Audience: Franklin University advisors.
Disclaimer: The results and functionality of the following article only apply to the audience listed above.
Table of Contents
- Microsoft Bookings Terminology
- Logging into Bookings
- Accessing your Bookings Calendar
- Scheduling appointments through Bookings
- Scheduling from the Individual Bookings Calendar
- Scheduling from the Team Bookings Calendar
- Scheduling from the Individual Calendar account
- Scheduling from the Team Calendar account
- Cancelling or Rescheduling an Appointment
- Cancelation Instructions to Student
- Cancelation Instructions for Staff
Microsoft Bookings Terminology
Original Authors: Mindy Johnson & Katie Coridan
The unique language used in Bookings is imperative to understand when using the application.
Definitions
Bookings Calendar: The public-facing calendar that students and the Call Center/Welcome Center will use to schedule appointments. This is the page that your calendar URL will go to
Calendar Account: The tab within Bookings that contains the calendar details. This tab will show you what appointments are scheduled each day. Individual users can use this page to schedule, re-schedule, or cancel appointments.
Custom Booking Fields: Department specific questions/information you need to gather from students when they book an appointment (e.g. Information/Registration appointment, Intended Start Term, Student ID, etc.).
Services: The tab within Bookings to set up the locations (e.g. phone appointment, Microsoft Teams, In-person, other location).
Staff: The tab within Bookings that you set employees up within to accept appointments or be an account administrator.
Logging into Bookings
1. Log into your Microsoft 365 account using your online email account.
2. Click on the apps launcher (sometimes called the "Waffle") on the top left corner:
3. Click on All Apps to find Bookings.
4. It is best to add Bookings to your main menu. You can do this by selecting the three dots to the right of Bookings and selecting Pin to launcher.
5. Click on Bookings to open your Bookings page.
6. To see other calendars you have access to, select the downward arrow next to your name and select Open.
7. Choose a calendar from the list. If you don’t have access, you will not be permitted to open the calendar. If you do, it will take you to the Bookings home page for that calendar.
Accessing your Bookings Calendar
1. From the Bookings home page of the selected individual or team, select Booking Page in the left side navigation menu.
2. Click on Open published page to open your calendar, or Copy to copy the link to your Bookings calendar.
Scheduling appointments through Bookings
- See scenarios below for instructions.
From the Individual Bookings Calendar
1. Open the selected individual Bookings calendar, either within the Bookings site or via direct link
2. Select appointment format (phone or in person)
3. Select the date and time
4. Enter student details
5. Ask if the student would like a reminder text message. If so, check the box that says “get booking confirmation and reminder via text message.”
6. Click Book to book appointment.
From the Team Bookings Calendar
1. Open the selected team Bookings calendar, either within the Bookings site or via direct link
2. Select appointment format (phone or in person)
3. Select the date and time
4. Select staff, if a specific staff member is preferred. If “Anyone” is selected, Bookings will choose any open member of the team.
5. Enter student details
6. Ask if the student would like a reminder text message. If so, check the box that says “get booking confirmation and reminder via text message.”
7. Click Book to book appointment.
From the Individual Calendar account
1. Note: scheduling through this format does not allow for text message confirmations, and does not include the Manage Booking link in the email confirmation if students need to cancel or reschedule their appointment. Therefore, it is best to schedule directly from the Bookings Calendar, as outlined above.
2. Log into your Microsoft 365 account using your preferred method.
3. Go to Bookings and select the account for the specified user.
4. On the left navigation menu, select Calendar.
5. Click on an available time on the calendar. Note: you will see calendar information for any admins on the account as well. They will not be available as an option for booking.
6. Enter student name, email, and phone number. Be sure the box for Don’t send customer a confirmation email is UNCHECKED.
7. Select appointment format under Service Details (phone or in person).
8. Enter answers to additional questions.
9. If the appointment is more than 24 hours out, the 1 day reminder email is automatically selected.
- If the appointment is less than 24 hours out, they will get a confirmation email, but you can also select “Add an email reminder” if you’d like a reminder to go out closer to the appointment. Select a time frame that you feel makes the most sense, and for the reminder message, write “We look forward to your upcoming appointment!” Save changes.
10. Click Send at the top of the page to save the appointment and send the confirmation.
From the Team Calendar account
1. Note: scheduling through this format does not allow for text message confirmations, and does not include the Manage Booking link in the email confirmation if students need to cancel or reschedule their appointment. Therefore, it is best to schedule directly from the Bookings Calendar, as outlined above.
2. Log into your Microsoft 365 account using your preferred method.
3. Go to Bookings and select the account for the specified team.
4. On the left navigation menu, select Calendar.
5. Click on an available time on the calendar. Note: you will see calendar information for any admins on the account as well. They will not be available as an option for booking.
6. Select the staff member you want to schedule with.
7. Enter student name, email, and phone number. Be sure the box for Don’t send customer a confirmation email is UNCHECKED.
8. Select appointment format under Service Details (phone or in person).
9.Enter answers to additional questions.
10. If the appointment is more than 24 hours out, the 1 day reminder email is automatically selected.
- If the appointment is less than 24 hours out, they will get a confirmation email, but you can also select “Add an email reminder” if you’d like a reminder to go out closer to the appointment. Select a time frame that you feel makes the most sense, and for the reminder message, write “We look forward to your upcoming appointment!” Save changes.
11. Click Send at the top of the page to save the appointment and send the email confirmation.
Cancelling or Rescheduling an Appointment
- See below for instructions based on the audience of the cancelation.
Cancelation Instructions to Student
1. If a student asks how they can cancel or reschedule their appointment on their own, direct them to their confirmation email, at the bottom where it says Manage Booking.
2. This link will allow them to cancel and/or reschedule their appointment.
3. Note: If you scheduled through the Calendar account page (see screenshot below), this format does not include the Manage Booking link in the email confirmation if students need to cancel or reschedule their appointment.
Cancelation Instructions for Staff
Note: do not cancel or reschedule directly in Outlook. Doing so will prevent the student from getting a confirmation, and will not re-open the availability in Bookings.
1. If a student requests that we cancel or reschedule their appointment, or if we need to cancel for any reason, go directly to the Calendar page, find the date of the appointment, and click on the appointment.
2. This will give you the option to edit or cancel.
3. To reschedule, click on Edit, and select the new date and time. Students will then get an updated email confirmation. To cancel, click on Cancel. Students will then get a cancellation confirmation. You can add a personalized message to the cancellation email if necessary.
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