Setting up a Bookings Calendar in Office 365
1. Login to the Office 365 portal at portal.office.com
2. Click on the 9 dot waffle in the upper left, if you don’t see Bookings, click on the All Apps option and find the Bookings icon.
3. If you do not have a Bookings page setup, it will prompt you through the creation process. You will need to be thoughtful on the page name as it will be visible to others at Wartburg. The Business type is a required field so you can enter Education or whatever makes sense for your purpose.
4. You will see a progress window and then a confirmation that the page was created.
5. At this point, you are on the home page of the Bookings page setup. There are many options available, the following steps will go through the basics to get up and running to allow others to book time slots on the calendar. Select the Booking page option to get to the basic settings.
6. You can restrict the booking to people with @wartburg.edu email addresses. Also, ITS recommends disabling direct search engine indexing to prevent the page from being found on a Google search.
7. The customer data usage consent is an optional section used to inform the person booking the time slot of possible data collection such as name, email address, phone, that can be collected and provide an option to allow an informed consent to continue.
8. The scheduling policy allows you to control the default time length for the Bookings, how far ahead they must be scheduled, and the max lead time on scheduling.
9. By default, an email will be sent to the Bookings calendar owner and the person booking the appointment. You can also select to send an additional meeting invitation to the customer to allow them to add it to their calendar.
10. By default, the Bookings calendar owner will be added to the staff available for booking. Other staff members can be added to allow more availability. If you have multiple staff members, you have the option to allow the person booking to select the staff for the meeting.
11. By default, the Bookings calendar will use the open availability of any staff member based on their Wartburg Outlook calendar. ITS recommends setting up specific days of the week and timeslots to restrict the availability of the options available for booking. The Bookings page will automatically mark slots unavailable as the Wartburg Outlook calendars of the provided Staff assuming they are kept are updated regularly.
12. Click on Services – This is where you setup the individualized services you plan to offer. By default there is a 1 hour Initial consult service that is listed.
13. You can simply edit the Initial consult by click on the pencil on the right or delete it and create a new one.
14. During the service setup, you have options to enter a custom name, description, location, duration and buffer time before and after on your calendar to avoid back to back meetings.
15. You can also select the option that says ‘Add Online Meeting’ which will create a Microsoft Teams meeting on your calendar and send them an invite to the meeting. **NOTE** This is NOT a Zoom meeting, it requires the use of Microsoft Teams
Service name
Default location
Teams X
a) Add online meeting © I
Default Duration
Days E3 Hours E3 Minutes E3
Buffer time your customers can't book
a) On
Before
Hours After Hours
MinutesE3
MinutesE3
Let cu5tomer5 manage their appointment when it was b ooked by you or your staff on their behalf.
Maximum number of attendees per event Maximum Attendees
Default price
I Free
Reminders and Confirmations
1 day : We look forward to seeing you tom... :::;:::
1 day : Reminder that you have an appoint... :::;:::
X
,tJ X
Add an email reminder
Additional Information for Email Confirmation
B I
Add any additional information and links to send to people that book this service with you. They will see this content in the email confirmation they receive.
D Enable text message notifications for your customer.
IMPORTANT: This is a preview feature provided at no additional
,cost. Eventually a limit may be imposed on the number of free SMS messages you can send each month. B,y using this feature, you acknowledge that you are aware of this potential change. You may stop using this feature at any time by unclicking this
,checkbox.
Learn more
16. After you have updated all the information on the service to meet your needs, be sure to assign the Staff members that will be able to perform this service in the top of the window and then click the Save icon.
17. There are several options to customize the look of the Bookings page that can be found on the right side of the settings page.
18. When the page is ready to be available for booking, you need to go to the top section and click the ‘Save and publish’ link. Once it is published, you will have the ability to open the published page, copy the URL for the page to post/email to others, or share it via Facebook, Twitter or email.
19. When you open the Bookings page, you will see the dates and times available based on the settings provided and the calendar availability of the staff. The person booking can select a date and time, then fill out their information and click the Book button.
20. A confirmation popup will be displayed to confirm that the booking was a success.
21. An email will be sent to the staff on the Bookings calendar and the person booking the meeting that looks like shown below. The booking will also be blocked out on the Wartburg Outlook calendar of the staff selected during the booking.
For more assistance, please email techline@wartburg.edu