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Microsoft Bookings is an online scheduling tool that integrates with your calendar as part of Microsoft 365. Bookings calendars provide staff members the ability advertise services so that appointments can be booked with you or your team quickly and efficiently.
Watch: Overview of Microsoft Bookings
Microsoft Bookings has 2 components:
You can customise the calendar in various ways to meet your requirements.
Remember it’s a “book-me” system rather than a “book-this object” system. The recommended use of this tool will be person based. Microsoft Bookings is not a recommended replacement for booking meetings rooms or equipment.
To request a Bookings calendar please log a request via the IT Service Desk portal.
Microsoft Bookings collects personal data such as names and email addresses, therefore you will need to consider how you will store this information and for how long.
For further information please visit the Information Assurance website: https://www2.worc.ac.uk/informationassurance
If you are collecting personal data for these purposes you will need an appropriate Privacy Notice, further guidance can be found here.
Bookings calendars are customisable, the setup process involves the following:
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:
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.
Find guides and answers to your questions in the Microsoft Bookings section of our FAQs.
Microsoft Bookings FAQs
Visit our IT Training portal to discover the available Microsoft Bookings training resources.
IT Training portal