Fix Calendar Delegate Not Receiving Booking Requests in Exchange
Question details
A newly assigned Exchange calendar delegate does not receive booking requests, causing incoming appointments to remain stuck in a pending state.
- Product
- Microsoft Exchange / Microsoft Bookings
- Device & OS
- not provided
- Scenario
- A user recently changed the calendar delegate for an Exchange resource mailbox and is trying to process new bookings and meeting requests.
- Observed behavior
- The new delegate does not receive booking requests. Message tracing indicates that no requests are being sent or received on behalf of the resource mailbox, and appointments stay pending.
Ensure you have Microsoft 365 administrator privileges, as resolving this issue requires access to the Exchange Admin Center and resource mailbox settings.
Verify Delegate Permissions and Mailbox Processing Settings
Check the Exchange Admin Center to ensure the new delegate has the correct permissions and the resource mailbox is configured to properly route meeting requests.
When a delegate is replaced, the permissions may not inherit correctly, or the resource mailbox processing rules might fail to update. Verifying these settings forces the system to recognize the new delegate.
Navigate to the Microsoft 365 admin center and sign in using your administrator credentials.
Go to the 'Exchange admin center' and locate the specific resource mailbox experiencing the routing issue.
Open the mailbox properties, select the 'Delegation' settings, and ensure the new delegate is listed with 'Send on Behalf' or 'Full Access' permissions.
Check the resource mailbox's processing settings to confirm it is actively set to forward meeting requests to delegates rather than auto-accepting or declining them.
Consult the Microsoft Bookings Community Hub
If the calendar is managed directly through Microsoft Bookings and Exchange settings appear correct, specialized support from the Bookings community may be required.
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Frequently Asked Questions
Why are my Microsoft Bookings appointments stuck on pending?
Appointments remain pending because the calendar is configured to require manual delegate approval, but the new delegate isn't receiving the requests to approve them due to permission or synchronization errors.
How long does it take for a new calendar delegate to take effect?
Changes to Exchange calendar delegates can sometimes take up to 24 hours to fully synchronize across Microsoft 365 servers and propagate to connected services like Microsoft Bookings.
What does it mean when message tracing shows no requests sent?
This indicates that the Exchange transport rules or mailbox processing settings are failing to generate the forwarding email to the new delegate, often pointing to a misconfigured resource mailbox policy or corrupted permission assignment.
