Bookings Step-by-Step Instructions - Individual
Microsoft Bookings is a scheduling tool that can add flexibility and customization options to fit your scheduling needs. Here are instructions to set up your Bookings page:
Log into Bookings
- Log into your PTC Employee remote email access from the Employee Logins page
- Using the App Launcher (9 dots), select three dots to the right of Bookings > Open in new tab
Create a new Bookings profile
- Select + Add a booking calendar
- Business name: YourName – Title
- Business type: YourDepartment OR Education
- Continue
- Click on the booking page card that you just created to edit details
Select Booking Page menu item
- Booking page access control: no checkmarks
- Customer data usage consent: no checkmark
- Scheduling policy (based on your typical session length and desired lead time):
- Time increments- 30 minutes
- Minimum lead time- 1 hour
- Maximum lead time- 365 days
- Email Notification: No checkmarks
- Staff control: no checkmark
- Availability: Bookable when staff are free
- Customize your page
- Classic
- Color theme: choose "Deep Sea (green) and White”
- checkmark “Set custom color scheme...”
- Highlight color #005984
- Header color #ffffff
- Logo: checkmark
- Save (at top)
Select Staff menu item > Edit staff
- Availability: check mark Events on Office calendar affect Availability
- Use business hours: slider off to edit; after edits are made turn slider on
- Edit availability to hours that you want others to be able to book an appointment with you through Bookings **Note: this may not be your full work schedule
- Remove (X) all time slots. Mon – Sun should say Day off
- Save changes
Select Business Information menu item
- Add/adjust Basic details: add location and phone.
- Business logo: add PTC crest (White on Blue Background JPG) from PTC branding doc (p. 12)
- Business Hours: should match changes made in Staff. Note: Scheduled appointment availability may be different than full working hours.
Select Services menu item > Add service
- See SAMPLE Service Details table for examples of potential services and details
- Custom Field – these steps will be needed IF a custom question is desired.
- *Note: See the SAMPLE Service 1 example for when to create Custom Fields questions. All Custom Field responses need to be accessed within the event on the Bookings Calendar.
Select Booking Page > Open published page to verify setup
- Adjust where needed in settings (see table above)
- Share your page > click on the envelope to share via email
- To: self and supervisor (if needed)
- Send
Add Booking link to email signature
- Navigate to current PTC signature editor and to update
- Add to full Outlook app and Office 365 Outlook (if applicable)
- Hyperlink copied Booking page under meaningful text (choose 1 or create your own):
- Book an appointment now!
- Click here to schedule a meeting
- Book an appointment with YourName
- Would you rather watch a video?
- Add a hyperlink to my Outlook signature (Runtime 0:42)
- Add a hyperlink to my Outlook 365 signature (Runtime 0:36)
Select Bookings Calendar menu item to view Custom Field details
- Also accessed by clicking on “View in Bookings” on session confirmation email.
- Select session to access details: click Edit, then More options
- Review Custom Field notes
- To close event details – No changes: click X, then choose Discard changes; Changes: Update booking
After Bookings is set up, you may need to return to update custom hours. Here's how:
To update Service with Custom Hours: Select Service menu item
- Select service(s) with Custom Hours to be adjusted
- Scroll to the bottom of the page
- “X” for days that service will not be provided
- Adjust hours for added day or changed availability
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