Bookings: Add custom fields to Calendar Invite and Staff Email

Question

We have a shared Bookings page with several custom fields required for the available Services. When a customer creates a booking, they receive an email enumerating those fields, but we'd like them to also be included in the calendar invite and email for our Staff. How can this be accomplished?

Answer 1

Hi Kevin,

Natively, Microsoft Bookings does not push custom field responses into the standard Outlook calendar invite or the notification email sent directly to the assigned staff member. While the customer receives a fully enumerated confirmation email, staff members typically see only basic details (like the customer's name) in their automatic calendar invite. To view custom question responses natively, they are required to log into the Bookings web portal or view the item within the Bookings calendar interface.  

Because there is no built-in checkbox or toggle inside the Bookings portal to change this behavior, the most effective workaround is to use Power Automate to intercept the booking data and route it directly to your staff.  

You can build a simple automated cloud flow that triggers whenever an appointment is made, extracts the custom fields, and send an email to your staff with booking information from Custom fields  

Note: Only Bookings admins (different from tenant admins) can create appointment triggers. If you are a user who is not an admin (Team Member, Scheduler, Viewer, Guest), you should ask your admin to create a flow. Alternatively, you can also request for admin access.

First, please configure the Booking trigger

• Trigger: Add the Microsoft Bookings connector and choose When an appointment is created.  
• Calendar/Business SMTP Address: Enter the SMTP address of your specific Bookings mailbox. (You can locate this in the URL string of your Bookings dashboard or under the Bookings page integration settings).  

For reference: Microsoft Booking - Connectors

Microsoft Bookings bundles all custom questions and answers into a single array component called CustomQuestionAnswers.

For example:

In Power Automate, first assigning the Custom Question Answers dynamic content to a Compose, just to visualize its outputs:

And they are an array of objects, where the order of the elements follows the same order of the fields in the Booking page:

Then in a email action, you can use an expression to reference the Compose output, followed by the index of the custom field (0 for first, 1 for the second, and so on, highlighted in yellow), and the Answer property (in green):

 After submitting the booking request, this is the output in Outlook in the email message for the dynamic content corresponding to the custom fields answers.

In case you require more in-depth guidance or support for these steps to have the outcomes aligned with your need, I’d recommend posting your query in the Microsoft Power Automate Community. This is a dedicated channel for Power Apps discussions. The reason I suggest posting a new topic there is that in the general Q&A Forum, resources and expertise on Power Automate are limited. In the Microsoft Power Platform Community Forum, you’ll find the most qualified group of respondents, and other partners who regularly read the forums can share their knowledge or learn from your interaction. 

However, I believe this process could be greatly impacting and elevating to your workflow without complicated set up, I highly recommend submitting a suggestion directly to Power Automate navigating to: Power Automate Ideas · Community. This is the most effective way to ensure your voice reaches the product team and can be considered for future improvements.  

Once you've submitted your feedback, feel free to share the link here in the comments. I’ll be happy to upvote it to help bring more visibility.  

Note: As Microsoft Community moderators, please note that we are not involved in product design decisions and do not have direct access to the development roadmap, we want to assure you that your feedback has been acknowledged and is valued.  

In the meantime, if you see my replies bring helpful information, please kindly accept it as an answer and vote it up by your original account, which raised this question. Once marked, it will automatically pin to top. As other users will also search information in this community, your valuable vote up will definitely also help other users who have similar queries easily to find the correct channel and useful information more quickly.   

I hope this provides enough clarity and helps you stay inform with your current situation.

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.    

---

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.  

Answer 2

Hi!

Welcome to Microsoft Q&A forum.

As of today, there is no option that will allow you to make it show in the calendar invite or email to your Staff. One option is if you have the app called Microsoft Power Automate. You may look the details here https://www.microsoft.com/en-us/power-platform/products/power-automate/?

Check it if it's applicable to your daily tasks in MS Booking.