How to create and Manage Microsoft Bookings Calendars for Outlook

This article provides instructions for both standard users and IT Admins on how to manage Microsoft Bookings calendars. It covers access permissions, management tools, ensuring continuity of booking calendars, and the implications of removing an admin.

Overview

This article provides instructions for both standard users and IT Admins on how to manage Microsoft Bookings calendars. It covers access permissions, management tools, ensuring continuity of booking calendars, and the implications of removing an admin.

Target Audience

Everyone

Overview

For Standard Users

Creating a Bookings Page

1. Open Microsoft Teams:

   • Go to the Apps section on the left side of Teams.
   • Search for Bookings, select it, and then click Add.

2. Set Up the Booking Calendar:

   • Log in and select Get started.
   • Choose New booking calendar.
   • Enter the necessary details such as the business or department name and other relevant information.
   • Follow the prompts to complete the initial setup.

3. Adding Users and Changing Their Permission Levels

4. Add Team Members:

   • In the Bookings app, go to Staff.
   • Click Add staff and enter the details for each team member.
   • Assign roles such as Administrator, Viewer, or Guest based on their responsibilities.

5. Set Permissions:

   • For each staff member, you can set specific permissions:
     • Administrator: Full access to manage the booking calendar, services, and staff.
     • Viewer: Can view bookings and schedules but cannot make changes.
     • Guest: Limited access, typically for external users who need to view availability.

Sharing the Booking Page

1. Direct Link:

   • Go to the Booking page settings.
   • Copy the booking page URL and share it via email or embed it in email signatures.

2. Embed on a Website:

   • You can embed the booking page on your department's website or intranet.
   • Use the embed code provided in the Booking page settings to integrate it into your web pages.

3. Publish on Microsoft Teams:

   • Share the booking page link within your Teams channels or as a tab in a relevant team.

For IT Admins

Access and Permissions

1. Using the Exchange Admin Center (EAC)

   • Log in to the EAC: Navigate to admin.exchange.microsoft.com and log in with your admin credentials.
   • Navigate to Recipients: Go to Recipients > Resources.
   • Select the Bookings Mailbox: Find the Bookings mailbox you need to manage.
   • Assign Permissions: Click on Manage permissions and add the necessary admin users with appropriate access rights.

2. Using PowerShell Commands

   • Open Exchange Online PowerShell: Connect to Exchange Online PowerShell.
   • Grant Full Access: Use the following command to grant full access to a Bookings mailbox: powershell Add-MailboxPermission -Identity <BookingsMailbox> -User <AdminUser> -AccessRights FullAccess -InheritanceType All
   • Replace <BookingsMailbox> with the email address of the Bookings calendar and <AdminUser> with the admin user's email address.

Using Microsoft Teams for Management

1. Open Microsoft Teams:
   • Go to the Apps section on the left side of Teams.
   • Search for Bookings, select it, and then click Add.
   • Manage Bookings: Once you have granted yourself permissions using the EAC or PowerShell, or if you have already created the Bookings page using Teams, you can manage the Bookings calendar directly within Teams. This includes adding or removing staff, changing booking settings, and viewing appointments.

Ensuring Continuity and Stability

1. Organization-Wide Bookings:

   • Microsoft Bookings pages are inherently designed to be part of the organization's domain. This means they are not tied to individual user accounts but are managed at the organizational level. This ensures that the booking calendar remains active and accessible even if the original creator leaves the organization.

2. Persistent and Independent:

   • By managing Bookings at the organizational level, you ensure that the calendars are robust and reliable.

Removing an Admin

1. Implications:

   • If you remove yourself or another admin from the Bookings calendar, that user will lose access to manage the calendar. Only users with the appropriate permissions (Administrator, Viewer, or Guest) can access and manage the Bookings calendar.

2. Steps to Remove an Admin:

   • Go to the Staff section in the Bookings app.
   • Select the admin you want to remove.
   • Click Remove and confirm the action.

Overlapping Information

Benefits of Admin Management

1. Centralized Management: Admins can manage multiple booking calendars from a single interface, making it easier to support various departments.
2. Flexible Sharing Options: Booking pages can be shared via direct links, embedded in email signatures, or added to websites and intranets.

Conclusion

By following these steps, both standard users and IT Admins can effectively manage and maintain Microsoft Bookings calendars, ensuring they remain functional and accessible for the department.