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)
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.
*Very important* - Click Save at the top of the webpage and then click on the Services tab.
*Very important* - Navigate to the Staff tab:
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, Add new service and enter the following details
Service Name: Work Term Consultation
Description: “Select this option if you are a student booking your work term consultation. 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 enable this. This will automatically generate a Teams meeting and add it to the meeting invite.
Default duration: 30 minutes
Maximum attendees: 1
Availability options: Time increments, set to 15-minutes
Minimum lead time, set to 24 hours
Maximum lead time, set to 60 days (this means students can book appointments 60 days from today)
Assign staff: Under Select Staff, Check the box beside your name
Custom fields: Click Add a custom field, Add a text question, then enter “Student ID”
Deselect the default customer information field Customer address
Ensure that the default customer information fields Phone number and Customer email are selected and required. Note: Customer email is tied to sending meeting invitations in the backend, so this field is very important.
Ensure that the default customer information field Customer Notes is selected but it does not need to be required
From the custom field list, click Student ID so it is highlighted, then click the Required box.
Notifications: Under Email confirmation, Settings:
‘Notify the business via email when a booking is created or changed’ is unchecked
‘Send a meeting invite to the customer, in addition to the confirmation email’ is checked
Under Email follow-up, delete the setting using the garbage bin icon
Ensure Use the default scheduling policy is unchecked, then click Save
Click Add new service again and enter the following details
Service Name: General Inquiry
Description: “Select this option for general questions or concerns regarding the co-op process, job search support, or your recruitment or work term. 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 enable this. This will automatically generate a Teams meeting and add it to the meeting invite.
Default duration: 30 minutes
Maximum attendees: 1
Availability options: Time increments, set to 15-minutes
Minimum lead time, set to 24 hours
Maximum lead time, set to 30 days
Assign staff: Under Select Staff, Check the box beside your name.
Custom fields: Click Add a custom field, Add a text question, then enter “Student ID”
Add a question, Add a text question, then enter “What would you like to discuss?”
Deselect the default customer information field Customer address
Ensure that the default customer information fields Phone number and Customer email are selected and required. Note: Customer email is tied to sending meeting invitations in the backend, so this field is very important.
Ensure that the default customer information field Customer Notes is selected but it does not need to be required
From the custom field list, click Student ID so it is highlighted, then click the Required box, click What would you like to discuss so it is highlighted, then click the Required box
Notifications: Under Email confirmation, Settings:
‘Notify the business via email when a booking is created or changed’ is unchecked
‘Send a meeting invite to the customer, in addition to the confirmation email’ is checked
Under Email follow-up, delete the setting using the garbage bin icon
Ensure Use the default scheduling policy is unchecked, then click Save
Click Add new service again and enter the following details
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
Default duration: 15 minutes
Maximum attendees: 1
Availability options: Under general availability, select Not bookable
Assign staff: Under Select Staff, Check the box beside your name.
Ensure Use the default scheduling policy is unchecked, then click Save
Click Add new service again and enter the following details
Service Name: Ranking consult - call 519-888-4567.xxxxx
Description: “Please call 519-888-4567.xxxxx. 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
Default duration: 15 minutes
Maximum attendees: 1
Availability options: Under general availability, select Not bookable
Ensure Use the default scheduling policy is unchecked, then click Save
Assign staff: Under Select Staff, Check the box beside your name.
You may decide to uncheck the Publishing options and turn this on closer to ranking days (to make it visible), make sure to select Save
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. 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
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.
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 'Free/Busy time' and hit OK