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How to Include Custom Questions in Microsoft Bookings Staff Confirmation Emails

Amos Gikunda Oct 1, 2026 868 views

Question details

Users need to find a way to include or view customer responses to custom booking questions within the staff confirmation emails sent by Microsoft Bookings.

How to Include Custom Questions in Microsoft Bookings Staff Confirmation Emails

Product: Microsoft Bookings
Device & OS: not provided
Scenario: Configuring staff email notifications to display full appointment details and custom fields.
Observed behavior: Customer confirmation emails successfully include responses to custom questions, but staff confirmation emails only show basic appointment details, routing the responses to the calendar event instead.

Before you start

Ensure you have administrator or owner access to your Microsoft Bookings page and verify that your custom questions are marked as required on the booking form.

Solution 1Recommended

Access Custom Question Responses via the Calendar Event

Since Microsoft Bookings defaults to placing custom question responses in the calendar invite rather than the staff email body, the most straightforward method is to check the calendar event details.

Microsoft Bookings often omits custom fields from the staff notification email to keep the message concise. However, all customer data is automatically synced to the staff member's calendar.

Open your calendar

Launch Microsoft Outlook or navigate to your Bookings calendar on the web.

Locate the appointment

Find the new booking event created by the customer and double-click it to open the event details.

View the responses

Scroll down to the description or notes section of the calendar event to read the customer's answers to your custom questions.

Access Custom Question Responses via the Calendar Event

Default System Behavior: This is the native behavior of Microsoft Bookings. To see detailed customer responses without extra configuration, staff should always refer to the calendar item.

Solution 2

Create a Power Automate Workflow for Detailed Staff Emails

If your staff strictly requires customer responses directly inside their email body, use a Microsoft Power Automate workflow to trigger a customized notification.

Solution 3

Check for Feature Updates in the Bookings Community

Because this is a frequently requested feature, checking the official Microsoft Tech Community can help you track if native support has been added.

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Frequently Asked Questions

Why do custom question answers only show in customer confirmation emails?

Microsoft Bookings is designed to give customers a complete summary of their submission via email, while keeping internal staff emails concise. The detailed responses are instead routed directly to the staff member's Outlook calendar event.

Can I force Microsoft Bookings to include all custom fields in the staff email natively?

Currently, there is no native toggle within the Bookings admin settings to append all custom question responses to the staff confirmation email. The primary workaround is utilizing Power Automate to send a custom email.

Does changing the email notification settings in Bookings fix this issue?

No, the basic email notification settings in the Bookings admin panel only control whether an email is sent when a booking is created or changed. They do not allow you to customize the layout or include specific custom fields in the staff email body.

Is Power Automate free to use with Microsoft Bookings?

Power Automate is included with most Microsoft 365 Business and Enterprise subscriptions that already include Microsoft Bookings. Standard connectors for Bookings and Outlook emails are generally covered, though premium features may require separate licensing.

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