Microsoft Bookings Staff Calendar Overview

Question

I work for a company that assigns multiple different trainers to various training sessions through MS Bookings. Our customers book these sessions using individual booking links, where each training session is set up as a separate service. Each of our products has a booking page in which we create services.

I would like to add all trainers to a single Microsoft Bookings page so we can see everything they are scheduled for in one consolidated view. However, within an individual Bookings page, you can only see the services created within that page, meaning we can’t see all trainer activity across different booking pages.

How can we create one central view where our team can see:

• which trainers are busy or available at any given time,
• which training sessions they are delivering that week,
• which service/customer the booking relates to, and
• which booking page/product the appointment came from?

Additionally, is there a way to export all customer sign‑ups for a service (names and emails) without having to screenshot the list?

Answer 1

Hello @Jade Weddle, 

Thank you for posting your question in the Microsoft Q&A forum. 

Currently, Microsoft Bookings does not natively provide a unified, cross‑calendar staff schedule view when you use separate booking pages for each product or service. Each Bookings page is an isolated calendar, and staff only see bookings created within that page. 

However, there are some work-around that I can provided to you:  

1. Use shared bookings + Microsoft Graph Bookings API 

You can implement Shared Bookings along with the Bookings Graph API to consolidate schedules across pages: 

• Use the Bookings API to read appointments from all your product‑specific Bookings pages. 
• Store them in a central SharePoint list, Excel file, SQL table, or Power BI dataset. 
• Build a consolidated Power BI or Teams dashboard to create a true single calendar view 

2. Use Power Automate to sync all appointments into One Calendar 

You can build flow that:  

• Triggers when a new booking is created on any Bookings page, 
• Extracts appointment data (trainer, customer, service), 
• After that writes it to:  
  • A central Outlook calendar, 
  • A Teams channel calendar, 
  • A SharePoint list, 
  • Or Power BI dataset. 

Note: This will give you a unified schedule without changing your existing booking setup. 

For further information regarding to this issue, kindly visit: Best practices for using Shared Bookings | Microsoft Learn. 

Note: Please understand that as a forum moderator, my primary goal is to provide helpful guidance and support through general troubleshooting steps. While I don’t have access to internal systems or test devices required to resolve backend/account issues, I truly appreciate your understanding of these limitations.  

Thank you for choosing Microsoft, and I am looking forward to your response. If anything is unclear, please don’t hesitate to reach out to me. 

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