Office 365: Microsoft Bookings

Introduction

Pace University offers Microsoft Bookings which is part of the Office 365 Pro Plus subscription free of charge to eligible students, faculty, and staff.  Bookings is an online Scheduling tool which integrates and synchronizes with Pace's Outlook Exchange Calendar. It allows you to create an appointment calendar with available timeslots that others can view and reserve. Bookings is also available as an app within Teams, which allows you to create Bookings calendars, assign staff, and schedule and manage appointments.

IMPORTANT!  Sensitive information including personally-identifiable information (PII) should not be stored in any online (cloud) file hosting platform, including Microsoft Bookings.

ELIGIBILITY

• Faculty/Staff: Available to faculty and staff only while employed at Pace University.
• Students: Available to all current students and expires after last term of registered classes. 

Microsoft Bookings Features

• Integrated with Microsoft Outlook Exchange Online
• Instant/live appointment availability and appointment booking
• Automated email confirmations and reminders
• Appointment rescheduling and cancellations
• Integration with Microsoft Teams

Instructions

Signing on to Microsoft Bookings

1. Sign in to https://portal.office.com
2. Type your Pace email address and click Next
   
3. Type your Pace password and click Sign in
   
4. Enter in the 6-digit passcode generated from the Duo Mobile app or hardware token
   • Note: All faculty, staff, contractors, and students are required to use Duo MFA 2-factor authentication.
     
5. Click Verify
   
6. Click on the grid icon at the top left corner
   
7. Click Explore all your Apps link at the bottom
   
8. Click All apps link at the bottom
   
9. Click on Bookings app
   

Create a New Bookings Calendar

The setup wizard provides instructions on creating a Bookings calendar as summarized below.

IMPORTANT: A prefix “Bookings” will be appended to the individual/department name that is created. The name convention will identify Bookings calendars in our systems and help distinguish them from other Outlook emails/calendars. The prefix will be displayed on the Bookings page and in the Outlook Global Address List. 

1. Click the Get started button
   
   -or-
   Click the new Create button and then Create from scratch
   
2. Type preferred individual/department name and select the corresponding Business type
   
3. If needed, click Change to edit Business hours and select Work week and Time 
   
4. Click Next
   
5. Type the name of Pace staff who you would like to invite
   
6. Assign security role and click Next
   
   • Note: Refer to Microsoft New Roles section to learn more about the different types of security roles.
      
7. If needed, click Change link to provide Service duration and if a Teams meeting should be created. Then click Update Service button.
   
8. Click Next button
   
9. Select the permission options of who can see the booking page, check availability and book appointments
    
10. Click Create
    
11. Copy or share the link to the Bookings page
    

12. Click Get Started
    

Microsoft Bookings Training Resources

LinkedIn Learning online video tutorials and Microsoft Support Training Documents will guide you through Bookings key features and settings:

LinkedIn Learning Training Tutorials

• Microsoft Bookings Collections
  • Launch and Set up Bookings
  • Create Group Booking
  • Customize, publish, and preview your bookings page
  • Share  a link to your bookings page
  • Book an appointment as a customer
  • Manage your Customer list
  • Set scheduling Policies
  • Add your Business Information
• Microsoft Bookings Essential Training

Microsoft Support Training Documents

• Microsoft Bookings Support page
• Enter your business information
• Add staff to Bookings
• Define your service offerings
• Schedule business closures, time off, and vacation time
• Set your scheduling policies
• Set employee working hours
• Customize and publish your booking page
• Create a manual booking

Note: Microsoft offers the Bookings app in Microsoft Teams which provides tool to track, manage, and organize your team's appointments and calendars all in one place. You can create a Bookings calendar and add team members to it, build new appointment types, and create and manage in-person and virtual visits for your staff and attendees. For more information, visit Microsoft Teams create and manage bookings video training (By Microsoft Support).