Configure your Outlook calendar permissions

In order for Bookings to properly sync with a staff member's calendar, each staff member must share their calendar.

1. Share your Outlook calendar

   1. Open Outlook and select the calendar view. Open the My Calendars checkbox box and select the checkbox by your name.

   2. Select Calendar Permissions in the Share tab at the top of the page.

      

   3. The Calendar Properties box will open. If not already selected, click on the Permissions Tab.

   4. Your Permissions Level should be set to Free / Busy Time.

   5. The Read section should also be set to something other than None. We recommend Free / Busy Time.

   6. Select Apply and Okay.

      

2. Staff may need to authenticate via DUO. If you do not have DUO, contact ITS here.

Getting Started with Bookings

1. To access Bookings, navigate here and sign in with your @austin.utexas.edu email or eid and password if prompted: https://outlook.office.com/bookings
2. Open the LAITS Appointments calendar by selecting Open from the drop-down arrow on the left and searching for LAITS Appointments.
   
3. Once it is successfully added you will see the following Home view:

Navigating Bookings

The Table of Contents on left side of the Bookings page includes:

Booking page

The Booking Page allows you to customize what LAITS customer facing booking page will look like. "Share your page" includes the external link for your page (to provide to users to access booking services).

Microsoft Documentation: https://docs.microsoft.com/en-us/microsoft-365/bookings/customize-booking-page

Calendar page

Administrators and staff can see service appointments that have been booked, access customer lists, contact information, create new bookings, and set time off for staff.

Customers page 

New customers can be added or imported from other accounts like Gmail, or a device.

If you are scheduling on behalf of a "user", be sure to add service details and internal notes that may be required

Staff page 

This lists staff members assigned to services. 

Services page

• • A list of the services which appointments can be booked.

  • A service may be modified up to 24 hours prior to the scheduled appointment. 
    • Within 24-hrs an appointment can only be cancelled.

  • A Service Now INC# is required. Redirect the request for service to ServiceNow if a user does not have an INC#.

    
    
    

How To's

Set Staff Availability

1. Navigate to the Staff page.
2. Click on the pencil icon next to the staff you need to edit.
   
   
   
3. Choose the day and time staff is available for appointments.
   
4. Save

Set Staff Time Off

1. Navigate to the Calendar page.
2. Click on "Time Off".
   
3. Choose the staff member.
4. Select Start and End dates.
5. To set a time of day, uncheck "All day event" and choose start and end times.
6. Ensure that any conflicting bookings are assigned to another staff member.
7. Save

Assign Staff to a Service

1. Navigate the the Services page.
2. Select the appropriate Service.
3. Choose the staff member to be assigned from the list on the right.
4. Select Save at the top left.

Temporarily Disable Bookings for a service

1. Navigate to the Services page
2. Click on the Service you need to disable
3. Scroll down to Availability and select "Set different availability for a date range"
   
4. Select Start and End dates
5. From the drop-down menu, select "Not bookable"
6. Save.

Reassign an Appointment

1. Navigate to the Calendar page.
2. Select the appointment to be reassigned
3. From the pop-up, select "Edit".
4. Deselect the staff who will not take the appointment.
5. Select the staff who will take the appointment.
6. Save.

Backfill Bookings Staff 

1. Set Time off for the absent staff
2. Assign backup staff member to the Service needing coverage
3. Reassign existing appointments to the backup staff.
4. Set a reminder to un-assign the backup staff when the absent staff is expected to return.
5. If the backup staff is vacating another Booking service, backfill or temporarily disable that service.

When staff returns:

1. Un-assign the backup staff from the Service.
2. Reassign existing appointments to the staff who will provide the service.

Current LAITS Services available to be booked

DOC Support at Nursing 

• Nursing Bookings Link

• User schedules an appointment for computer drop off at the Nursing Building (NUR) Doc Window (NUR 2.104P)

DOC Support at RLP

• RLP (Patton Hall) Bookings Link
• User schedules an appointment for computer drop off at Patton Hall (RLP) DOC window (RLP 4.224)

DOC Support at PAR

• PAR (Parlin Hall) Bookings Link
• User schedules an appointment for computer drop off at Parlin Hall (PAR) DOC window (PAR 106)

DOC Support at SEA  (DOC Support closed)

• SEA Bookings Link: https://outlook.office365.com/owa/calendar/LAITSTest@utexas.onmicrosoft.com/bookings/s/N_5zc65vNkKWIHebiYjPtw2

• User schedules an appointment for computer drop off at Seay Building (SEA) DOC window (SEA2.124)

Curbside PickUp at BEL

• SW7 Curbside Pick Up / Drop Off OR https://tinyurl.com/belmontcurbside
• Users schedule an appointment for new computer pickup / drop off at SW7 Ofc. Bldg. (2617 Speedway, Austin, TX 78712) Room 107
• ServiceNow Curbside Templates

OS Upgrade

• OS Upgrade Consultation

Troubleshoot UTBackup for GENS 

• UT Backup for GENS device
• Only necessary for those users who will receive a new GENS device.

Microphone Pickup at Parlin Hall (Temporary Service)

• Temporary service we are offering at Parlin for Microphone pickup as of August 25th, 2020. 

PPE Pickup at Parlin Hall (Temporary Service)

• PPE Pickup

In-Office Computer set up (To Be Potentially Rolled Out)

• Private calendar to schedule an appointment for an on-campus (deskside) computer setup.
• DSS will set up a computer in an office. User has the option to be (present/not present) during this setup.