Calendar Problems

How to Add a Dial-In Number to Microsoft Bookings Teams Invitations

Kushani Nimanthika Oct 22, 2026 869 views

Question details

The user needs to ensure that a dial-in phone number is automatically included in Microsoft Bookings meeting invitations via Microsoft Teams.

How to Add a Dial-In Number to Microsoft Bookings Teams Invitations

Product: Microsoft Bookings
Device & OS: not provided
Scenario: A staff member is booked for a service, triggering an automated Microsoft Teams meeting invitation to the client.
Observed behavior: The generated Teams meeting invitation does not display a dial-in phone number, preventing participants from calling into the meeting by phone.

Before you start

Ensure you have access to the Microsoft 365 Admin Center or can contact your organization's IT administrator, as modifying Audio Conferencing licenses requires administrative privileges.

Solution 1Recommended

Verify Staff Audio Conferencing Licenses and PSTN Configuration

The most common reason a dial-in number is missing is that the assigned staff member lacks an active Audio Conferencing license or a configured PSTN number.

Microsoft Teams generates dial-in coordinates based on the meeting organizer. In Microsoft Bookings, the assigned staff member acts as the organizer.

If the assigned staff member does not have Microsoft's Audio Conferencing add-on enabled, their Bookings appointments will only generate a web join link without a phone number.

Access the Admin Center

Locate the Staff Member

Navigate to 'Users' and then 'Active users' in the left-hand menu. Search for and select the staff member assigned to the Booking service.

Check Licenses

Click on the 'Licenses and apps' tab. Scroll down to ensure that the 'Microsoft Teams Audio Conferencing' license is checked and active.

Verify PSTN in Teams Admin Center

Open the Microsoft Teams Admin Center, go to 'Users' > 'Manage users', select the staff member, and confirm that a PSTN (Public Switched Telephone Network) number is successfully assigned to their account.

Verify Staff Audio Conferencing Licenses and PSTN Configuration

License Sync Delay: After assigning an Audio Conferencing license, it may take up to 24 hours for the dial-in numbers to start appearing in newly created Microsoft Bookings invitations.

Solution 2

Check Outlook Meeting Invitations and Attachments

Sometimes the dial-in number is successfully generated but may be hidden in an attachment or only immediately visible in the staff member's personal Outlook calendar.

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Frequently Asked Questions

Why do some of my Bookings meetings have dial-in numbers while others do not?

The inclusion of a dial-in number depends entirely on the specific staff member assigned to the service. If one staff member holds an active Audio Conferencing license and another does not, only the licensed staff member's meetings will generate a phone number.

Can I manually add a phone number to a Bookings confirmation email?

Yes, you can manually type a standard contact number into the 'Additional information for email confirmation' field within the specific Bookings service settings. However, this will just be plain text and won't be an automated Teams conference line.

Do my clients need to download the Microsoft Teams app to dial in?

No. If a dial-in number and Conference ID are successfully provided in the invitation, clients can join the meeting's audio using any standard landline or mobile phone without installing the Teams application.

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