Important
All add-ons for Bookly require Bookly PRO installed and activated.
Bookly Outlook Calendar (Add-on) provides seamless, real-time synchronization between your Bookly Calendar and Outlook Calendar. This integration keeps your calendar data up to date, helping you stay organized, prevent scheduling conflicts, and never miss important appointments.
Setup and configuration
1. Purchase, download, install and activate the Bookly Outlook Calendar (Add-on) in Plugins.
2. Go to Bookly > Settings > Outlook Calendar to configure the connection between your Bookly and Outlook calendars.
Important: Your website must use HTTPS. The Outlook Calendar API requires a valid SSL certificate installed on your web server to function properly.
To find your Application ID and Application Secret, do the following:
1. Sign in to the Azure portal using either a work or school account or a personal Microsoft account.
2. If your account gives you access to more than one tenant, select your account in the top right corner, and set your portal session to the Azure AD tenant that you want.
3. Select Microsoft Entra ID. Then click + Add > App registration.
4. When the Register an application page appears, enter your application's Name and Redirect URI found in Bookly menu > Settings > Outlook Calendar. Under the Redirect URI, in Select a platform field, choose Web. Make sure that the Supported account types is set to Accounts in any organizational directory (Any Microsoft Entra ID tenant - Multitenant) and personal Microsoft accounts (e.g. Skype, Xbox). When finished, click Register.
5. Azure AD assigns a unique application (client) ID to your app, and you're taken to the Home page. Find your application in App registrations > All applications, and select it.
6. Copy the Application (client) ID. Use it in the Application ID field in Bookly settings.
7. Under Certificates & secrets, choose New client secret, set Expires to 24 months, add description and click Add. Insert the secret into the Application secret field in Bookly.
8. Under API permissions, choose Add a permission, and select Microsoft Graph > Delegated permissions. In Select permissions find Calendars.ReadWrite, select it and click Add permissions button.
9. Save the changes.
3. Go to the Staff Members section, select a staff member, click Edit > Advanced. Click Sign in with Microsoft.
4. In Settings > Outlook Calendar, choose the synchronization mode that best fits your needs:
-
One-way sync
All new appointments created in the Bookly Calendar, as well as any updates, will be reflected in the Outlook Calendar. -
Two-way (front-end only)
All updates made in Bookly will automatically sync to your Outlook Calendar.
Events originally created in Outlook Calendar will not be added to the Bookly Calendar. However, time slots occupied by Outlook Calendar events will be treated as unavailable for booking in Bookly. -
Two-way sync
All appointments created or updated in the Bookly Calendar will be automatically reflected in Outlook Calendar, and vice versa.
5. If you select the Two-way sync mode, you can define how many past days of calendar data should be synchronized using the Sync appointments history field. For example, entering 1 will sync appointments starting from the previous day.
The initial synchronization may take some time, depending on the number of events to be synced.
6. The Limit number of fetched events option allows you to restrict how many events are retrieved from Outlook Calendar. This helps prevent PHP memory issues that may occur when Bookly attempts to fetch a large number of events.
7. You can configure how booking information is displayed in Outlook Calendar.
In the Template for event title, select the details you want to include in the Outlook Calendar event title generated by Bookly. You can use the following placeholders: {service_name}, {category_name}, {staff_name}, and {client_names}.
In the Template for event description, use placeholders to include additional appointment-related information that should appear in the Outlook Calendar event description.
For group bookings, use {participant.client_email} instead of {client_email} within the {#each participants as participant}{/each} loop when configuring your Outlook Calendar event description.
This ensures accurate display of appointment details for each participant in Outlook Calendar.
Manual synchronization
To manually synchronize your calendars, click the Outlook Calendar button located in the top-right corner of the Bookly Calendar interface.
Note: Bookly uses the Outlook API for synchronization, but not all Outlook mailboxes are supported. If you experience issues syncing a staff member’s Outlook account, it may be due to mailbox compatibility limitations. For more details, please refer to this article.
Microsoft Teams
A Microsoft Teams meeting link is automatically generated for staff members who have Outlook Calendar synchronization enabled.
Setup
- Go to Services > Edit > Advanced tab.
In the Create online meetings dropdown, select Microsoft Teams.
- Navigate to Email/SMS Notifications and insert the {online_meeting_url} placeholder into your notification templates.
This will ensure the meeting link is included in outgoing messages.
How it works
When a service is configured to create Microsoft Teams meetings, any staff member assigned to that service and connected to Outlook Calendar will automatically receive a meeting link when a new appointment is booked via Bookly.
Make sure the {online_meeting_url} placeholder is added to your confirmation emails and SMS notifications so clients can access the meeting.
The Microsoft Teams meeting link is also available in the appointment details.