Microsoft Shared Bookings

Microsoft Shared Bookings: Overview and Setup Guide

Microsoft Shared Bookings allows multiple staff members, such as a department, support office, or advising team, to share a centralized booking page. This option is ideal for multi‑person scheduling where services are offered by more than one staff member.

What Are Shared Bookings?

Shared Bookings allow teams to:

  • Build a shared booking calendar for multiple staff members
  • Offer service‑based scheduling rather than individual scheduling
  • Assign specific services to specific staff members
  • Manage staff roles and permissions
  • Schedule appointments for students, employees, or members of the public

Shared Bookings is designed for department or team use, not individual scheduling.

How to Access Shared Bookings

  1. Sign in at the SMSU Email and Microsoft Apps page.
  2. Click the App Launcher in the upper-left corner of the page, then select More apps. 
  3. Open the Bookings app.
  4. Select Create a shared booking calendar.

Set Up a Shared Booking Page

Under Shared booking pages, create a new booking page and complete the steps below.

Step 1: Configure Business Information

Provide basic information about the department or office, including:

  • Department or office name
  • Address or meeting location
  • Phone number, email address, or website
  • Default operating hours

This information helps users understand who they are booking with and when services are available.

Step 2: Add Staff Members

For each staff member, enter:

  • Name and email address
  • Role, such as Administrator, Viewer, or Guest
  • Availability or working hours

Staff members must accept the invitation email before they become available for booking.

Step 3: Create Services

A service represents an appointment type offered by the department. Common examples include:

  • Technology Troubleshooting
  • Financial Aid Consultation
  • Academic Advising
  • Campus Tours

For each service, configure:

  • Appointment duration
  • Assigned staff members
  • Location, such as Microsoft Teams or in person
  • Custom questions for attendees
  • Scheduling policies, such as advance notice or cancellation limits

Services help users select the correct type of appointment and ensure staff time is scheduled appropriately.

Step 4: Publish and Share the Booking Page

  1. Select Booking Page, then Publish.
  2. Copy the shared booking link.
  3. Share the link through department webpages or other communication channels.

Managing Shared Appointments

With Shared Bookings, departments can:

  • View all department‑wide appointments
  • Reschedule, reassign, or cancel appointments
  • Automatically generate Microsoft Teams meeting links
  • Monitor staff availability and overall workload

Best Practices for Departments

  • Keep staff schedules up to date, especially during breaks or schedule changes
  • Clearly define service types so users can choose the correct appointment
  • Review appointment trends to adjust staffing and availability as needed

Learn More

For additional guidance, see Microsoft’s documentation: Set up your shared booking page | Microsoft Learn

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