Microsoft Bookings
Microsoft Bookings is an appointment scheduling and booking tool designed for businesses to manage appointments with their customers. Microsoft "Bookings with me" enables you to schedule 1:1 meetings. Both services can help you manage your time effectively while prioritising student engagement and support.
Microsoft Bookings and "Bookings with me" are now available to all Edinburgh Napier colleagues with an A5 Microsoft license -
find out which Microsoft license you have. You will find further information about the Microsoft Bookings service and user guidance on this page. Further information about "Bookings with me" can be found on Microsoft's website.
Please note: Information Services (IS) cannot provide support for Microsoft Bookings apart from the specific guidance below. There are no facilities for IS staff to view or edit any Bookings pages you might create. There is an Edinburgh Napier Microsoft Bookings Community Support channel on Microsoft Teams, you will find this here: Microsoft Bookings Support Forum.
Please ensure that if you decide to use Microsoft Bookings that your use of the service is in accordance with all applicable University policies, particularly those regarding data protection.
Key Features of Microsoft Bookings
Key features of Microsoft Bookings include:
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Online Appointment Scheduling: Customers can schedule appointments online based on the availability set by the business.
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Calendar Integration: Syncs with Office 365 or Outlook calendars to avoid double bookings and to manage appointments effectively.
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Customisable Booking Page: Booking page can be branded with the logo, brand colors, and other relevant information.
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Automatic Reminders: Bookings can send automatic reminders to both customers and staff about upcoming appointments, reducing the likelihood of no-shows.
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Booking Confirmation and Cancellation: Customers receive confirmation emails upon booking appointments and can also cancel or reschedule appointments through the platform.
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Staff Management: Enables management of staff schedules and ability to assign different services to specific staff members.
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Customer Management: Bookings maintains a database of customer information, including contact details and appointment history.
Using Microsoft Bookings
You can access Microsoft Bookings by logging in to your Edinburgh Napier University Microsoft 365 account – guidance for logging in can be found on the Microsoft 365 intranet page.
Once logged in you can access the Microsoft Bookings using the app launcher, or directly via the URL: https://book.ms/.
Edinburgh Napier Information Services cannot provide support for Microsoft Bookings apart from the specific instance below.
Please note that Microsoft Bookings is subject to the Microsoft Data retention Policies. This means anything deleted will be removed after 90 days with no recovery.
As this service can be accessed by those external to the University to book appointments, a Privacy Notice is in place and can be accessed on the Privacy Notices intranet page. You must ensure that anyone accessing Bookings from outside the University is made aware of this Privacy Notice before they provide any personal data. You can do this by adding a plain text privacy statement to each calendar you set up – guidance on this can be found in the Microsoft Bookings Privacy Policy Guidance document.
Please ensure that if you decide to use Microsoft Bookings that your use of the service is in accordance with all applicable University policies, particularly those regarding data protection.
Microsoft Bookings - User Guidance
By following these guidelines, you can streamline your appointment scheduling process and provide students with a seamless booking experience. Microsoft Bookings is a valuable tool that can help you manage your time effectively while prioritising student engagement and support.
1. Accessing Microsoft Bookings:
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Log in to your Edinburgh Napier University Office 365 account – guidance for logging in can be found on the Microsoft 365 intranet page.
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Navigate to the Microsoft Bookings application. You can find it through the Office 365 app launcher, or go directly to the web page: https://book.ms/
2. Setting Up Your Booking Page:
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Choose an appropriate name for your booking page and ensure that you have permission to use it. Don’t choose a name that’s too generic, which could cause confusion if mistaken for another team or part of the University, or which might be mistaken for an individual member of staff. Guidance on the use of the University name can be found on the Brand Hub.
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Customise your booking page to reflect your team branding and information. Add your department logo, description, and relevant details to make it user-friendly for students. You will find links to department logos on the University’s Brand Hub.
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Set your availability by configuring your work hours and any breaks you may need.
3. Creating Services:
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Define the types of appointments you offer by creating services. This could include office hours, consultation sessions, or specific types of meetings.
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Specify the duration and scheduling requirements for each service to ensure accurate booking.
4. Managing Staff Availability:
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If your department involves multiple staff members, ensure each staff member sets up their own availability and services.
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Coordinate with your team to avoid scheduling conflicts and maintain smooth operations.
5. Booking Management:
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Monitor incoming appointment requests and bookings through the Bookings dashboard.
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Accept, reschedule, or cancel appointments as necessary, keeping in mind any changes in your availability or unforeseen circumstances.
6. Utilising Calendar Integration:
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Sync your Bookings calendar with your Office 365 or Outlook calendar to stay updated on your appointments across platforms.
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•Avoid double bookings and ensure efficient time management by keeping your calendars synchronized.
7. Communicating with Students:
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Use the communication tools within Microsoft Bookings to send appointment confirmations, reminders, and follow-up messages to students.
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Provide clear instructions and details about the appointment, including any necessary preparations or documents.
8. Handling Changes and Cancellations:
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Notify students promptly of any changes to their appointments, such as rescheduling or cancellations.
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Offer alternative appointment times if necessary to accommodate their schedules.
9. Providing Support and Assistance:
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Familiarise yourself with the features and functionalities of Microsoft Bookings to assist students who may encounter difficulties with scheduling or accessing appointments.
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Direct students to relevant resources or support channels for further assistance.
10. Feedback and Improvement:
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Encourage students to provide feedback on their booking experience to identify areas for improvement.
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Continuously evaluate your scheduling processes and adjust settings or procedures as needed to enhance efficiency and user satisfaction.
11. Seeking Assistance:
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Refer to the Microsoft Bookings documentation and help resources for guidance on using the platform effectively.
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Seek assistance from Microsoft's help pages for troubleshooting or enquiries regarding Microsoft Bookings functionality.
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Access the Edinburgh Napier Microsoft Community Support Team to chat with other users within the University and Microsoft Bookings Champions - Microsoft Bookings Support Forum.
Frequently Asked Questions
To check your Microsoft license:
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Go to https://myaccount.microsoft.com.
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From the menu on the left, click Subscriptions.
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Go to the Subscriptions section and click View subscriptions.
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In the Licenses section you will see which license is assigned to your account. If you have an A5 license you will see “Microsoft 365 A5 for faculty”, this means that you will have access to Microsoft Bookings. If you do not have an A5 license you can request one via by contacting the IS Service Desk.