How to Fix Microsoft Bookings Appointment Confirmations Not Arriving in Customer Inboxes

Summary

This guide helps you troubleshoot and resolve: How to Fix Microsoft Bookings Appointment Confirmations Not Arriving in Customer Inboxes. Follow the steps below to fix the issue.

Common Causes

Microsoft Bookings confirmation emails are essential for reducing no-shows and keeping your clients informed. If your customers are reporting that they haven't received their appointment confirmations, the issue is usually related to email filtering, spam settings, or a misconfigured notification calendar.

Quick Fix Steps

1. Ask the client to check their Junk Email or Spam folder.
2. Verify that the booking was successfully created in your Microsoft Bookings calendar.
3. Confirm the client's email address was entered correctly without typos.
4. Check your own inbox to see if you received the booking notification as the business owner.

Detailed Instructions

1. Verify Notification Settings

Ensure that notifications are enabled for the specific service and staff member.

1. Log in to Microsoft Bookings.
2. Select your business calendar from the dashboard.
3. Go to Services in the left-hand menu.
4. Select the service in question and click Edit.
5. Under Notifications, ensure that Send confirmation to customer is toggled on.
6. Click Save.

2. Check Staff Member Settings

If notifications are disabled for a specific staff member, confirmations may not be sent for appointments assigned to them.

1. In Microsoft Bookings, navigate to Staff.
2. Select the staff member handling the appointments.
3. Ensure their email address is correct and active.
4. Verify that Send notifications to staff is enabled.

3. Whitelist the Sender Domain

Ask your clients to add the Microsoft Bookings sender address to their safe senders list to prevent emails from being marked as spam.

• Outlook: Right-click the email > Junk > Never Block Sender.
• Gmail: Open the email > click the three dots > Add [sender] to contacts list.
• Apple Mail: Add the sender address to your Contacts app.

Troubleshooting

Confirmations arriving late

Microsoft 365 services can occasionally experience delivery delays. If confirmations eventually arrive but are delayed, this is typically a server-side latency issue with Microsoft Exchange Online.

Confirmations not arriving for external clients only

If internal staff receive notifications but external clients do not, the client's email provider (e.g., Telstra, Optus, or a private domain) may be blocking the email at the gateway. Advise the client to contact their email administrator to allow emails from the Microsoft Bookings sender domain.

Tip: Send a test booking to a personal email address (such as Gmail or Outlook.com) to determine if the issue is isolated to a specific client's email provider.

Caution: Avoid changing the primary business email address in Bookings frequently, as this can disrupt the authentication of outgoing notifications.

If you have followed these steps and your clients are still not receiving confirmations, Open a Ticket with 220 Internet Services for further assistance.

Still Having Issues?