Microsoft Bookings Setup (Co-op Advisor)
- Mark Kolodziej
- Stacey Verhaeghe
- Kenley Liu
Microsoft Bookings Setup (Co-op Advisor)
Visit CEE Resources> Student Focused Resources> MS Bookings for videos outlining the steps below.
Instructions:
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:
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., 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.
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.
*Very important* - Click Save at the top of the webpage
Navigate to the Staff tab:
Select your name under My profile and click edit staff (under your name and “Administrator” title).
Check the box for “Events on Office calendar affect availability”.
Ensure the Use business hours toggle is on and select Save changes.
To add the Employment Relations Coordinator to your account, select Add new staff.
In the top search bar, type ‘ceederc’, you may have to click Search Directory. You will see Employment Relations Coordinator to select.
In the drop-down menu beside the person icon, change from Team member to Administrator, then click the Save changes button.
Navigate to the Services tab:
Select Add new service and enter the following details
Under the Basic details tab
Service Name: Work Term Consultation
Description: Book if requested by your co-op advisor. Please complete your eCheckIn form in WaterlooWorks prior to this meeting. Meetings will be held virtually using MS Teams, specify in the Notes box if you prefer a phone call.
Default location: Leave this blank
Add online meeting: Click to toggle on. This will automatically generate a Teams meeting and add it to the meeting invite.
Default duration: 30 minutes
Maximum attendees: 1
Under the Availability options tab
Time increments, set to 15-minutes
Minimum lead time, set to 24 hours (this means appointments can only be booked after 24 hours+)
Maximum lead time, set to 60 days (this means students can book appointments 60 days from today)
General availability - Bookable when staff are free (will follow the Business hours you set)
Under the Assign staff tab
Assign any of your selected staff for an appointment should be selected
The toggle should be off for Allow customers to choose a particular staff for booking
Under Select Staff, check the circle beside your name
Under the Custom fields tab
Deselect the default customer information field Customer address
Select the default customer information fields Phone number and Customer email and turn the Required toggle on. Note: Customer email is tied to sending meeting invitations in the backend, so this field is very important to be selected and required.
Select the default customer information field Customer Notes but it does not need to be Required
Click Add a custom field, Add a text question, then enter “Student ID”
From the custom field list, select Student ID, turn the Required toggle on.
Under the Notifications tab
Email confirmation, Settings -
Notify the business via email when a booking is created or changed is checked
Send a meeting invite to the customer, in addition to the confirmation email is checked
Email reminders - there should be a default automatically added, click the pencil icon to edit.
Timing: 1 day before reminder
Send to: Customer
Message: (first delete the default message), then add -
A quick reminder that your appointment is coming up tomorrow.
If you need to reschedule or cancel your appointment:
From your confirmation email - Select the Reschedule button. This will take you to your co-op advisor’s bookings page with options to reschedule or cancel the appointment.
From the calendar meeting invitation - Open the meeting invitation, in the body you’ll see "Manage Booking" with a link that will take you to your co-op advisor’s booking page with options to reschedule or cancel the appointment.
Email follow-up - delete the default email setting using the garbage bin icon
Default scheduling policy the toggle should be off
Publishing options the toggle should be on
*Very important* click Save changes
Select Add new service and enter the following details
Under the Basic details tab
Service Name: Co-op Support Meeting
Description: Co-op process, job search support, recruitment or work term questions. If you have a brief question, select the Quick Discussion option instead. Meetings will be held virtually using MS Teams, specify in the Notes box if you prefer a phone call. If you can't find a time that works for you, please send a message in WaterlooWorks. If this is an urgent matter, please call me at 519-888-4567.xxxxx
Default location: Leave this blank
Add online meeting: Click to toggle on. This will automatically generate a Teams meeting and add it to the meeting invite.
Default duration: 30 minutes
Maximum attendees: 1
Under the Availability options tab
Time increments, set to 15-minutes
Minimum lead time, set to 24 hours (this means appointments can only be booked after 24 hours+)
Maximum lead time, set to 30 days (this means students can book appointments 30 days from today)
General availability - Bookable when staff are free (will follow the Business hours you set)
Under the Assign staff tab
Assign any of your selected staff for an appointment should be selected
The toggle should be off for Allow customers to choose a particular staff for booking
Under Select Staff, check the circle beside your name
Under the Custom fields tab
Deselect the default customer information field Customer address
Select the default customer information fields Phone number and Customer email and turn the Required toggle on. Note: Customer email is tied to sending meeting invitations in the backend, so this field is very important to be selected and required.
Select the default customer information field Customer Notes but it does not need to be Required
Click Add a custom field, Add a text question, then enter “Student ID”
From the custom field list, select Student ID, turn the Required toggle on.
Click Add a custom field, Add a text question, then enter “What would you like to discuss?”
From the custom field list, select What would you like to discuss?, turn the Required toggle on.
Under the Notifications tab
Email confirmation, Settings -
Notify the business via email when a booking is created or changed is checked
Send a meeting invite to the customer, in addition to the confirmation email is checked
Email reminders - there should be a default automatically added, click the pencil icon to edit.
Timing: 1 day before reminder
Send to: Customer
Message: (first delete the default message), then add -
A quick reminder that your appointment is coming up tomorrow.
If you need to reschedule or cancel your appointment:
From your confirmation email - Select the Reschedule button. This will take you to your co-op advisor’s bookings page with options to reschedule or cancel the appointment.
From the calendar meeting invitation - Open the meeting invitation, in the body you’ll see "Manage Booking" with a link that will take you to your co-op advisor’s booking page with options to reschedule or cancel the appointment.
Email follow-up - delete the default email setting using the garbage bin icon
Default scheduling policy the toggle should be off
Publishing options the toggle should be on
*Very important* click Save changes
Select Add new service and enter the following details
Under the Basic details tab
Service Name: Quick Discussion
Description: Brief questions (15 minutes or less). If you need more time, select the Co-op Support Meeting option instead. Meetings will be held virtually using MS Teams, specify in the Notes box if you prefer a phone call. If you can't find a time that works for you, please send a message in WaterlooWorks. If this is an urgent matter, please call me at 519-888-4567.xxxxx
Default location: Leave this blank
Add online meeting: Click to toggle on. This will automatically generate a Teams meeting and add it to the meeting invite.
Default duration: 30 minutes
Maximum attendees: 1
Under the Availability options tab
Time increments, set to 15-minutes
Minimum lead time, set to 24 hours (this means appointments can only be booked after 24 hours+)
Maximum lead time, set to 30 days (this means students can book appointments 30 days from today)
General availability - Bookable when staff are free (will follow the Business hours you set)
Under the Assign staff tab
Assign any of your selected staff for an appointment should be selected
The toggle should be off for Allow customers to choose a particular staff for booking
Under Select Staff, check the circle beside your name
Under the Custom fields tab
Deselect the default customer information field Customer address
Select the default customer information fields Phone number and Customer email and turn the Required toggle on. Note: Customer email is tied to sending meeting invitations in the backend, so this field is very important to be selected and required.
Select the default customer information field Customer Notes but it does not need to be Required
Click Add a custom field, Add a text question, then enter “Student ID”
From the custom field list, select Student ID, turn the Required toggle on.
Click Add a custom field, Add a text question, then enter “What would you like to discuss?”
From the custom field list, select What would you like to discuss?, turn the Required toggle on.
Under the Notifications tab
Email confirmation, Settings -
Notify the business via email when a booking is created or changed is checked
Send a meeting invite to the customer, in addition to the confirmation email is checked
Email reminders - there should be a default automatically added, click the pencil icon to edit.
Timing: 1 day before reminder
Send to: Customer
Message: (first delete the default message), then add -
A quick reminder that your appointment is coming up tomorrow.
If you need to reschedule or cancel your appointment:
From your confirmation email - Select the Reschedule button. This will take you to your co-op advisor’s bookings page with options to reschedule or cancel the appointment.
From the calendar meeting invitation - Open the meeting invitation, in the body you’ll see "Manage Booking" with a link that will take you to your co-op advisor’s booking page with options to reschedule or cancel the appointment.
Email follow-up - delete the default email setting using the garbage bin icon
Default scheduling policy the toggle should be off
Publishing options the toggle should be on
*Very important* click Save changes
Select Add new service and enter the following details
Under the Basic details tab
Service Name: Office Hour, 2-3 p.m., call 519-888-4567.xxxxx
Description: Please call 519-888-4567.xxxxx from 2-3 p.m. If I don't answer because I am on a call with another student, please leave a voicemail and I will return your call as soon as possible.
Default location: Leave this blank
Add online meeting: Click to toggle off.
Default duration: 15 minutes
Maximum attendees: 1
Under the Availability options tab
Time increments, set to 15-minutes
Minimum lead time, set to 24 hours
Maximum lead time, set to 30 days
General availability - Not bookable (Note: this is very important to ensure you only receive phone calls and no online meetings)
Under the Assign staff tab
Assign any of your selected staff for an appointment should be selected
The toggle should be off for Allow customers to choose a particular staff for booking
Under Select Staff, check the box beside your name
Under the Custom fields tab
Deselect the default customer information field Customer email, Phone number, Customer address, and Customer notes
Default scheduling policy the toggle should be off
Publishing options the toggle should be on
*Very important* click Save changes
Select Add new service and enter the following details
Under the Basic details tab
Service Name: Ranking consult - call 519-888-4567.xxxxx
Description: Please call 519-888-4567.xxxxx from 2-3 p.m. If I don't answer because I am on a call with another student, please leave a voicemail and I will return your call as soon as possible.
Default location: Leave this blank
Add online meeting: Click to toggle off.
Default duration: 15 minutes
Maximum attendees: 1
Under the Availability options tab
Time increments, set to 15-minutes
Minimum lead time, set to 24 hours
Maximum lead time, set to 30 days
General availability - Not bookable (Note: this is very important to ensure you only receive phone calls and no online meetings)
Under the Assign staff tab
Assign any of your selected staff for an appointment should be selected
The toggle should be off for Allow customers to choose a particular staff for booking
Under Select Staff, check the box beside your name
Under the Custom fields tab
Deselect the default customer information field Customer email, Phone number, Customer address, and Customer notes
Default scheduling policy the toggle should be off
Publishing options the toggle should be on
*Very important* click Save changes
An Initial consult service is created by default. Delete this service by moving your cursor over it, then clicking the garbage bin icon that appears.
Drag your services so that they look like the image below.
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
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.
You must give Microsoft Bookings access to your calendar to allow your calendars to sync and ensure appointments do not overlap. Do so with the following steps.
Giving Bookings Calendar Access
Open Outlook, and navigate to the calendar tab.
Right-click on your personal calendar under the 'My Calendars' heading and select Properties.
Select the Permissions tab and set the Permission Level for either the 'Default' group or the 'My Organization' group to 'Can view when I am busy' and hit OK