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How to Add Staff and Configure Notifications in Microsoft Bookings

Maira Mehtab Sep 21, 2026 869 views

Question details

The user needs to know how to add staff members and configure their notifications in Microsoft Bookings, and is looking to resolve issues where the staff and calendar settings are missing from the interface.

Product: Microsoft Bookings
Device & OS: not provided
Scenario: Setting up a team booking page and managing staff availability, but encountering missing settings due to interface differences or subscription limitations.
Observed behavior: The Bookings interface lacks staff and calendar settings, which typically results from an incorrect setup, unsupported account type, or insufficient Microsoft 365 permissions.

Before you start

Verify that you have Administrator access to the Microsoft Bookings calendar and that your Microsoft 365 subscription includes full Bookings functionality.

Solution 1Recommended

Add Team Members and Configure Availability

Use the built-in Staff page in Microsoft Bookings to add users, assign roles, and set up booking notifications.

Open the Staff Page

Log in to Microsoft 365, open the Bookings app, and select your booking calendar. From the left-hand navigation menu, click on 'Staff'.

Add New Staff Member

Click the 'Add new staff' button at the top of the page. Enter the staff member's name or email address to search for them in your directory.

Configure Roles and Notifications

Select the appropriate role (Administrator, Viewer, or Guest). Ensure the checkbox for 'Notify the staff member via email when a booking assigned to them is created or changed' is checked.

Set Availability and Save

Adjust the staff member's business hours and days off, then click 'Save' to apply the changes to your Bookings page.

Solution 2

Troubleshoot Missing Settings and Account Configuration

Check your Microsoft 365 subscription and account configuration if the staff or calendar options are completely missing from your Bookings interface.

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Frequently Asked Questions

Why can't I see the 'Staff' option in my Microsoft Bookings dashboard?

This typically occurs if your account is assigned a 'Viewer' or 'Guest' role rather than an 'Administrator' role for that specific Bookings calendar, or if your organization's IT admin has restricted these settings.

How do staff members receive notifications for new appointments?

When adding or editing a staff member, you must check the box that says 'Notify the staff member via email when a booking assigned to them is created or changed'. Once enabled, they will automatically receive email alerts.

Can I add staff members who do not have a Microsoft 365 account?

Yes, you can add external staff as 'Guests' using their personal email addresses. They will receive email notifications for their appointments, but they will not be able to log in to the Bookings dashboard.

Why does my Bookings interface look different from official Microsoft tutorials?

Microsoft frequently updates the Bookings interface. You may be viewing the 'New' Bookings interface while tutorials show the 'Classic' one, or your subscription type may limit certain features, causing the layout to vary.

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