Permission & Access Issues

How to Give Team Members Access to a Microsoft Bookings Calendar

Elise Williams Oct 10, 2026 869 views

Question details

Administrators need to grant team members access to an existing shared calendar in Microsoft Bookings so they can view and manage the booking page.

How to Give Team Members Access to a Microsoft Bookings Calendar

Product: Microsoft Bookings
Device & OS: not provided
Scenario: Team members have been assigned as Bookings owners or administrators but are unable to locate the existing shared calendar when they log into the Bookings app.
Observed behavior: Staff members only see the prompt to create a new booking page and cannot automatically view the existing shared calendar on their dashboard.

Before you start

Ensure that you have administrator permissions for the shared Bookings page and verify that your team members are logging in with the exact organizational accounts you used to grant them access.

Solution 1Recommended

Assign Administrator Rights and Manually Discover the Booking Page

Use this method to correctly assign staff permissions and help team members manually search for the shared calendar if it does not automatically appear on their dashboard.

In many cases, newly assigned administrators will not see the shared booking page by default when they first open the app. They must manually discover it using the search function to add it to their view.

Assign staff roles

Navigate to 'Staff details' within your Microsoft Bookings settings. Add the required team members and ensure you assign them the 'Administrator' role.

Open the Discover dialog

Instruct your team members to log into the Bookings app. If the shared calendar is missing, ask them to click on the 'Search' or 'Discover' option.

Search for the calendar

In the Discover dialog text field, type the exact name of the shared booking page and press Enter.

Select the page

Once the search results display the correct booking page, select it to add it to the dashboard for future access.

Verify account details

If the search yields no results, double-check that the team member is signed in with the correct organizational email address associated with the permissions.

Assign Administrator Rights and Manually Discover the Booking Page

Account Verification: Shared booking calendars are restricted to organizational accounts. Verify that the user isn't accidentally logged in with a personal email or an alternate alias.

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Frequently Asked Questions

Why do team members only see the option to create a new Bookings calendar?

This happens because the shared calendar hasn't been automatically pinned to their dashboard. They need to use the 'Discover' or 'Search' feature in the Bookings app to manually find and add the existing page.

Can a user without an Administrator role view the Bookings calendar?

Yes. Users assigned as 'Viewers' or 'Guests' can be invited to view their own schedules, but they will have limited access to the full shared calendar and cannot modify the booking page settings like Owners and Administrators can.

How do I revoke a team member's access to a Microsoft Bookings calendar?

To remove access, navigate to the 'Staff' tab in your Bookings page, select the specific staff member's name, and either downgrade their permission role or completely delete them from the staff list.

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