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Starting Microsoft Bookings for Businesses

So, you’re running a service-based business—maybe a law firm, an accounting agency, or any venture where multiple team members serve multiple clients. Sound familiar? The chaos of scheduling appointments can quickly spiral out of control if it’s not managed well. Enter: Microsoft Bookings, the unsung hero in your Microsoft 365 subscription. Let’s dive into how you can use this tool to simplify your business operations and keep your clients happy.

Why Microsoft Bookings?

If you’ve got a Microsoft 365 license, you already have access to Microsoft Bookings—a fantastic scheduling tool that’s shockingly underused. There are two types of pages you can create: a personal bookings page (great for individual productivity) and a shared bookings page (perfect for teams). This guide focuses on the latter, which is a lifesaver if you’ve got a growing team and a packed calendar.

Meet Fred Finance (and His Scheduling Nightmare)

Imagine Fred Finance, the world’s greatest accountant but a hot mess when it comes to organizing his business. Fred’s reputation has grown so much that his phone is ringing non-stop with appointment requests. To handle the demand, he’s hired a dream team: Tom Tax, Bob Bookkeeping, and Penny Payroll. Sounds great, right? Except appointments are being missed, and clients are showing up at the wrong times. That’s where Microsoft Bookings swoops in to save the day.

Step 1: Access Microsoft Bookings

Getting started is easy:

  1. Head to office.com.
  2. Log in with your Microsoft 365 username and password.
  3. Click the app launcher (those nine dots in the top-left corner) and select Bookings. If you don’t see it, check under “More Apps.”

Step 2: Create a Shared Bookings Page

Here’s the fun part:

  1. Click “Create a New Shared Bookings Page.”
  2. Enter your business name (Fred Finance, for example).
  3. Add your business logo—this makes your page look polished and professional.
  4. Select your business type (e.g., financial services) and set your business hours.
  5. Decide who can book appointments: internal team members only or anyone with the link.

Step 3: Set Up Services

Each service you offer gets its own setup:

  • Name and Description: Clearly define the service (e.g., Tax Advice).
  • Duration and Location: Choose how long appointments last and whether they’re in-person or online.
  • Buffer Time: Add a few minutes before and after appointments to avoid back-to-back scheduling.
  • Pricing: Set a price for your services or mark them as free.
  • Customized Fields: Collect important information from clients when they book (e.g., “What’s your specific tax query?”).

Step 4: Add Staff

Now it’s time to assign your team:

  1. Go to the “Staff” section and add team members (e.g., Tom Tax, Bob Bookkeeping, Penny Payroll).
  2. Set each person’s availability and assign them to relevant services.
  3. Allow clients to choose a specific team member if needed.

Step 5: Customize Your Booking Page

Make it yours:

  • Add your logo and choose a color theme.
  • Set scheduling policies, like time increments and lead times.
  • Enable email notifications for both your team and clients.

Pro Tip: Use email reminders and follow-ups to reduce no-shows and promote additional services. For example, send a follow-up email after a tax advice session with links to newsletters, YouTube channels, or online courses.

Step 6: Share Your Page

Once your page is ready, share it:

  • Copy the booking link and email it to clients.
  • Embed the link on your website.
  • Post it on your social media profiles.

Step 7: Manage Bookings Like a Pro

You’ve got options:

  • Use the calendar view to see all team appointments at a glance.
  • Let an admin manually manage bookings if needed.
  • Keep client information organized in the “Customers” tab.

Ready to Simplify Your Scheduling?

Microsoft Bookings is more than just a tool—it’s a game-changer for service businesses. Whether you’re like Fred Finance or just someone looking to streamline operations, this tool can help you maintain a professional image while keeping chaos at bay. So what are you waiting for? Dive into Bookings today and take your business to the next level!

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