MS Bookings - Add Staff

Question

• How do I add staff to my MS Bookings calendar?
• How do I add my administrative assistant to my MS Bookings calendar?
• How do I add my Head Advisor / Supervisor to my MS Bookings calendar?

Environment

• Oregon State University
• OSU Employees
• MS Bookings

Explanation

The "Staff" page in the Microsoft Bookings app is where you create your staffing list and manage staff member details such as name, phone number, and email address. You can also set working hours for each staff member from this part of the app.

You may wish to add an administrative assistant or supervisor to your calendar for tech support and/or to give them the option to cancel appointments if you are unable to.

Resolution

1. From the MS Bookings webpage, select the "Staff" tab on the left-side menu
2. Select "+ Add staff", located at the top of the "Staff" page
3. Select a color for the staff member, provide their initials, name, OSU email address, and phone number
4. Set the access level for this staff member, choices are:
   1. Administrator - Who: an OSU employee that has a MS365 account - What: Can edit all settings, add and remove staff, create, edit, or delete bookings.
   2. Viewer - Who: an OSU employee that has a MS365 account - What: Can see your own bookings on your personal calendar, receive a meeting invitation when assigned to a booking so you can add it to your personal calendar (valid email address required), receive email reminders of upcoming bookings, receive notifications of cancellations and changes.They can't modify or delete them. They have read-only access to settings.
   3. Guest - Who: Staff member who doesn't have a MS 365 account - What: Can be signed up to deliver booked services but cannot access Bookings, receive a meeting invitation when assigned to a booking so you can add it to your personal calendar (valid email address required), receive email reminders of upcoming bookings, receive notifications of cancellations and changes.
5. Select Save
6. Repeat steps 1-5 for each staff member you wish to add to your Bookings calendar.

Important Notes:

1. When you add an employee in your organization as a staff member (as a guest, admin, or viewer), your employee will get an email letting them know that their availability may be shared, and that they could be booked through a booking page.
2. Whenever you add someone to your Booking Calendar, ensure that they are only assigned services that they can offer. If they are not going to be booked for any services through your Booking Calendar, and are only being added as a back-up person to help you cancel appointments should you not be able to cancel them yourself, ensure that their name is not selected to be assigned to any of your services.

For assistance, contact the Service Desk.