Microsoft Bookings

1. To request a Microsoft Bookings calendar, please use the request template ‘Microsoft Bookings request’ on the IT Service Desk portal
2. Choose your calendar name carefully: the name will be included in the web address (URL) and email address used to send appointment notifications, this cannot be changed
3. Don’t use ‘special characters’. Your booking calendar name can’t include any of the following characters:
   ~ # % & * { } + / \ : < > ? | ‘ “

Bookings calendars are customisable, the setup process involves the following:

1. Fill out your business information for your calendar
2. Add bookable staff and admins to the calendar
3. Add the Services you want to offer
4. Customise your Booking page
5. Advertise your Booking page link

For further information, please see the IT Training portal

Yes, you can set your calendars visibility to either:

No self-service – Don’t publish a self-service booking page for customers

Available to people in your organisation – People in your organisation can book with an internal-only self service page.

Available to anyone – People on the internet can book with a public self-service page

Staff can be added to a Bookings calendar with different permissions depending on your requirements. We recommend that all Bookings calendars have a minimum of 2 calendar administrators

Administrators: Administrators can edit all settings, add and remove staff, and create, edit and delete bookings.

Team member: Team members can manage bookings on their own calendar and their availability in the booking mailbox. When adding or editing a booking in their calendar, they’ll be assigned as staff.

Scheduler: Schedulers can manage bookings on the calendar and customer details. They have read-only access to settings, staff and services.

Viewer: Viewers can see all the bookings on the calendar. They can’t modify or delete them. They have read-only access to settings. 

Guests: Guests can be assigned to bookings but they can’t open the booking mailbox.

From the Business Information page (in the Navigation pane) you can change the following about your calendar:

• Business name
• Business location
• Hours of availability
• Contact email address
• Link to a privacy policy or terms and conditions
• Booking availability: if your Booking calendar should only be available on certain days, or at certain hours, define this globally via the Business hours options (exceptions can be made for individual services).

When using the ‘Events on Office calendar affect availability’ in Bookings, it has the ability to check staff member’s calendars in order to determine which appointment slots can be made available via the Booking page.

Please note: For this to work correctly, you must set your calendar sharing settings to ‘Show when I’m busy’ for ‘My Organization’.

For help, please contact the IT Service Desk or see the following support article: Share an Outlook calendar with other people

Bookings will handle naming conflicts by appending a number to the end of the new calendar name that conflicts with an existing calendar. This cannot be changed by the user or administratively. 

For example, the first person to enter “IT Service Training” as the business name will receive ITServiceTraining@msbookings.worc.ac.uk as the mailbox/calendar name. The next person to enter IT Service Training” as the business name would receive ITServiceTraining1@msbookings.worc.ac.uk as the mailbox/calendar name.

Bookings calendars are attached to mailboxes and therefore cannot be deleted by end users. If you’d like to delete your Bookings calendar, please contact the IT Service Desk.