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How to Send a Booking Confirmation After Approval via Power Automate

Elise Williams Oct 9, 2026 869 views

Question details

The user needs to set up a workflow where a Microsoft Bookings appointment requires manual approval before sending a final confirmation email and generating an Outlook calendar event.

How to Send a Booking Confirmation After Approval via Power Automate

Product: Power Automate
Device & OS: not provided
Scenario: Managing incoming appointment requests that must be reviewed and approved by staff prior to being finalized on the calendar.
Observed behavior: Microsoft Bookings automatically confirms appointments by default and lacks a built-in feature to hold confirmations and calendar events pending a manual approval step.

Before you start

Ensure you have an active Microsoft 365 subscription with access to both Microsoft Bookings and Power Automate, and that you have sufficient permissions to create automated cloud flows.

Solution 1Recommended

Build an Approval Workflow in Power Automate

Since Microsoft Bookings does not natively support holding appointments for approval, you must create an automated flow in Power Automate to handle the routing, approval request, and subsequent confirmation steps.

This solution replaces the default Bookings confirmation behavior. You will need to configure your Bookings page to prevent sending default confirmations, and instead rely on this Power Automate flow to send the final approval or rejection emails.

Create a new automated cloud flow

Open Power Automate, click on 'Create', and select 'Automated cloud flow'. Name your flow and choose the Microsoft Bookings trigger 'When an appointment is created'.

Add an approval action

Click 'New step' and search for 'Approvals'. Select the 'Start and wait for an approval' action. Choose an approval type (e.g., 'Approve/Reject - First to respond') and assign it to the staff member responsible for reviewing bookings.

Insert a condition control

Add a 'Condition' step below the approval action. Set the condition to check if the 'Outcome' of the approval is equal to 'Approve'.

Configure the approval (If Yes) branch

In the 'If yes' branch, add the 'Send an email (V2)' action to send the official booking confirmation to the customer. Then, add the 'Create event (V4)' action under the Office 365 Outlook connector to add the appointment to the appropriate calendar.

Configure the rejection (If No) branch

In the 'If no' branch, add an action to send a polite cancellation or rejection email to the customer informing them that the time slot could not be approved.

Build an Approval Workflow in Power Automate

Community Support: If you encounter complex configuration issues or variable mapping errors, the Microsoft Power Automate Community is an excellent resource for personalized troubleshooting.

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Frequently Asked Questions

Can I set up an approval workflow directly inside Microsoft Bookings?

No, Microsoft Bookings does not have a native feature to require approval before confirming an appointment. You must use Microsoft Power Automate to build an approval workflow.

Do I need a premium license to use Bookings with Power Automate?

The Microsoft Bookings connector is generally available with standard Microsoft 365 business licenses that include Power Automate, but you should verify your specific plan to ensure it covers standard connectors.

How do I stop Bookings from sending its own confirmation emails?

When setting up your Bookings service, you should uncheck the options that automatically send meeting invites and confirmations to the customer, allowing your Power Automate flow to handle all email communications.

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