Bookings App to Save Time

We are all about the tools that save time in the Microsoft 365 suite of apps. I wanted to share a few use cases for the Bookings app, that have really helped us with productivity. We have removed endless email trails trying to align calendars and embedded new ways to streamline a few processes! All at the same time!

BTW – you can attend a 1-hour course to learn all the ins and outs of how the Microsoft Bookings App works in our instructor led online class 21 November – Only $35!

We save time with our clients booking directly

This is gold! We can set up services, which are different types of appointments. This might be a strategy session, a SharePoint Training session and so on. They can be specific to the time we want to spend (e.g.. 15, 30, 60 mins), the consultant (s) available and the custom information we want to capture. (e.g. Customer Name, Dept, Topics). We can also have a specific service JUST for one organisation, with custom information. Then they can have their own direct link.

All the services look directly at staff member calendars to see when we are available.

For any enquiry, it is super easy to add the link to the relevant service. People can then find a time that fits their schedule and book in directly. Consequently, the 3-4 emails I used to exchange with clients, before we could settle on a time, are gone!

?Even better! Include a specific service or calendar link in your email signature!

Using multiple calendars allows for managing special services and events.

Being able to create different calendars works a treat for aligning different services and people. For example we have a Training Calendar and a Consulting Calendar. At big organisations this could be departments. It means the “staff” allocated to the calendar are different, but more importantly you can set up a different schedule – e.g. Nothing on Fridays!

Our most recent example of this is for the Digital Workplace Conference NZ (we will do the same for the Australian Event). Here we have created a specific calendar for CHIT CHAT – the opportunity for delegates to book 1:1 time with specific people.

• It is embedded on the website here so you can see ALL the available people to talk with. The calendar is automatically updated as we add people and services.
• We will also link specifically to each person (eg see me as a speaker and the link directly to my service so you can book direct!).
• Equally important, the calendar has been tailored to only accept bookings during the event March 1-2.

? Another awesome idea is a separate calendar for interviews. You can share it with anyone and allow interview times that suit staff. So simple – and so effective!

Things we have learnt along the way ?

• Make sure you include enough buffer time! (either between – e.g. we ended up just having 15 mins AFTER each service to allow for changeover and back to back)
• If it is an in-person appointment make a new service (again, allows for being flexible with buffer to leave time to travel)
• Keep your calendar up to date – including blocking time JUST for focus, or catch up or emails. Less changes = happier people booking with you.
• Like everything – it does not suit every scenario – there are some things it is not aimed at.
• There are a few curly things in settings to make things easier – too many to list – but attend our course to learn more 🙂 – It's a power hour of learning!