Bookings - Editing a scheduled appointment

Hi Kim, 

Good day. Thank you for reaching out, and I appreciate you sharing the details of your situation. 

Just a quick note before we continue: this is a user-to-user community forum, so I don’t have access to your Microsoft 365 tenant, your account, or your device to make changes directly. However, I’m here to support you the best I can within these constraints, by providing clear next steps, sharing applicable resources, and directing you to the appropriate support channels.  

Based on the screenshot, you are likely not doing anything wrong. The grayed-out “Busy” or “Tentative” blocks may not be editable Bookings appointments from the current booking page. They are likely availability blocks coming from the assigned staff member’s Outlook/Microsoft 365 calendar. 

This can happen when “Events on Microsoft 365 calendar affect availability” is enabled for the staff member. In that case, Outlook calendar events will show in Bookings as Busy/Tentative to prevent double booking, but they may need to be edited from the original Outlook calendar event or the original booking page where the appointment was created. 

Since the same staff members are assigned to multiple booking pages, a booking or calendar event from one page may make the staff member appear busy on another page, but that other page may only show it as read-only. 

Here are some steps you can try: 

1/ Click the grayed-out “Busy” or “Tentative” block 

• If the item only shows as Busy/Tentative and does not show customer details, service name, or booking details, it is likely coming from the staff member’s Outlook calendar. 
• In that case, the item would need to be edited from the staff member’s Outlook calendar instead of Microsoft Bookings. 

2/ Check the original booking page 

• Since there are multiple booking pages, please confirm whether the appointment was created under one of the other shared booking pages. 
• A booking created under one page may make the staff member unavailable on another page, but it may only be editable from the original booking page where it was created. 
• Also, try clearing the filters or selecting Show all staff/services to make sure the correct appointment is not being hidden by the current filter view. 

3/ Confirm the user’s Bookings permissions 

• Verify that the internal user who is trying to edit the appointment has the correct role on the relevant Bookings page. If the user is assigned the Viewer role, they can only view bookings and cannot edit or delete them. 
• To manage or edit bookings, the user typically needs to be assigned a Scheduler or Administrator-level role on that specific booking page. 
• 

4/ Check the staff availability setting 

• Go to the booking page. 
• Select Staff. 
• Edit the affected staff member. 
• Check whether Events on Microsoft 365 calendar affect availability is enabled. 
• If enabled, Outlook calendar events will affect the staff member’s availability in Bookings. 
• 

For your references:  

• Add team members to Bookings | Microsoft Learn 
• What are the different staff roles? | Microsoft Learn 
• How to configure different staff availability | Microsoft Learn 

5/ Contact your IT department 

If the issue persists after checking the original booking page, the staff member’s Outlook calendar, filters, and permissions, I recommend contacting your organization's IT for further review. They may need to check the Bookings shared mailbox, calendar permissions, staff access, and whether the appointment is being synced from another calendar or booking page. 

Additionally, if needed, your IT team can also raise a support ticket with Microsoft Support through the Microsoft 365 Admin Center for deeper investigation. 

I hope this information is helpful. Should you have any further questions or need additional assistance, please feel free to share them in the comment below. I'm very happy to help.  

Thank you again for your patience and understanding. 

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