Manage your calendar and your students easily with Microsoft Bookings

What is Microsoft Bookings?

A meeting and appointment scheduling software available as a part of Office 365 plans which integrates with your Outlook calendar. You can use it to allow students to book 1-1 sessions with you.

Key features

• Integrates with your Outlook calendar
• Student can self-manage bookings
• Easy to use and customise

Process

1. Access Bookings: https://outlook.office.com/bookings/calendar (NB You may need to click on the Try New Bookings now slider.)
2. Select 'New Bookings Calendar' and Create from Scratch.
3. Populate steps 1-3:
   • Give a Name for your Calendar and choose a Business TypeLink opens in a new window
   • Add your servicesLink opens in a new window by clicking on the pencil icon. Give your service a name and durationLink opens in a new window.
   • Select who can choose your appointmentLink opens in a new window.
4. Once completeLink opens in a new window you will receive an email confirmationLink opens in a new window.
5. Click on SettingsLink opens in a new window to populate your Staff, Services, Bookings and Business Information information.
6. Add Staff to the page by clicking on Edit staffLink opens in a new window. Add your Business hoursLink opens in a new window and Save.
7. Edit your ServicesLink opens in a new window page with Basic DetailsLink opens in a new window, Availability OptionsLink opens in a new window, Assign StaffLink opens in a new window, and Reminders and NotificationsLink opens in a new window.
8. Once you share the link with your students they will be able to book a time slot with you via your pageLink opens in a new window.

Helpful Tips

• Ensure that your Service has staff assigned to it by clicking on Edit Service and Assign staff.
• Under 'Your Bookings Page' you will need to select 'Available to anyoneLink opens in a new window' in the drop-down.
• Click on Bookings page to copy your Bookings page URLLink opens in a new window. This can be added to your Moodle or webpage as a hyperlink.
• Microsoft Bookings will only work well for you if you actively use your Outlook Calendar.

Further Microsoft guidanceLink opens in a new window

Offering online and/or in person meetings

To allow students to choose between online and f2f meetings you will need to set-up two services and under its settings click on the slider option as per below:

Creating specific availability on certain weeks

Under your Bookings Page complete your availability in Default Scheduling Policy ensuring you select Custom Hours in the drop-down menu:

You can then edit your service accordingly.

Adding additional slots on the same day

Under Staff, click on Edit Staff and scrool down to Availability. Next to the day where you'd like additional slots click on and add your extra slot.

Click on the plus as many times as you need to.

Save changes.

---

Still struggling? Please contact us at cte-technical@warwick.ac.uk