Microsoft Bookings

Tags Bookings

Bookings iconMicrosoft Bookings is an online scheduling tool that allows clients to book appointments with individuals, departments, units, or organizations. There are two versions of Bookings, each designed for different scheduling needs:

  • Personal Booking Page ("Bookings with Me"): A simplified scheduling tool for individuals and one-on-one meetings. This requires a license. To use, request access.
  • Shared Booking Page: An advanced scheduling tool for individuals or groups. This requires a license. To use, request access.

When to use a Personal Booking Page ("Bookings with Me"):

  • Scheduling interviews
  • Setting up client meetings
  • Arranging technical support
  • Hosting office or mentoring hours
  • Organizing one-on-one meetings with direct reports
  • Scheduling virtual meetings via Teams or in-person meetings

When to use a Shared Booking Page:

  • Scheduling interviews or meetings with multiple individuals
  • Coordinating meetings with a specific office
  • Setting up virtual meetings via Teams or Zoom, or in-person meetings

Personal Booking Page ("Bookings with Me")

This is a screenshot of the Meetings with me interface.The Personal Booking Page integrates with your Outlook calendar to reflect your availability and allows others to schedule meetings with you. Both parties receive email confirmations, and attendees can update or cancel meetings through your "Bookings with Me" page.

Creating a Meeting

Meeting types can be either public or private:

  • Public meetings: These are available to anyone with the link to your Bookings page.
  • Private meetings: These are accessible only to those with a specific meeting link. Single-use links can also be generated, but they expire after the first booking.

To create a meeting type:

  • Visit the Bookings with Me homepage.
  • Click the + button next to Public or Private to create a meeting type.
  • Configure the meeting settings, including:
    • Title, category, and description
    • Location (online Teams meeting or in-person)
    • Duration and type (public or private)
    • Use of your standard meeting hours or custom availability
    • Advanced options:
      • Buffer time before/after meetings
      • Start times at specific intervals
      • Lead time for booking
  • Click Save to finalize your meeting type.

Sharing Your Meeting Links

Share Your Personal Bookings Page

You can share your "Bookings with Me" page with anyone who needs to book a meeting with you:

  1. Visit the Bookings with Me homepage.
  2. Click the Share button.
  3. Choose one of the following options:
    • Copy link: Copy your page link to share manually.
    • Share via email: Email your Bookings page link directly.
    • Add to email signature: Add your page link to your Outlook email signature.

Share a Public Meeting Type

  1. Visit the Bookings with Me homepage.
  2. Find the public meeting type, click the ellipsis (⋯), and select:
    • Copy link: Share the link or include it in your email signature.
    • Share: Send the link via email.

Share a Private Meeting Type

  1. Visit the Bookings with Me homepage.
  2. Find the private meeting type, click the ellipsis (⋯), and select:
    • Copy link: Share a non-expiring link.
    • Copy single-use link: Generate a one-time link for sharing.
    • Share: Email both non-expiring and single-use links.

Shared Booking Page

Microsoft Bookings (Shared) is an advanced online scheduling tool designed for managing appointments for groups or teams.

Creating a New Bookings Calendar'

  1. Visit the Bookings homepage.
  2. If not prompted to set up your first Bookings calendar, click the Create New Calendar button.
  3. Select Create from Scratch.
  4. Enter a name for your new Bookings calendar in the Name textbox.
    1. Use a descriptive name that reflects the calendar's purpose.
    2. Avoid generic names like "Ithaca College." Instead, include context, e.g., Professor Smith's Office Hours or IT Service Desk Drop-In Appointments.
  5. Choose a relevant Business Type from the dropdown menu, or leave it blank.
  6. Define your general Business Hours, separate from specific service or personnel hours.
  7. Click Next.
  8. Invite Staff:
    1. Search for individuals within your organization.
    2. Assign roles such as Administrator or Team Member.
  9. Click Next.
  10. Set Up Your First Service:
    1. Customize the service name, duration, availability, and type.
  11. Click Next.
  12. Configure who can book appointments (e.g., only organization members or anyone).
  13. Click Create Calendar.
  14. Review and adjust settings in the left-hand menu:
    1. Calendar
    2. Booking Page
    3. Customers
    4. Staff
    5. Services
    6. Business Information
  15. Once all sections are configured, publish your booking page.

Open an Existing Bookings Calendar

  1. Visit the Bookings homepage.
  2. Select the Bookings page you want to open.

Further reading

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