This keeps invitees and notification recipients separate, avoids duplicate emails, and meets the privacy requirement you’re aiming for.

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[Arvid]

Hello @Abc 26 ,

In the current solution, employees can share their reservation details with colleagues. After a reservation is created, the employee can select "Share reservation" from the actions menu.

If a reservation is marked as private, the employee will be informed that the location will be shared with the selected employees (message: Space(s) marked as private will also be shared with the recipients.).

Each employee will receive a personal email (example added). From there, they can either search for a space near their colleague or directly reserve one.

Kind regards,

Arvid