---
title: How To Manage External Attendee Notifications In Clearrooms
description: Learn how to manage external attendees in Clearrooms meeting bookings. Add guests without email addresses, toggle notifications, set anonymous headcounts, and configure meeting room rules.
---
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# How To Manage External Attendee Notifications In Clearrooms
## A guide to adding guests without emails, managing notifications, and keeping headcounts for your meeting room bookings.
### **Managing Notifications and Headcounts**
1. **Adding Guests Without an Email Address:** You do not need an email address to add an external contact to your meeting. Simply leave the email field blank when creating the contact. The guest will still be successfully added to the booking, but they will never be emailed.
2. **Identifying Guests Who Cannot Be Notified:** Clearrooms allows you to see at a glance which attendees cannot receive notifications.
1. Guests added without an email address are flagged with a crossed-out envelope icon directly on their row in the attendee list.
2. The system also keeps a tally for you, displaying a summary message such as ***"1 cannot receive emails"*** at the bottom of the list.
3. **Choosing Not to Notify Guests:** If you have an email address for a guest but prefer not to message them, you can keep them on the booking without sending an email. Simply **untick** the **"Send invites"** toggle for that specific attendee. The guest stays recorded on the booking but will not be notified.
4. **Setting a Headcount (No Names Needed):** If you do not have the names of all the external attendees, you can record a simple headcount instead. Enter the total number of people attending into the **"Number Attending"** field. This allows you to easily track the total number of people coming and compare it against the room's available seats.
5. **Check Meeting Room Rules and Settings:** To ensure the booking process goes smoothly, it is best to check your **meeting room rules** regarding attendees and ensure you have the correct settings enabled for your organisation's needs:
- **Number attending:** Show the number attending on the booking form. This enables the headcount field on the booking form where no names are needed.
- **Make number attending required:** Bookers cannot save their meeting without entering a headcount number.
- **Let bookers exclude an attendee from notifications:** This adds a ***“Don’t notify”*** option to each attendee on the booking form. The attendee is still recorded on the booking, but no email is sent.
- **Limit bookings to room capacity:** Ensures the total headcount cannot exceed the maximum number of seats available in the selected meeting room.
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