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Microsoft Bookings is a scheduling tool that helps you manage appointments with ease. It integrates seamlessly with Outlook and Microsoft Teams, allowing you to optimize your calendar and provide flexibility for your colleagues to book appointments. Below is a guide on how to create personal and shared bookings using Microsoft Bookings.
Accessing Microsoft Bookings
1. Through OWA: To access Microsoft Bookings, login at owa.auburn.edu using your Auburn credentials. Click the 9-dot grid in the upper-left corner of the screen, and type "Bookings" in the app search bar. Select the Bookings app.
After opening the app, you will see the Bookings homepage.
2. Through Outlook on your desktop: To access Microsoft Bookings, open Outlook on your desktop. In the panel on the left side, click the "More Apps" icon, click "Add Apps," and type "Bookings" in the app search bar. Click "Open" to open the Bookings app.
After opening the app, you will see the Bookings homepage, and the Bookings icon will appear on the left-side panel. Right-click and select "Pin" to pin the Bookings app to the panel in Outlook.
3. Through Microsoft Teams: To access Microsoft Bookings, open Teams on your desktop. In the panel on the left side, click the "+ Apps" icon, and type "Bookings" in the app search bar. Click "Open" to open the Bookings app.
After opening the app, you will see the Bookings homepage, and the Bookings icon will appear on the left-side panel. Right-click and select "Pin" to pin the Bookings app to the panel in Teams.
Creating Personal Bookings
Personal Bookings allow you to manage your own appointment timeslots and share your availability with others. There are several kinds of personal appointments that can be booked in Bookings (i.e. 15 minute check-in, 30 minute meeting, or a customized meeting). You can customize each meeting type with a name, description, duration, location, and availability. Once a meeting type is created and shared, people can book time with you in your preferred time slots. You can also add buffer time, and confirmation emails and reminders to enhance the booking experience.
Below are steps to create personal Bookings.
1. Open Microsoft Bookings.
2. On the homepage, click "Create Meeting Type" in the personal booking page section.
3. Customize your meeting type by:
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- Choosing a name.
- Adding a color category.
- Adding a description.
- Choosing the mode of your meeting (in person or virtual).
- Selecting the meeting duration.
- Choosing between a public or private meeting tag. Public meeting types will appear on your booking page. Private meeting types will not appear on your personal booking page. To share this specific meeting type, you must share the link directly with the desired recipients.
- Selecting your availability using the schedule customization option. You can choose to use your regular meeting hours or to use custom availability hours. With custom hours, you can select a date range, if preferred, and specific availability times based on each day of the week.
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4. By selecting "Advanced Options," you can further customize settings for meeting buffer time, meeting lead time, email reminders, and email follow-ups.
5. Select "Save" when you are done. Your new personal meeting type will be displayed on your homepage.
6. Editing Meeting Types: Meeting types you create will be shown on the homepage. By selecting the three dots next to your meeting type, you will see various options (copy the booking link, share the meeting type, duplicate the meeting type, switch between a private and public meeting tag, and delete the meeting type).
To edit a meeting type, select the meeting type tile on your homepage. You can update the meeting type name, color category, description, location, duration, public/private tag, and change your availability.
7. When you share your meeting type through a link or email, the end user will receive a notification to book a meeting with you. Once the end user opens the email and selects the "Book a meeting" button or accesses the direct link that you sent, they will see a screen showing your Booking page, and they can select their availability based on the availability you provided.
8. Once the end user selects an available date and time, they will receive a confirmation screen, as shown below.
9. As the meeting creator, you will receive email confirmation that the end user has booked a meeting. The meeting will also appear in your Outlook calendar.
Additional information on Personal Bookings can be found on this Microsoft Bookings Support Page.
Creating Shared Bookings
Microsoft Shared Bookings allows teams and organizations to manage appointments collectively. This tool is ideal for teams needing to coordinate schedules among multiple staff members, ensuring efficient and streamlined appointment management.
Below are steps to create shared Bookings.
1. Open Microsoft Bookings.
2. On the homepage, click "Create Booking Page" in the shared booking pages section. You can either create a booking page from scratch or clone an existing booking page.
3. Name your booking page, choose your business type, enter your business hours, and click "Next."
4. Invite staff - add your team members by searching for them in the search bar. Invited staff will be assigned the "Team member" role by default. You can assign different roles to ensure they have adequate access. Click "Next."
5. Add a service - in shared bookings, a service is an appointment type. You can add the list of services you wish to offer or customize the default service shown. Click "Next."
6. Choose who can book appointments - set permissions for who can see the bookings page, check availability, and book appointments from your booking page. Click "Create."
7. Once your shared booking page is set up, you can share it or configure it further.
8. If you return to your Bookings homepage, you will now see your new booking page under the Shared booking pages section. From here, you can share the bookings link, clone the booking page, and manage membership.
9. When accessing the booking appointment link, users will be able to schedule an appointment (example booking appointment shown below). In the appointment, there is an optional section to select staff. Once they click "Book," the appointment will be scheduled and the booking staff will be notified.
Team members can view and manage their appointments through the Bookings app or the web interface. Appointments can be rescheduled or canceled as needed, and notifications will be sent to users automatically.
The shared calendar allows all team members to see upcoming appointments and their own schedules. Administrators can view and manage the entire team's calendar, ensuring there are no conflicts.
Users can book appointments through the shared booking page. They will receive confirmation emails and reminders about their appointments. Users can also reschedule or cancel appointments through the booking page.
Additional information on Shared Bookings settings can be found on this this Microsoft Shared Bookings Support Site.