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Sign in at https://uwaterloo.atlassian.net/servicedesk/customer/portal/137/group/401/create/1670 to request your bookings calendar. This can take up to 24-48 hours, and this is the current naming scheme to follow:
Bookings Name: Job Title - Full Name (Co-op Advisor - John Doe)
Bookings Type: Education
Sign into Microsoft Bookings once you receive an email stating your calendar was created.
Navigate to the Business Information tab and fill in the following fields:
Business name: This should be Full Name - Job Title (John Doe - Co-op Advisor), if you made an error when first creating the calendar, this is where you can correct it.
Business address: This field can be left blank since you are not providing a location for hosting in-person meetings.
Business phone: This should be the University's phone number, followed by a period, then your extension. E.g., 519-888-4567.xxxxx.
Website URL: The student facing website can be entered here https://uwaterloo.ca/co-operative-education/
Privacy Policy URL: The University's privacy website can be entered here https://uwaterloo.ca/privacy/
Terms and conditions URL: Leave this field blank
Business Hours: set the daily hours you wish to be available to be booked. These hours are recurring and cannot be set on a per-week basis. You will want to ensure that you schedule breaks and lunch, as well as your office hour. You can use the plus sign to add more breaks if needed.
E.g., if your day is 8:30a.m. – 4:30p.m., with a 30-minute admin break at the beginning and end of the day, lunch from 12-1p.m. and an office hour from 2-3p.m., this is what your daily schedule of bookable time would look like:
You can set different availability on different days of the week.
Business Logo: please use the logo provided below and be sure to select the white background when uploading to eliminate the coloured bars around the logo.
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Navigate to the Booking Page tab to setup your shareable bookings page. On this page you'll need to fill the following fields:
Configure bookings page – the drop-down should be set to ‘Available to anyone’
Business page access control: Ensure that the “Disable direct search engine indexing of booking page” is checked.
Customer data usage and consent: ensure this box is unchecked
Default Scheduling policy: These settings specify how users can book your calendar
Time increments: This sets the increment of available time slots in your calendar. For example, if set to 1 hour then users will only be able to book a time slot every hour during your business hours. Recommended: 15 minutes
Minimum lead time: Minimum time (in hours) before a time slot can be booked or canceled Default: 6 hours Recommended: 24 hours
Maximum lead time: Maximum time (in days) before a time slot can be booked Default: 60 days Recommended: 30 days
Email Notifications: Ensure the 'notify the business via email when a booking is created or changed' is unchecked and the 'send a meeting invite to the customer, in addition to the confirmation email' options is checked
Staff Control: Allow customers to choose a specific person for the booking should be unchecked
General Availability
Bookable when staff are free: bookable in any open slots in your calendar during business hours
Customize your page: Colour Theme: Set custom color scheme for your booking page should be checked with Highlight color #E4B429 and Header color #FFFFFF
Page template: Select the circle beside New
Logo: Display business logo for your booking page should be checked
Region and time zone settings: Ensure that the 'Current time zone' is correct. If you want your bookings link to display a different time zone, change to that time zone. The Always show time slots in business time zone option should be unchecked
*Very important*- Click Save in the top left to confirm your booking page updates
Booking page: Review your bookings page. Email or copy your bookings page link. It is a good idea to bookmark this page for ease of sharing in future.
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