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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.
Select the tile under Shared booking pages (not Personal booking page).
Navigate to the Business Information tab:
Under the drop-down Basic details
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
Under the drop-down 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. ET, with a 30-minute admin break at the beginning and end of the day, office hour from 11am-12pm11a.m.-12p.m., and lunch from 12-1p.m., this is what your daily schedule of bookable time would look like:
You can set different availability on different days of the week.
Under the drop-down Business logo
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:
Within the Configure bookings page section – the drop-down should be set to ‘Available to anyone’
Under the Business page access control drop-down
Ensure that the “Disable direct search engine indexing of booking page” is checked
Under the Customer data usage consent drop-down
Ensure that the “Show a personal data collection and usage consent toggle along with a message on my booking page” is unchecked
Under the Default scheduling policy drop-down
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 - Both “Notify the business via email when a booking is created or changed” and “Send a meeting invite to customer” are checked
Staff control - “Allow customers to choose a specific person for the booking” is unchecked
General Availability - Bookable when staff are free: bookable in any open slots in your calendar during business hours
Under the Customize your page drop-down
Page template - New
Colour Theme - Set custom color scheme for your booking page should be checked with Highlight color #E4B429 and Header color #FFFFFF (this may not always work, in that case, select the top-right gold colour to match the UW theme)
Logo -Display business logo for your booking page should be checked
Under the Region and time zone settings drop-down
Ensure that the 'Current time zone' is Eastern Time
The “Always show time slots in business time zone”is 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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