Microsoft Bookings is a web-based calendar that gives end users flexibility to book a time with support teams that works for them (for individual or small group appointments). Microsoft Bookings is part of the Microsoft 365 suite.

It integrates with Microsoft Outlook and optimises the support team's calendar. Email notification and reminder features in Microsoft Bookings reduce no-shows and enhance customer satisfaction.

Bookings is designed to provide services to end-users or customers, and not for scheduling meetings with other staff members within the University. Use Microsoft Outlook to check the availability of and schedule internal meetings with individuals or groups.

Availability

Microsoft Bookings is currently being piloted with a limited number of early adopters. Staff members besides the pilot participants cannot create new Booking calendars but can access a Bookings page if invited.

Each pilot team is being granted access to a Bookings calendar to organise the staff and service offerings they wish to make available for booking by end users. Once ready, pilot teams can share a Bookings page with their end users either via a direct link or by embedding the Bookings page in an existing web page and invite them to make bookings.

All invited staff members can use the Bookings page link shared with them to make relevant bookings for staff and service offerings.

ITS will review the pilot participant’s feedback and make necessary adjustments before enabling all staff members to set up Bookings calendars.

Process

Register your interest to be informed about the pilot outcome and general availability of Microsoft Bookings.

Design guidelines

All Bookings calendars are created as per UQ branding guidelines. Do not change any branding elements (UQ logo, colours, etc.) in the Bookings calendar provided to your team.

Set up your Bookings calendar

Before starting to use your new Bookings calendar, check and update:

  1. business information specific to your faculty, institute, or organisational unit
    • do not change any UQ branded elements
  2. business hours and time offs for your faculty, institute, or organisational unit
  3. service offerings provided by your team
  4. staff (i.e., your team members) who should use the Bookings calendar to provide service and in what roles
  5. add your customers
  6. add custom or required questions to the Bookings page
  7. set up and publish the Bookings page
  8. share the service booking page URL with your customers

Do not share the calendar’s booking page URL with your customers. Sharing an individual service booking page URL reduces ambiguity for customers and allows them to quickly make bookings with the relevant support team.

Microsoft Bookings is not integrated with UQ Book It and has no features for automatically reserving meeting rooms. For all services requiring in-person bookings, reserve meeting rooms via UQ Book It on an ad-hoc or ongoing basis before making the service available on the Bookings page.

Roles

Pilot teams can organise the staff who will provide services to customers in the following roles:

  • Calendar administrator - has full access to the Bookings calendar, can edit all settings, add and remove staff, add or delete services, and create, edit, or delete bookings
  • Scheduler - helps reduce administrative load on Calendar administrator by managing the day-to-day operations, appointments, and customers, without being able to modify services or calendar settings
  • Team member - manage their own appointments and availability, but not anyone else's
  • Viewer - gets read only access to all bookings and settings of the calendar, but cannot edit or modify
  • Guest - can be assigned to bookings calendar, and communicated via emails, but can't open the bookings mailbox/calendar

Each Bookings calendar can have a maximum of 100 staff members providing service to customers. Of these 100 staff members, any staff member can be assigned to any service as per business requirements.

Integration with Microsoft Teams

Pilot team participants can install the 'Bookings' app in Microsoft Teams to access and manage their appointments within Microsoft Teams.

Support

Support resources for Microsoft Bookings are available on the following websites:

Findings and recommendations from the pilot will help ITS shape the future support model for Microsoft Bookings.