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:

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 go to customers, staff members or both. If a service only sends confirmations to customers, staff get the calendar event but no email. That mismatch explains the 2023 thread (17 "same question" votes) that 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. The Microsoft Learn article on customer self-service adds that when a customer reschedules or cancels through Manage booking, both you and the staff member get an email with the details.

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 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 (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; see new booking alerts in a Teams channel, which also covers the no-flow route of emailing the channel, and Bookings notifications in Slack. Only Bookings admins for that page can create these flows, and there's a limit of five flows per booking mailbox. Flow design is covered in the Power Automate CRM guide. 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. 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 Staff setting off. The service-level recipients can still include staff. Check every service they're assigned to, not only the Staff page.
• 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. Reminder settings are explained in Bookings reminder emails.

Doing this with BookingsXP#

If customers book through the BookingsXP widget on your website, paid plans can post each new booking to a Microsoft Teams or Slack channel, or send it to a signed webhook, once you turn on the optional booking storage. These alerts only cover bookings made through the widget, not bookings made on the Microsoft page or by staff in the Bookings calendar, and they don't see cancellations made from Microsoft emails. Details are on webhooks and alerts and pricing. BookingsXP is independent and not affiliated with or endorsed by Microsoft.