Using Microsoft Bookings to Schedule Appointments

Q. What is Bookings? 

A. Bookings is a cloud-based software tool from Microsoft that comes with the college’s Microsoft 365 package. It provides an easy way for students to schedule meetings with a librarian of their choice (or any available librarian if they don’t have a preference). It works similarly to the way students book appointments with tutors. It integrates with Outlook to only provide meeting times when a librarian is available. Those of you who schedule meetings with students frequently will notice a significant drop in email back-and-forth to set up each appointment.  

Q. Who has access to Bookings? 

A. Only full-time faculty and staff have access. Part-time employees and adjuncts are under a different Microsoft license. Part-time staff can be added to a Bookings calendar as available staff, but cannot edit the calendar. 

Q. Do students get reminders? 

A. Yes. Students get a confirmation email (and text if they wish). Currently, reminders are set to send a 1-hour email reminder (and text if the student provided info); this is something we can edit and add to. 

Q. Can only students use the service, or can anyone book an appointment? 

A. Only MVCC students and staff can access the booking page; it requires logging in through the SSO. Any non-MVCC folks who wish to book an appointment will need to do so the old-fashioned way.  (This is something we have set up; it is possible to make a publicly-accessible calendar). 

Q. How do students cancel or reschedule an appointment? 

A. The confirmation screen has a link to reschedule or cancel, as does the confirmation email. 

 Q. How am I notified of new appointments? 

A. You will receive an email notification, similar to when you receive a calendar invite to a Zoom meeting. The meeting will also appear on your Outlook calendar.  

Q. How far in advance can appointments be scheduled? How much notice will I get that I have a new appointment?  

A. Students can make an appointment between 24 hours and 5 days in advance. So, no meetings scheduled for 6 months from now on accident, and no meetings suddenly appearing on your calendar mid-day. This is also something we can edit if we find these parameters need adjustment. 

1. Do a little prep of your Outlook calendar. Make sure that every time you do NOT want to be available for meetings is booked with something else (if you typically take lunch at the same time every day, Claire can build that into Bookings. For everything else, schedule Outlook events). Also be sure to mark off times that you are out of the office- vacations, medical appointments, etc. Claire will take care of scheduling holidays and library closures). Claire sets herself reminders twice a week to make sure her calendar is updated for the next few days, which is working well for her- you do you.  

2. Have Claire add you to the Bookings calendar. Tell her when you usually take lunch/dinner, if applicable. You might need to remind her of your typical work schedule, particularly if you work on the Rome campus.  

3. Add the Bookings app to your Office 365 or Teams account. You can get to the Bookings page with this link, from the app launcher or from office.com. 

4. Provide this link to students who wish to schedule meetings with you- or with any librarian: https://outlook.office365.com/owa/calendar/Getresearchhelpfromalibrarian@mvcc.edu/bookings/  

5. Embed code to use in Blackboard courses or LibGuides: <iframe src='https://outlook.office365.com/owa/calendar/Getresearchhelpfromalibrarian@mvcc.edu/bookings/' width='100%' height='100%' scrolling='yes' style='border:0'></iframe>