How to Fix Microsoft Bookings Showing Remote Staff as Available
Question details
The user needs to prevent Microsoft Bookings from showing staff members as available for in-office appointments when they are actually working remotely.
- Product
- Microsoft Bookings
- Device & OS
- not provided
- Scenario
- Managing staff schedules and location-based availability for customer appointments.
- Observed behavior
- Microsoft Bookings does not automatically read the Outlook calendar location status, causing remote staff to incorrectly appear as available for in-office bookings.
Ensure you have administrator privileges in your Microsoft Bookings calendar to modify staff availability and service settings.
Manually Configure Staff Availability in Bookings
By disabling standard business hours for individual staff members, you can manually dictate exactly when they are available for in-office appointments.
Since Microsoft Bookings only syncs free/busy data from Outlook and ignores specific location statuses like 'Working Elsewhere', the most reliable fix is to define exact working days and hours for each staff member directly within the Bookings application.
Navigate to the Microsoft Bookings app and click on the 'Staff' tab in the left-hand navigation menu.
Click on the name of the staff member whose schedule needs to be adjusted for remote work.
Uncheck the toggle or checkbox labeled 'Use business hours' to allow custom scheduling for this specific person.
Manually define the specific days and times this staff member is actually in the office and available for appointments. Leave remote days completely blank or set them as unbookable.
Click the 'Save' button at the top of the screen to apply the new availability settings.
Create Separate Services for Remote and In-Office Appointments
This workaround allows you to route customers to the correct staff members based on whether the service is virtual or physical.
Manage Your Business Documents with WPS Office
While Microsoft Bookings handles your scheduling, managing your business documents, spreadsheets, and presentations shouldn't be a hassle. WPS Office is a free, lightweight, and incredibly intuitive alternative to Microsoft Office, providing seamless compatibility with all your essential file formats.
- 1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
- 2. Install WPS Office: Run the downloaded installer file and follow the simple on-screen prompts to set up the software.
- 3. Open and Edit Files: Launch WPS Office to instantly open, edit, and save your existing Microsoft Office documents without losing any formatting.
Frequently Asked Questions
Why doesn't Microsoft Bookings automatically detect remote work status from Outlook?
Currently, Microsoft Bookings only syncs basic free/busy time blocks from Outlook calendars. It does not pull location-specific data, such as 'Working Elsewhere' or 'Remote', which is why manual configuration is necessary.
Will changing a staff member's availability in Bookings alter their actual Outlook calendar?
No. Disabling 'Use business hours' and setting custom hours within the Bookings app only affects when they can be booked by customers through your Bookings page. It does not change their standard Outlook calendar settings or working hours.
Can I set up Bookings so different staff members have different working days?
Yes. By opening the Staff page in Bookings, selecting a specific team member, and turning off the 'Use business hours' option, you can create a completely unique weekly schedule for every individual on your team.
