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Bookings - Manage your availabilities Tutorial

In this video, you will learn how to manage your availabilities using Microsoft Bookings.
The video covers the process of creating a bookings calendar, adding service descriptions, and synchronizing with Outlook to avoid availability conflicts.
This will help you handle your appointments more efficiently by offering a calendar that is faithful to your activity and availability.

1:42
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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on managing availability and time off within a booking page linked to an Outlook calendar. It outlines the steps for notifying availability, adding days off, and the implications of these actions on both the booking page and Outlook calendar.

Chapitres :

Introduction
Managing your availability is crucial when you are part of the staff list on a booking page. This guide will help you understand how to notify your availability, add days off, and the relationship between the booking page calendar and your Outlook calendar.
Linking Booking Page and Outlook Calendar
By default, there is a connection between the booking page calendar and your Outlook calendar. This integration ensures that you are marked as unavailable during any scheduled appointments, whether they are professional or personal.
Adding Days Off
To add a day off, navigate to the calendar on the booking page and click on the designated area to add a day off. This feature is accessible only to administrators, company members, or schedulers. Regular members can only add their own days off, while administrators or schedulers can manage days off for other members.
Impact of Days Off on Availability
Once you have entered and saved your days off, these dates will reflect as unavailable on the booking calendar. If there are existing reservations during these times, they will be automatically canceled, and both you and the customer will receive a cancellation email. Additionally, these days off will also appear on your Outlook calendar.
Managing Days Off in Outlook
It is important to note that if you delete days off from your Outlook calendar, they will still be visible on the booking page calendar. Therefore, you must repeat the deletion action on the booking page calendar as well. Conversely, if you cancel days off directly from the booking page calendar, it will update your Outlook calendar accordingly and send an email notification to the staff members.
Conclusion
Understanding how to manage your availability and days off is essential for effective scheduling within a booking system. By following the outlined steps, you can ensure that your calendar reflects your true availability, minimizing conflicts and enhancing communication with customers.

FAQ :

How do I notify my availability on the booking page?

You need to update your availability by adding days off to the booking page calendar. This will automatically mark you as unavailable during those times.

What happens if I have an appointment in my Outlook calendar?

If you have an appointment in your Outlook calendar, you will be marked as unavailable on the booking page during that time.

Can I add holidays to the booking page calendar?

Yes, you can add your holidays to the booking page calendar, but this feature is only available to administrators or schedulers for other members.

What occurs if I delete a day off in Outlook?

If you delete a day off in Outlook, it will still appear on the booking page calendar. You need to delete it from the booking page calendar as well.

Will I receive notifications if my bookings are canceled?

Yes, both you and the customer will receive a cancellation email if a booking is canceled due to added days off.

Quelques cas d'usages :

Managing Staff Availability

In a corporate environment, administrators can manage staff availability by adding days off to the booking page calendar, ensuring that clients cannot book appointments during those times.

Synchronizing Calendars

By linking the booking page calendar with Outlook, staff can ensure that their personal and professional appointments do not overlap, improving time management.

Automating Cancellations

When a staff member adds a day off, any existing bookings are automatically canceled, and notifications are sent, streamlining the process of managing appointments.

Holiday Management

Companies can effectively manage holiday schedules by allowing administrators to add holidays for multiple staff members, ensuring that all team members are aware of each other's availability.

Glossaire :

Booking Page

A web page where appointments can be scheduled by clients or customers.

Outlook Calendar

A calendar application provided by Microsoft that allows users to manage appointments, meetings, and events.

Administrator

A user with elevated permissions who can manage settings and configurations for the booking page, including adding days off for other members.

Scheduler

A role similar to an administrator, responsible for managing appointments and availability on the booking page.

Days Off

Specific dates when a staff member is unavailable for bookings, which can be added to the booking page calendar.

Cancellation Email

An email notification sent to both the staff member and the customer when a booking is canceled.

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When you are part of the

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staff list of a booking page,

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you need to notify when

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you are available or not.

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By default, there is a link

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between the booking page

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calendar and your Outlook calendar. You

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are therefore marked as unavailable

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when you have an appointment,

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whether professional or personal,

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but you can also add your holidays

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in the calendar of the booking page.

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When you're on the calendar,

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click here to add a day off.

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This feature is only visible

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if you are an administrator,

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company member, or scheduler.

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As a member of the company,

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you can only add your own day off. If

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you are an administrator or scheduler,

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you can do this for the other

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members of this booking page.

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Once you have entered and saved the dates,

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the days off appear. On these dates,

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the calendar marks you as

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unavailable at the time of booking.

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If you already have reservations,

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they are automatically cancelled.

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You and the customer receive

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a cancellation email.

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In addition, these days off

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appear on your Outlook calendar.

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Be careful though,

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if you delete these days off in Outlook,

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they still appear on the

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booking pages calendar.

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Therefore, you must repeat this action.

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On the other hand,

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if you cancel these days off directly

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from the booking pages calendar,

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the calendar updates your Outlook

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calendar and sends an email

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notification to the staff members.

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