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How to Manage Unassigned Appointments in Microsoft Bookings

Phi Hung Vo Oct 16, 2026 868 views

Question details

The user wants to keep customer appointments unassigned in Microsoft Bookings until an administrator manually assigns them, without triggering an update notification to the customer.

How to Manage Unassigned Appointments in Microsoft Bookings

Product: Microsoft Bookings
Device & OS: not provided
Scenario: Managing staff assignments for customer appointments when clients do not select a specific employee during the booking process.
Observed behavior: Microsoft Bookings automatically assigns an available employee by default, and reassigning the appointment later triggers an unwanted update notification to the customer.

Before you start

Ensure you have administrator access to your Microsoft Bookings calendar to modify staff assignment settings and review default notification preferences.

Solution 1Recommended

Request Custom Workflow Support from Microsoft Tech Community

Because native queue management and delayed assignments without notifications are restricted by default Bookings behaviors, consulting specialized Microsoft engineers is the best path forward.

Microsoft Bookings is designed to automatically optimize staff availability. Currently, delaying assignment to place bookings in an unassigned queue while suppressing reassignment emails is not a natively exposed toggle.

The dedicated Bookings support team handles feature requests and custom workflow investigations for these specific enterprise scenarios.

Visit the Microsoft Tech Community

Navigate to the official Microsoft Tech Community website in your browser.

Locate the Bookings Forum

Use the search bar to find the 'Microsoft Bookings' community forum.

Post Your Requirement

Submit a new discussion detailing your need for unassigned queues and suppressed customer reassignment notifications to get expert guidance or log a feature request.

Request Custom Workflow Support from Microsoft Tech Community

Feature Limitations: Microsoft frequently updates Bookings based on Tech Community feedback, so raising the issue directly helps prioritize advanced assignment routing capabilities.

Solution 2

Modify Default Staff Selection Settings

You can adjust your booking page settings to control whether customers have the option to pick staff, which impacts how automated assignments are handled.

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Frequently Asked Questions

Can I stop Microsoft Bookings from automatically assigning staff?

By default, if a customer doesn't select a specific staff member, Microsoft Bookings will automatically assign an available employee to ensure the appointment is confirmed. There is currently no native 'unassigned queue' feature without utilizing specialized workarounds or Power Automate.

How do I disable customer notifications when reassigning a booking?

When an administrator manually reassigns a booking in the calendar, Microsoft Bookings typically sends an updated confirmation email to the customer. To request granular control over suppressing these specific notifications, users should submit feedback to the Microsoft Tech Community.

How can I allow customers to choose their preferred staff member?

Go to your Booking Page settings in the Microsoft Bookings dashboard, scroll to the Staff control section, and check the box labeled 'Allow customers to choose a specific person for the booking'. Save your changes to update the live booking page.

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