Fix Microsoft Bookings Notifications Reaching Only One Administrator
Question details
The user needs to understand why new booking notifications are sent to only a single administrator and why appointments do not sync across every staff member's calendar.
- Product
- Microsoft Bookings
- Device & OS
- not provided
- Scenario
- Managing staff notifications and calendar visibility for incoming appointments in Microsoft Bookings.
- Observed behavior
- Notifications for new bookings only reach the site creator or one specific administrator, and the appointment only appears on the assigned staff member's Outlook calendar instead of all administrators' calendars.
Ensure you have administrator access to the Microsoft Bookings page and that all staff members have their correct email addresses listed in the Bookings staff directory.
Configure Staff Assignments and Notification Settings
By default, Bookings sends notifications to the site creator and the specific staff member assigned to the service. Adjusting your service and staff settings ensures the right people are alerted.
Microsoft Bookings is designed to route notifications efficiently to prevent cluttering the calendars of staff members who are not involved in a specific appointment. As a result, appointments will naturally only appear on the calendar of the staff member assigned to that service.
Log in to your Microsoft 365 account, navigate to the app launcher, and open the Bookings application.
Click on 'Booking page' in the left navigation menu. Look for the 'Notify the business via email when a booking is created or changed' option. Ensure this is checked so the primary business email receives alerts.
Go to the 'Staff' tab and select a specific staff member. Make sure the 'Notify the staff member via email when a booking assigned to them is created or changed' box is checked.
Navigate to the 'Services' tab and click on the service in question. Verify that the correct staff members are assigned to this service. Bookings will only add the calendar event to the Outlook calendars of these specifically assigned staff members.
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Frequently Asked Questions
Can I send Bookings notifications to multiple custom email addresses?
Microsoft Bookings primarily sends notifications to the designated business email address and the assigned staff member. To notify multiple custom addresses simultaneously, you can set the business email to a distribution list or set up an email forwarding rule in your Exchange admin center.
Why doesn't a booking show up on every administrator's calendar?
By design, Microsoft Bookings only adds the appointment to the Outlook calendar of the specific staff member who is assigned to provide the service. This prevents administrators' personal calendars from being cluttered with appointments they are not personally handling.
How do I change which email receives the default site creator notifications?
The site creator notifications are typically routed to the default business email. You can change this primary address by navigating to the 'Business information' tab in your Bookings dashboard and updating the 'Send customer replies to' email address field.
