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Overview

Microsoft appears as two cards on the Integrations page (Admin → Integrations), both in the Calendar category:
  • Microsoft 365 — “Connect your Microsoft 365 account to enable Calendar, Bookings, and other Microsoft services”. This is the personal sign-in: you authenticate as yourself with your Microsoft work account.
  • Microsoft Bookings — “App-level access to Microsoft Bookings for staff availability. Requires Microsoft 365 connection and tenant admin consent.” This is an organisation-level connection that lets your assistant read staff availability and create bookings in your Microsoft Bookings businesses.
You need both for calendar booking through Microsoft: the Book Calendar Appointment | Pro tool’s Microsoft configuration treats the pair as connected only when both cards show Connected. The two exist because Microsoft grants them differently — any user can sign in and authorise the Microsoft 365 connection, but the organisation-level Bookings access must be approved once for your whole organisation by a Microsoft Entra administrator (your “tenant admin”, usually your IT admin). Voxworks automates as much of that second step as Microsoft allows, including detecting the approval automatically once it is granted.
Integrations are typically built out for specific clients, so the full functionality of Microsoft 365 and Bookings’ interface might not be available. If your team needs additional features from this integration, contact the Voxworks team directly to discuss what can be added.

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Connecting Microsoft 365

  1. Go to Admin → Integrations. Under Available Integrations, find the Microsoft 365 card and click Connect.
  2. A dialog titled Connect Microsoft 365 opens: “You will be redirected to authenticate with your account.” It also reminds you to make sure you have the necessary permissions in your Microsoft 365 account. Click Authorize.
  3. You are redirected to the Microsoft sign-in page. Sign in with the Microsoft work account whose calendar and Bookings businesses your assistant should use.
  4. Microsoft returns you to the Integrations page. On success you’ll see the toast “Microsoft 365 connected successfully”, and the card moves to Connected Integrations with a green Connected badge.
Voxworks records the connected user’s name and email, and your organisation’s Microsoft tenant. Access tokens are encrypted before they are stored. You can also start this same sign-in from inside the script editor — when you select a Microsoft booking tool without a connection, the configuration panel shows a Microsoft Bookings Not Connected notice with a Connect Microsoft Account button that begins the same Microsoft 365 sign-in.

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What happens to Bookings automatically

Immediately after the Microsoft 365 sign-in completes, Voxworks attempts to set up Microsoft Bookings for you as well. One of three things happens:

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Starting setup

Click Connect on the Microsoft Bookings card (or Setup, if the card is already pending). The Connect Microsoft Bookings dialog opens — click Authorize. Microsoft 365 must already be connected; if it isn’t, you’ll see the error “Microsoft 365 must be connected first”. Voxworks first checks whether your organisation’s approval has already been granted:
  • Already approved — setup completes on the spot with no redirect: your Bookings businesses are fetched, the first one is set as the default, and the card shows Connected with the toast “Microsoft Bookings connected successfully”.
  • Not yet approved — you’ll see “Redirecting to authentication…” and are sent to Microsoft’s admin consent page for your organisation. Only a Microsoft Entra administrator can approve there:
    • If you are the admin, approve the request and you’ll be returned to Voxworks with the Bookings connection completed (“Microsoft Bookings connected successfully”).
    • If you are not the admin (or the request is declined), the connection stays Pending in Voxworks. Ask your IT admin to approve Voxworks in Microsoft Entra — you don’t need to repeat the redirect; the automatic checking below finishes the setup for you.

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The Pending badge, and automatic checking

While the Microsoft Bookings connection is waiting on approval, its card sits under Connected Integrations with an orange Pending badge. Hovering the badge shows “Awaiting admin approval — click to check status”. Whenever the Integrations page loads with a pending Bookings connection, Voxworks silently checks whether your admin has granted approval yet. If it is still pending, Voxworks keeps re-checking every five seconds for up to about three minutes — the badge shows Checking… with a spinner while this runs (tooltip: “Checking admin approval…”). The moment approval is detected, setup finishes on its own — your Bookings businesses are fetched, the first one is set as the default, and the card flips to Connected with the toast “Microsoft Bookings connected successfully”. So the simplest path is: ask your IT admin to approve Voxworks in Microsoft Entra, then open (or stay on) the Integrations page.

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Checking on demand

Click the orange Pending badge at any time to check immediately. The badge switches to Checking… and you’ll see “Checking admin consent…”, followed by one of:

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If no Bookings businesses are found

If approval is granted but the connected account has no accessible Bookings businesses, the card shows a red Error badge with the message “No booking businesses found in your Microsoft 365 account” and a Reconnect button (after the redirect flow you’ll also see a “Bookings setup failed” toast). Create a business in Microsoft Bookings — or sign in with an account that can see one — then click Reconnect.

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Bookings businesses — defaults, switching, and validation

When Bookings connects, Voxworks selects your first Bookings business as the default and fetches its list of services. If your organisation has more than one business, all of them are remembered so you can switch later. You choose which business, service, and staff members a specific script books into from the booking tool’s configuration panel in the script editor — the business field is auto-filled from the connection, and connected dropdowns list your services and staff. See Book Calendar Appointment | Pro (Microsoft) for the tool’s inputs. Switching business there confirms with “Connected to Microsoft Bookings” and re-fetches that business’s services and staff. The panel’s connection card also shows the selected business, how many services are available, and when the data was last synced, with a refresh control (“Refresh services and staff”) that re-fetches on demand (“Refreshed Microsoft Bookings data”). Automatic validation — the first time the booking tool’s configuration loads (in the script editor or the AI Receptionist editor) with a connection that has multiple businesses, Voxworks quietly verifies it can actually access each one and removes any inaccessible businesses from the selectable list. This prevents you picking a business that Microsoft would reject at booking time; it happens in the background with no action needed. Once connected, bookings made on calls write their results to {{calendar.*}} variables — for example {{calendar.booking_time_spoken}} (string, e.g. 10:30 AM on Tuesday the 22nd of July) — documented in full on the calendar tool pages.

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Managing the connection

Click the gear icon on a connected card to open the Integration Settings modal: The modal also warns: “Disconnecting this integration will stop all active workflows using Microsoft Bookings tools.”

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Disconnecting

Click Disconnect in the settings modal. A confirmation dialog — “Disconnect Microsoft Bookings?” (or Microsoft 365) — warns that disconnecting will:
  • Stop all active workflows using this integration
  • Remove access to its features from your AI agents
  • Delete any stored authentication tokens
Confirm and you’ll see “Integration disconnected successfully”. You can reconnect at any time, but you’ll need to authenticate with Microsoft again. The disconnect cascade — the two Microsoft connections are linked when disconnecting:
  • Disconnecting Microsoft Bookings removes Microsoft 365 as well. Both connections are deleted together so the pair can never end up tied to two different Microsoft sign-ins. Reconnecting starts fresh from the Microsoft 365 sign-in.
  • Disconnecting Microsoft 365 removes only Microsoft 365. The Bookings card stays listed, but the booking tools treat the pair as disconnected until Microsoft 365 is signed in again — reconnect Microsoft 365 to restore booking, or disconnect Bookings too for a completely clean slate.
Your organisation’s admin approval in Microsoft Entra is not revoked by disconnecting in Voxworks, so a later reconnect usually completes Bookings automatically without a second admin request. To fully remove Voxworks’ access, your admin can also remove the approval in Microsoft Entra.

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Next Steps