Purpose
This article explains how to navigate Microsoft Bookings when being used for a department/group.
Explanation
Microsoft Bookings allows users to select one individual from a listed individual group. Examples where this may be helpful:
- Multiple advisers available for a given advising service
- Multiple TAs available to help students in a course
- Multiple staff who can provide a given service
Note: Bookings only allows you to book on one person’s calendar. Although it can be used to schedule for a department/group of users, it will still only book 1:1 meetings.
Getting Started
- Log in to Bookings.
- Bookings are only available for faculty and staff.
- Create a new Bookings Calendar.
- Visit the Staff tab in the left navigation of Bookings.
- Click + Add new staff.
- Bookings allows you to add both internal and external users to your calendar.
- For internal UTD users, Bookings checks their Office 365 Calendar for availability. This feature is not available for external users.
- In the "Add people" box, enter the name of the person you want to add, which searches the UTD Directory.
- Set the permission level for the user.
- Bookings shares detailed information on what each option allows the user to do, as shown below.
Note: You can add non-licensed users (like students, TAs, etc.) to Bookings, and they will be granted "Guest" access since they are not licensed for the product.
- Check the "Notify the staff member via email…," and "Events on Office calendar affect availability..." options as shown below.
- Click on Save Changes.
- The user will receive an email asking them to confirm if they want to be part of the Bookings calendar.
- Select Accept and approve to confirm.
- Once approved, you can assign as many staff to a Bookings service as possible.
- Find the Service you want to edit and check each staff member you wish to add.