Bookings - Virtual Appointments Tutorial

In this video, you will learn about the Virtual Appointments feature in Microsoft Teams.
The video covers how to manage your Bookings page directly from Teams, including advanced features like SMS notifications, a personalized virtual waiting room, and booking analysis reports.
This feature allows you to easily manage customer appointments, integrate schedules, analytics, and management options all within Teams.
By following the steps in the video, you will be able to efficiently handle appointments and enhance your customer service.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the new Virtual Appointments feature in Microsoft Teams, detailing its functionalities, management options, and practical applications for users.

Chapitres :

Introduction to Virtual Appointments
The Virtual Appointments feature in Microsoft Teams allows users to manage their booking pages directly from the Teams interface. This feature is designed to streamline the appointment scheduling process, making it easier for users to connect with clients and manage their time effectively.
Accessing Virtual Appointments
To start using the Virtual Appointments feature, follow these steps: 1. Open Microsoft Teams on your device. 2. Click on the three dots menu located on the left side of the screen. 3. Search for 'virtual appointments' in the pop-up menu. The information displayed will vary based on the license you possess.
Features of Teams Premium
If you have access to Teams Premium, you can utilize advanced virtual appointment features, including: - **SMS Notifications**: Send reminders and appointment confirmations to external attendees on their mobile devices. - **Personalized Virtual Waiting Room**: Communicate with external attendees while they wait for their appointments. - **Appointment Queue Management**: Manage both scheduled and walk-in appointments effectively. - **Booking Analysis Reports**: Access reports that provide insights into average appointment durations and waiting times.
Setting Up Your Booking Page
To set up your booking page, you can either add an existing calendar or create a new one. Here’s how: 1. Open an existing calendar or create a new one. 2. Enter the name of your booking page. 3. Click 'Done'. Once set up, your dashboard will provide a quick overview of your booking page and assigned members, along with management options.
Managing Your Booking Schedule
The booking schedule feature allows you to: - View the calendar and visibility of all members in your company. - Manage bookings efficiently. - Switch between different booking calendars as needed. To switch calendars, click on the designated area to select an already associated calendar, create a new one, or associate with an existing one.
Conclusion
The Virtual Appointments feature in Microsoft Teams simplifies the management of customer appointments by integrating scheduling, analytics, and management options directly within the Teams platform. This functionality not only enhances user experience but also improves efficiency in handling appointments.

FAQ :

What is the Virtual Appointments feature in Teams?

The Virtual Appointments feature in Teams allows users to manage their booking pages directly from the Teams platform, facilitating online appointments and scheduling.

How do I access the Virtual Appointments feature?

To access the Virtual Appointments feature, open Teams, click on the three dots menu, and search for 'virtual appointments' in the pop-up menu.

What are SMS notifications in the context of virtual appointments?

SMS notifications are text messages sent to external attendees' mobile devices to remind them of their appointments and confirm bookings.

Can I customize the virtual waiting room?

Yes, the virtual waiting room can be personalized, allowing for communication with external attendees while they wait for their appointments.

What kind of reports can I generate with the booking feature?

You can generate booking analysis reports that show metrics such as the average duration of appointments and the average waiting time for attendees.

Is it possible to manage multiple booking calendars?

Yes, you can manage multiple booking calendars, switch between them, and associate existing calendars as needed.

Quelques cas d'usages :

Healthcare Appointments

Healthcare providers can use the Virtual Appointments feature to manage patient appointments, send SMS reminders, and analyze appointment durations to improve patient flow.

Customer Service Scheduling

Customer service teams can utilize the feature to schedule consultations with clients, allowing for easy management of appointments and providing a personalized waiting experience.

Educational Tutoring Sessions

Tutors can manage their sessions with students through virtual appointments, sending reminders and tracking attendance to enhance the learning experience.

Sales Meetings

Sales teams can schedule meetings with potential clients, using the booking analysis reports to optimize their appointment strategies and improve conversion rates.

Event Planning Consultations

Event planners can use the Virtual Appointments feature to meet with clients, manage their schedules, and ensure timely communication through SMS notifications.

Glossaire :

Virtual Appointments

A feature that allows users to manage and conduct appointments online, typically through a video conferencing platform.

Teams

Microsoft Teams, a collaboration platform that integrates chat, video meetings, file storage, and application integration.

Bookings

A scheduling tool that allows users to manage appointments and bookings with clients or customers.

SMS Notifications

Text message alerts sent to mobile devices to remind users of upcoming appointments or confirm bookings.

Personalized Virtual Waiting Room

A customized online space where attendees can wait before their scheduled appointment, often allowing for communication with others in the queue.

Booking Analysis Reports

Reports that provide insights into appointment metrics, such as average duration and waiting times.

Dashboard

A user interface that provides a quick overview of key metrics and information related to bookings and appointments.

Calendar Management

The process of organizing and overseeing appointments and schedules within a calendar system.

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The new Virtual Appointments feature

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lets you manage your Bookings

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booking page directly from Teams.

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Start by opening Teams on the left.

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Click the three dots menu.

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Search for virtual

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appointments in this pop up.

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The information that appears

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depends on the license you have.

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In the version of Teams Premium,

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you have access to.

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Advanced virtual appointment

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feature such as SMS notifications

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to send reminders and appointment

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confirmations to external

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attendees on their mobile devices.

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A personalized virtual waiting

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room with the option to communicate

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with external attendees in

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the queue before appointments.

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A queue of scheduled and

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walk in appointments.

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Booking analysis reports showing,

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for example,

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the average duration of appointments and

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the average waiting time of attendees.

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Here you can add an already

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existing calendar or create a new

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one open an existing calendar.

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Enter the name of your booking

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page and click Done.

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You will find on your dashboard

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a quick overview of your booking

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page and assigned members,

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but also the management part

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of your booking page.

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Booking schedule shows you the

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calendar and visibility on

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all members of the company.

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You can manage bookings but you

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also have the option to switch from

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one bookings calendar to another.

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By clicking here you can select

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an already associated calendar,

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create a new one or associate

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with existing one.

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Virtual appointments lets you easily.

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Manage customer appointments.

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Integrate schedules,

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analytics,

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and management options straight from teams.

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