Add a privacy notice or consent checkbox to Bookings

Add the consent checkbox#

1. In Microsoft 365, open Bookings and choose the page under Shared booking pages.
2. Select Booking page.
3. Tick Customer data usage consent and write your consent text.
4. Save, then select Save and publish if the page isn't published yet.

Microsoft describes it as a box that "will have to be checked by the user in order to complete the booking". The Bookings FAQ says the feature exists "for GDPR compliance" and that "the date and time that the customer grants consent gets recorded". The text is plain; the FAQ says it "doesn't support rich text", so you can't put a link in it.

Add privacy policy and terms links#

1. On the same booking page, select Business information.
2. Enter the privacy policy and terms & conditions URLs.
3. Save.

According to the FAQ, links added here "would show up just below the consent check box". If you leave the privacy URL empty, the Graph documentation says the page shows a default line instead: "The policies and practices of [business name] apply to the use of your data."

Other routes Microsoft suggests#

• A required custom question. The FAQ suggests a question that links to your consent form, which customers must confirm before booking. The public page only offers two question types, free text and single choice, so there's no checkbox. A required single-choice question with one option, "I agree", does the same job, and the answer is saved on the appointment. See custom fields. A tenant admin can switch off custom questions on every page, so check that isn't set.
• The URL in your emails. Add the link to the confirmation and reminder text on each service. See customising the confirmation email.

Why it can't be set once for the whole tenant#

What we saw when testing (September 2026)#

We looked at the data the public booking page loads. The consent switch, the consent text and the privacy and terms URLs all come from that one booking page's own settings. Nothing is inherited from a tenant setting.

The admin centre agrees. Settings → Org settings → Bookings covers sign-in, social sharing, staff details, staff approvals, SMS, search indexing, naming and restricting customer data fields, and has nothing on consent or privacy text. Graph (beta) exposes the same four values per page (isCustomerConsentEnabled, customerConsentMessage, privacyPolicyWebUrl, termsAndConditionsWebUrl). But Microsoft doesn't list them as fields you can change through the update call, so we wouldn't plan a bulk script around them.

In practice:

• Keep the approved consent wording and URLs in one place and paste them the same way on every page.
• Add them to your checklist for new pages, because a new page starts without them.
• Review existing pages whenever the wording changes. For keeping many pages consistent more generally, see organisation-wide templates.

Limits as of September 2026#

• One consent checkbox per page. There's no separate marketing opt-in unless you add it as a custom question.
• No formatting or links in the consent text.
• Microsoft documents these settings for shared booking pages only, not "Bookings with me".
• Whether the checkbox is enough for GDPR is a question for your data protection lead. For storage and data-subject requests, see where Bookings stores data.

Doing this with BookingsXP#

In the BookingsXP booking widget, the Consent checkbox setting takes up to 500 characters of plain text. The widget shows it as a required checkbox above the booking button, and the booking isn't sent until it's ticked. Our server checks this again. The widget also shows the privacy policy and terms links you set in Bookings under the button. The widget checkbox is its own setting and doesn't copy the Bookings consent text, so enter the same wording in both if customers can book in either place. It's a per-widget setting too. The widget doesn't keep a timestamp of the tick, and we haven't verified whether Bookings records its own consent time for bookings made outside its page, so keep your own record if you need proof. BookingsXP is independent and not affiliated with or endorsed by Microsoft.