Microsoft Shared Bookings

Overview

Shared Bookings enables multiple staff members, such as a department, support office, or advising team, to share a centralized booking page. This setup is ideal for multi person scheduling.

1. What Are Shared Bookings?

Shared Bookings allow teams to:

  • Build a shared booking calendar for multiple staff members.
  • Assign services to specific team members.
  • Manage roles and permissions.
  • Provide service-based scheduling for students, employees, or the public.

2. Accessing Shared Bookings

  1. Sign in at: https://www.smsu.edu/email/index.html
  2. Open Bookings.
  3. Select Create a shared booking calendar.

3. Setting Up a Shared Booking Page

Under Shared booking pages, create booking page:

Step 1 – Configure Business Information

Include:

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

Step 2 – Add Staff Members

For each staff member, set:

  • Name and email
  • Role (Administrator, Viewer, Guest)
  • Availability (working hours)

Staff must accept the invitation email before they become bookable.

Step 3 – Create Services

A service represents an appointment type the department offers, such as:

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

For each service, configure:

  • Duration
  • Assigned staff
  • Location (Teams or in person)
  • Custom questions
  • Scheduling policies

Step 4 – Publish and Share the Shared Booking Page

  1. Select Booking Page > Publish.
  2. Copy the booking link.
  3. Share it on department webpages or communication channels.

4. Managing Shared Appointments

Shared Bookings allows you to:

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

5. Best Practices for Departments

  • Keep staff schedules updated, especially during breaks or schedule changes.
  • Clearly define service types to help users select the correct appointment.
  • Review appointment trends to improve service availability.

For more information:
Microsoft Support: Set up your shared booking page | Microsoft Learn

Print Article