Objectives

What are you trying to accomplish?

• Configure a Microsoft Bookings page to be used for customers to schedule with FullCount for training, touchpoints, MEC, and any other meeting types that are added.

This option works great when sending to one individual. If you want multiple invitees to select time slots, you may wish to use a Scheduling Poll from within Outlook.

IMPORTANT: If you have an image on your Outlook profile, it WILL be visible to anyone booking a meeting with you.

Prerequisites

What do you need in order to accomplish your objectives?

• Microsoft 365 login.

Instructions

1. Create Meeting Types
• Meeting Type Settings, Schedule Customization, Advanced Scheduling Options (buffers/leads, email reminders & followup).
2. Publish Booking Page
• Profile Image, Banner Image, Public vs Private Meetings
3. Share Booking Page or Meeting Types
• Share Booking Page, Share Meeting Type, Single-use links

Step 1: Create Meeting Types

• From the bookings home page, select Create Meeting Type.

• You can then select the meeting type options such as title, category (outlook categories that sync with your inbox when this is scheduled), description, location, duration, privacy (visible on booking page or hidden), whether or not you want it to be an option in your email signature, and advanced options. The title, and description will be customer facing.

• To append or not append: If you decide to append your personal booking page in your email signature, please keep in mind that ANYONE with an email from you will have the option to look at your booking page (if any meeting types are public). I highly recommending unselecting this option so that you have more control over who has access to this page.

Advanced Scheduling Options

By default, Microsoft Bookings will set your meeting availability to your work hours that are set in outlook. It is recommended to set custom availability hours so that nobody can book an 8AM CST meeting for you - unless you like to live on the edge! Please keep in mind any meetings will work around your calendar availability - customers cannot see your calendar but times will be blocked off if you have existing meetings. More on this in the advanced options.

• After selecting Use custom availability hours from the Schedule customization dropdown, you will have the option to set specific hours and days that meetings can be booked.

• Select Advanced Options to display buffer time, lead time, and email settings.

Buffer & Lead Time:

• Buffer Time: as soon on the right side of the image below, you can set buffer times before and after meetings to avoid back to back meetings. Limit start time interval will be defaulted to the length of the meeting type you've created, but this can be adjusted further if needed
• Lead Time: set the min and max amount of notice required for meeting bookings.

Email Reminders:

• Customized email reminders can be set from 15 minutes before the scheduled time, all the way up to 2 weeks in advance - multiple reminders can be added. Here is an example of having three different reminders set at three different intervals:

• Automated email follow-up can also be created in the same way if needed.

Step 2: Publish Booking Page

IMPORTANT: If you have an image on your Outlook profile, it WILL be visible to anyone booking a meeting with you.

• In order for your meetings to be bookable, you must first publish your booking page from the homepage, even if you plan to only share private meetings exclusively with links. Once your booking page is published, you can customize your banner image from a selection of available images, this can be accessed either from the bookings homepage, or the internal facing bookings page. As the creator of the booking page, you can see an overview of what is available as private vs public meetings. Comparison to customer facing:

From your internal facing booking page, you can see the public (meetings visible on your booking page, if applicable) meetings, and private meetings (meetings on accessible when shared). On the right side, you can see what the meeting booking interface looks like if multiple public meetings are available as options to the customer.

Step 3: Sharing Your Booking Page or Meeting Links

Share Booking Page

If you are not going to use public meetings, please proceed to sharing private meetings. If you are using public meetings, to share your booking page, you can copy the link from Option 1 shown below, or select the Share dropdown (Option 2) to get the same link, or send a customized email directly through the Booking portal instead of going to Outlook. You can also access email signature options if you need to adjust whether or not you are including a public booking link in your email signature.

Share Meeting Type

• Public Meetings
• The easiest way to share public meetings is to just share your booking page. If you would rather share a link to a specific item type, you can select the meeting specific share icon for options.
• Private Meetings
• Private meetings can be shared in similiar ways as public meetings, but with the added benefit of a single-use link that expires after being used for a booking.