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Microsoft Bookings

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Microsoft Bookings

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.

  • You can have one or more booking calendars
  • Setting up your Bookings calendar is easy and flexible
  • Your Bookings calendar page can be made public or internal only
  • Scheduling bookings is user friendly
  • Attendees can join a booking, with or without a Teams account

Watch: Overview of Microsoft Bookings

Microsoft Bookings has 2 components:

  1. The online booking page is the calendar people use when they want to make a booking. You can share a direct link with them or embed it into an existing web page.
  2. Admin pages for the calendar administrator(s). This is where you define the services you want to offer: configure the calendar, choose the business hours, set staff schedules and appointments etc.

You can customise the calendar in various ways to meet your requirements.

Features and benefits

  • Online appointment booking, with real-time appointment availability
  • User friendly customer booking page
  • Integration with Outlook and Teams calendar
  • Automated email confirmations and reminders
  • Appointment rescheduling and cancellations

Suggested use cases

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.

  • Academics that wish to advertise services such as tutorials and support sessions that students can book onto
  • Staff members looking to open up their calendar to internal or external colleagues to display their availability on a certain subject matter

Accessing Microsoft Bookings

  1. Visit the Office 365 website then select Sign In from the top-right corner.
  2. Log in with your University of Worcester credentials
  3. Select Bookings from the app bar on the left-hand side.
    Alternatively, select the ‘All Apps’ icon in the bottom-left corner then choose Bookings.

To request a Bookings calendar please log a request via the IT Service Desk portal.

Personal data and privacy considerations

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:

If you are collecting personal data for these purposes you will need an appropriate Privacy Notice, further guidance can be found here.

Best practices

  • Ensure that the name you provide is unique since it is what will be used as the email address from which meeting notifications are sent.
  • It is recommended to leave your Booking page visibility to ‘Available to people in your organisation’ —this will include being available to all students.
  • We recommend that all Bookings calendars have a minimum of 2 calendar administrators.

Further information

How do I request a Bookings calendar?

  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:
    ~ # % & * { } + / \ : < > ? | ‘ “

How do I set up my Bookings calendar?

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

Can a Bookings calendar be made accessible to internal or external users only?

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

What calendar roles are available?

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.

What business information can I add to the booking page?

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).

How does Bookings know when I’m busy?

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

How are naming conflicts handled?

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 as the mailbox/calendar name. The next person to enter IT Service Training” as the business name would receive as the mailbox/calendar name.

Can I delete a Bookings calendar?

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.

Frequently asked questions

Find guides and answers to your questions in the Microsoft Bookings section of our FAQs.

Microsoft Bookings FAQs

Microsoft Bookings training

Visit our IT Training portal to discover the available Microsoft Bookings training resources.

IT Training portal

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