Microsoft Booking form doesn't make client "Notes" entry visible anywhere

Question

My company has a Microsoft Booking page that allows customers to book meetings with staff. There seem to be several bugs in Microsoft Booking, but the one which is the biggest problem is that the "Notes" field which a customer completes is not visible ANYWHERE. It isn't in the calendar invite which gets sent to staff, it is not in the "notification" email that gets sent to the Booking page owner, and it can't be found in the Microsoft Booking app interface itself. This is essential since a customer who self-serve books a meeting needs to tell us why it is they want to meet.

Answer 1

Customer-provided information, including what is entered in the Notes field on the booking form, is stored in the Bookings mailbox in Exchange as part of the appointment data. It is captured and kept within Bookings/Exchange, but the context provided does not document any way to surface that Notes field specifically in:

• The staff calendar invite
• The notification email to the Bookings page owner
• The visible fields in the Bookings web app UI

From the documented behavior, Bookings appointments can only be edited and fully managed from the Bookings web portal, and customer data is stored in the associated Bookings mailbox in Exchange. However, there is no documented configuration option or feature in the provided material that exposes the customer Notes field in the places described (calendar invite, notification email, or a clearly labeled field in the UI).

Given the available documentation, this behavior should be treated as a product limitation or defect. To work around it using only documented capabilities, the only supported path is to rely on the data stored in the Bookings mailbox in Exchange (for example, via Exchange/Graph access) and/or adjust service configuration and communication so customers provide critical information through other clearly surfaced fields or channels until the product behavior is improved.

If this issue blocks business processes, the next step is to open a support case with Microsoft so the scenario and impact can be associated with the existing Bookings issues being investigated.

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References:

• Shared Bookings Frequently Asked Questions (FAQ)
• Microsoft Bookings service description

Answer 2

Hi @Ian Stokes-Rees,

Welcome to the Microsoft Q&A forum.

I would like to provide you with the following information:

Please help me check the two items below.

First, please ensure that Customer note is set as Required.

• Step 1: Go to your organization’s booking page.
• Step 2: Click Service > Edit service.
• Step 3: Under Custom field, make sure Customer note is set to Required.

After confirming that Customer note is enabled, please create a test booking for yourself.

When the booking is created through the booking page, Outlook will automatically create an appointment in the Calendar.

Please open that appointment in the Calendar and check whether the Note field is displayed.

 

I hope this information is helpful. Please follow these steps and let me know if it works for you. If not, we can work together to resolve this.   

Thank you for your patience and your understanding. If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.

I look forward to continuing the conversation.

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