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

  1. Log into your PTC Employee remote email access from the Employee Logins page
  2. Using the App Launcher (9 dots), select three dots to the right of Bookings > Open in new tab
     
     

Create a new Bookings profile

  1. Select + Add a booking calendar 
  2. Business name: YourName – Title 
  3. Business type: YourDepartment OR Education 
  4. Continue
  5. Click on the booking page card that you just created to edit details

Select Booking Page menu item

  1. Booking page access control: no checkmarks 
  2. Customer data usage consent: no checkmark 
  3. 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
  4. 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
  5. Save (at top)

Select Staff menu item > Edit staff

  1. Availability: check mark Events on Office calendar affect Availability
  2. 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
  3. Save changes

Select Business Information menu item

  1. Add/adjust Basic details: add location and phone. 
  2. Business logo: add PTC crest (White on Blue Background JPG) from PTC branding doc (p. 12)
  3. 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

  1. See SAMPLE Service Details table for examples of potential services and details 
  2. Custom Field – these steps will be needed IF a custom question is desired.  
  3. *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

  1. Adjust where needed in settings (see table above)
  2. Share your page > click on the envelope to share via email 
  3. To: self and supervisor (if needed) 
  4. Send

Add Booking link to email signature

  1.  Navigate to current PTC signature editor and to update
    • Add to full Outlook app and Office 365 Outlook (if applicable)
  2. 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
  3. Would you rather watch a video?

Select Bookings Calendar menu item to view Custom Field details

  1. Also accessed by clicking on “View in Bookings” on session confirmation email.  
  2. Select session to access details: click Edit, then More options 
  3. Review Custom Field notes 
  4. 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

  1. Select service(s) with Custom Hours to be adjusted 
  2. Scroll to the bottom of the page
    • “X” for days that service will not be provided 
    • Adjust hours for added day or changed availability