Microsoft Bookings - Quick Reference Guide
bookings.princeton.edu
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Princeton University - Office of Information Technology Page 1 Additional Resources • Service-Now KB Article ID: KB0013416 • Microsoft Documentation: MS Bookings Resources • Checklist/Questionnaire: Getting Started Checklist/Questionnaire • MS Teams Site Bookings Channel: Bookings Training SPOT • Princeton’s Bookings Website: bookings.princeton.edu • 1-1 Bookings Support: Book time with Bookings specialist Quick Reference Directory Function Page Resources & Quick Function Lookup 1 Recommended Order of Steps 2 Step 1. Setup Wizard 2 Step 2. Business Information 3 Step 3. Booking Page 4, 5 Step 4. Add Staff 6 Step 5. Define Services 7, 8, 9 Step 6. Schedule Closures and Time Off 10 Microsoft Bookings - Quick Reference Guide Quick Function Lookup Once the Bookings calendar has been setup, it may need to be updated/ changed based on changes to availability. Use the table below to quickly navigate to actions you may take to manage your calendar. Quick Function Page Update Office Hours 3 Unpublish Calendar 4 Date/Time Sync 5 Change Staff Role 6 Set Max Number of Attendees 7 Assign Staff to Service 8 Customize email Confirmation 8 Open Blocks of Time on the Fly 9 Time Off and Closures 10 Update Staff Hours 10 Note: All the resources listed above can be found within the Princeton Bookings website: bookings.princeton.edu. “Name: This is a required field.” See Business Information section of this guide (Step 2). Note: This option can be modified in the future. See Booking Page section of this guide (Step 3).
Step 1 - Create a New Bookings Calendar – Setup Wizard 1. Navigate to Princeton’s Microsoft Portal (portal.office.com) and login in with your Princeton NETID and Password. 2. From the App Launcher, locate and select Bookings. Note: The first time you use Bookings, you’ll be asked to click Get it Now to get started. 3. From the Bookings Landing Page, click Create New Calendar A Wizard will launch, walking you through steps to create a new Calendar. Only the first step is required. We recommend skipping to Step 4 by clicking Next on the bottom-right of the Wizard window. Microsoft Bookings - Quick Reference Guide Wizard Step 1 of 4 – Create a New Bookings Calendar Name: This is a required field. The information entered here is used to create a Bookings Mailbox and a unique public-facing Booking Page for appointment management. Only the Name field is required. This URL cannot be changed once created. Your Calendar is created and ready for custom configuration. It contains left-navigation menu items for which we recommend a specific order: Wizard Step 4 of 4 (Optional) – Choose who can Book Appointments This step allows you to set permissions for whom should be able to access the Bookings Page and book appointments with you. Princeton University - Office of Information Technology Page 2 Recommended Order of Steps 1. Create a Bookings Calendar - Wizard (Step 1) 2. Enter Business Information 3. Customize the Booking Page* 4. Add Staff 5. Define Services 6. Schedule Closures and Time Off *Booking Page – The default scheduling configuration is setup here. Additional modifications to the schedule can be made in the Services section. Note: Completion of the wizard will not result in a finalized calendar. The following other fields in this step can be skipped and added later. • Add a Logo • Business Type • Business Hours Note: While the URL cannot be changed, the Business Name (as seen by the end-user on the Bookings Page) can be modified. “Note: This option can be modified in the future.” The Business Hours are intended to indicate all hours of operation. These are the windows in which you or those you support are accepting appointments and are generally expected to be working. The approach you take to these fields are contingent on how you intend to use Bookings: • Single User: If you are only scheduling one type of appointment for yourself only, you can define your Business Hours as the hours you want to accept appointments. • Multiple Users: If you are offering multiple appointment types at different times/days of the week and have multiple colleagues associated with each appointment type, you will need to define your Business Hours in terms of the working hours comprising all availability for all of your Services and Staff. Use the icons found in the columns to the right to Add/Delete windows of time or remove days of the week that should not be bookable by any Staff. Scroll to the top of the page to Save (upper-left), when you are finished. Step 2: Enter Business Information Click Business Information from the left-navigation pane. The information entered here will be visible on the public-facing Bookings Page to anyone seeking to book time with you. Enter Business Information The Business Information tab lists five sections that help you set up your Calendar. It is recommended that you review the fields in two essential areas: Basic Details and Business Hours. Microsoft Bookings - Quick Reference Guide Princeton University - Office of Information Technology Page 3 Pull down the caret in each section to reveal the fields in each section. Business Name By default, Bookings pre-populates the Business Name field with the name you gave your Calendar. This information is displayed as a heading/calendar title on the public-facing Booking Page and can be modified. Note: Changes to the Business Name field will only be reflected at the top of your published Booking Page. Your calendar cannot be renamed on the backend.
Send Customer Replies To The email address entered here will receive notifications regarding activity on the Calendar. This could be the Administrator (owner) of the Calendar, a listserv, a Service Account, etc. Note: At this time, this field cannot exceed one email address. Basic Details The information entered in this section provides users with at-a-glance information you wish to share on the Booking Page such as office location, phone number, and website URL. There are two main components of the Basic Details section to be aware of: Business Hours “Choosing to make this Available to Anyone will allow anyone with the link to book time with you.” Selecting this box will ensure access to the page is limited to the generated page link. If this feature is not disabled, anyone can find the Bookings Page on the open web and book time on the calendar. Business Page Access Control Step 3 Continued: Customize Booking Page • Require a one-time password to create bookings: When this option is enabled, the user will be prompted to verify their email address by retrieving and entering the verification code sent to the email address provided in order to proceed with the booking.
Selecting this box will ensure access to the page is limited to the generated page link. If this feature is not disabled, anyone can find the Bookings Page on the open web and book time on the calendar. Business Page Access Control Step 3 Continued: Customize Booking Page • Require a one-time password to create bookings: When this option is enabled, the user will be prompted to verify their email address by retrieving and entering the verification code sent to the email address provided in order to proceed with the booking. “Minimum Lead Time: This is how many hours you want in advance to prepare for an appointment.” Note: Use caution when applying the Default Scheduling Policy to other Services created, as this will affect availability for those Services.
Selecting this box will ensure access to the page is limited to the generated page link. If this feature is not disabled, anyone can find the Bookings Page on the open web and book time on the calendar. Business Page Access Control Step 3 Continued: Customize Booking Page • Require a one-time password to create bookings: When this option is enabled, the user will be prompted to verify their email address by retrieving and entering the verification code sent to the email address provided in order to proceed with the booking. “Maximum Lead Time: How far in advance should users be able to book appointment with you?” Note: Use caution when applying the Default Scheduling Policy to other Services created, as this will affect availability for those Services.
Selecting this box will ensure access to the page is limited to the generated page link. If this feature is not disabled, anyone can find the Bookings Page on the open web and book time on the calendar. Business Page Access Control Step 3 Continued: Customize Booking Page • Require a one-time password to create bookings: When this option is enabled, the user will be prompted to verify their email address by retrieving and entering the verification code sent to the email address provided in order to proceed with the booking. “The default is 365 days.” Note: Use caution when applying the Default Scheduling Policy to other Services created, as this will affect availability for those Services.
Selecting this box will ensure access to the page is limited to the generated page link. If this feature is not disabled, anyone can find the Bookings Page on the open web and book time on the calendar. Business Page Access Control Step 3 Continued: Customize Booking Page • Require a one-time password to create bookings: When this option is enabled, the user will be prompted to verify their email address by retrieving and entering the verification code sent to the email address provided in order to proceed with the booking. “Use this section to verify the current time zone reflects your current geographic location.” Note: Use caution when applying the Default Scheduling Policy to other Services created, as this will affect availability for those Services.