How do I notify staff or the whole team about new bookings?

Notify the staff member who was booked#

By default, the assigned staff member gets a calendar event. For an email as well, turn on the staff notification:

1. Open your shared booking page and select Staff.
2. Edit the staff member (or add them).
3. Tick Notify all staff via email when a booking assigned to them is created or changed.
4. Save.

Then check the service. On the service editor's Notifications page, Email confirmation, Email reminders and Email follow-up can each be sent to customers, staff members or both. If a service only sends confirmations to customers, staff get the calendar event but no email. This mismatch is why the most-viewed thread on the topic reads "it just sends them the calendar invite".

Notify one central mailbox about every booking#

This is the closest thing to a team-wide alert that Bookings has:

1. Go to Business information and check the email address listed for the business. Microsoft says notifications go to "the mailbox specified on the Business information page".
2. Go to Booking page → Scheduling policy.
3. Tick Notify when a booking is created or changed.
4. Select Save and publish.

Every new or changed booking on that page now emails that address, whoever was booked.

Getting the alert to a whole team#

Bookings has no "notify these people" list. Two workable approaches:

• Use a shared mailbox as the business email. Point the Business information email at a shared mailbox that the team already monitors. Microsoft doesn't document whether a distribution list or Microsoft 365 group works in that field, so send a test booking before relying on one.
• Use Power Automate. The Microsoft Bookings connector (still in preview as of September 2026) has triggers for appointments created, updated and cancelled. A flow can email a group or post in a Teams channel with the service, time and staff member. Only people with the Bookings Administrator role on the page can create these flows, and Microsoft allows five flows per booking mailbox. If a flow stays silent, see Power Automate trigger not firing.

If people only need to see the schedule, not get emails, add them as staff with the Viewer role. Viewers see all bookings but can't change settings. See Bookings staff roles.

When staff notifications stop, or won't stop#

• Staff stopped getting confirmations but reminders still arrive. The confirmation and reminder recipients are set separately on each service's Notifications page. Check both, then ask an admin for a message trace.
• A staff member gets emails with the setting off. The service-level recipients can still include staff. Check every service they're assigned to, not only the Staff page.
• Confirmation arrives but the event isn't in Outlook. That's a different issue. See appointments not showing in Outlook.
• Time Off emails. Adding time off in the Calendar sends a notification to the staff involved. Microsoft doesn't document a way to switch it off.

Limits as of September 2026#

There's no per-person subscription to another staff member's bookings, no digest or daily summary email, and no native Teams or Slack notification. Business-level and staff-level settings are per booking page, so organisations with several pages need to set them on each.