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How to Send a Microsoft Bookings Meeting Link at Appointment Time
Question details
The user wants to know how to configure Microsoft Bookings to send an email containing the meeting link at the exact time a scheduled appointment starts.
- Product
- Microsoft Bookings
- Device & OS
- not provided
- Scenario
- Setting up automated email notifications for clients to receive their virtual meeting links precisely when their appointment begins.
- Observed behavior
- Microsoft Bookings successfully sends advance reminders and confirmations, but there is no native setting to trigger an email exactly at the appointment start time.
Log in to your Microsoft 365 account with admin privileges and ensure you have access to edit the specific Service settings within your Bookings calendar.
Configure Email Reminders Close to the Start Time
Since Microsoft Bookings lacks a native 'send exactly at start time' feature, the best workaround is to schedule the final email reminder as close to the appointment time as the system allows.
While you cannot set a reminder for the zero-minute mark, configuring a 15-minute advance reminder ensures the client has the meeting link at the top of their inbox just before the session begins.
Navigate to the Microsoft 365 app launcher and open Microsoft Bookings. Select the calendar you wish to manage.
Click on 'Services' in the left-hand navigation menu and select the specific appointment type you want to modify.
Scroll down to the 'Reminders and Confirmations' section and click 'Add an email reminder'.
Set the timing to send the reminder 15 minutes before the appointment. Ensure the message text directs the user to the automated Teams meeting link included in the invite.
Click 'Save' at the top of the page to apply your new reminder settings.
Consult the Microsoft Bookings Tech Community
If you require an exact-time email trigger that cannot be achieved natively, engaging with specialized Bookings experts can help you find advanced workarounds like Power Automate flows.
Manage Your Schedule and Documents with WPS Office
While Microsoft Bookings manages your online appointments, WPS Office provides a lightweight, free, and highly compatible suite for organizing your business documents, client lists, and offline schedules.
- 1. Download and Install: Visit the WPS Office website and download the free version for your device.
- 2. Access Calendar Templates: Open WPS Spreadsheet, click on 'New', and browse the rich template library for customizable schedules and planners.
- 3. Organize Your Workflow: Use WPS Office to seamlessly manage your client data and export your daily itineraries as PDFs.
Frequently Asked Questions
Can I use Power Automate to send a meeting link at the exact appointment time?
Yes. You can build a custom flow in Microsoft Power Automate that uses the Office 365 Outlook connector to trigger an email containing the Teams link at the exact start time of the calendar event created by Bookings.
Why doesn't the booking confirmation email include the Teams link?
Ensure that the 'Add online meeting' toggle is enabled in your specific Service settings within Bookings. If this is turned off, the system will not generate or include a Microsoft Teams link in the confirmation or reminder emails.
Does Microsoft Bookings support exact-time SMS reminders?
Like email reminders, SMS notifications in Microsoft Bookings are designed to be sent in advance (e.g., 1 hour or 15 minutes prior) and cannot be natively configured to trigger at the exact minute the appointment begins.
