Managing appointments can be time-consuming and prone to errors. Microsoft Bookings, part of the Microsoft 365 Business Premium suite, solves this challenge by offering a simple, secure and integrated scheduling solution. If your organisation – whether a business, charity or nonprofit – relies on meetings or consultations, Bookings can save time, reduce no-shows and improve customer experience.
And the best part? It’s already included in your Business Premium license, so there’s no extra cost.
Why Microsoft Bookings? Key benefits for organisations
Microsoft Bookings isn’t just about scheduling, it’s an appointment management solution designed to simplify and automate the entire booking process. Whether you’re managing client meetings, internal consultations or community events, Bookings helps you save time, reduce administrative overhead and deliver a positive experience for everyone involved. By integrating directly with Microsoft 365, it ensures your scheduling is smart, connected and efficient.
24/7 online scheduling
Give your clients, donors and stakeholders the flexibility they need. With a branded booking page, appointments can be scheduled anytime – day or night – without back-and-forth emails. This self-service approach improves accessibility, reduces friction and ensures your organisation is always open for engagement.
Integrated with Microsoft 365
Bookings syncs effortlessly with Outlook and Microsoft Teams, providing real-time availability and preventing double-booking. This integration means your calendar stays accurate across all platforms and virtual meetings can be automatically generated in Teams, saving time and reducing errors.
Automated notifications
Reduce no-shows and missed appointments with automated confirmations and reminders. Bookings sends timely notifications to both staff and clients, ensuring everyone is prepared and informed. This feature not only improves attendance but also enhances professionalism and trust.
Customisable services and staff
Edit your booking experience to fit your organisation’s needs. Define multiple services with specific durations, add descriptions and assign staff based on expertise or availability. This flexibility is perfect for non-profits managing diverse programs, consultations or volunteer roles.
Mobile-friendly
Stay in control wherever you are. The Microsoft Bookings mobile app allows staff to manage schedules, update availability and respond to changes on the go. This mobility ensures your team remains agile and responsive, even outside the office.
Analytics and reporting
Turn your data into actionable insights. Bookings provides reporting tools to track appointment trends, identify peak times and optimise resource allocation. For non-profits, this means better planning for events, volunteer shifts and donor meetings – ultimately improving efficiency and impact.
Cyber security benefits for Non profits
Security is critical for organisations handling sensitive data. Microsoft Bookings makes the most out of the Microsoft 365 security ecosystem, offering:
- Data protection: all booking data is stored in Exchange Online, adhering to Microsoft’s compliance standards (ISO, SOC, GDPR).
- Access controls: restrict booking pages to internal users or authenticated clients.
- Multi-Factor Authentication (MFA): protect staff accounts from unauthorised access.
- Audit & monitoring: admins can review booking page activity and enforce naming policies.
For non-profits, this ensures donor and volunteer data remains secure, reducing the risk of phishing or impersonation attacks.
Compliance checklist for Microsoft Bookings
✔ GDPR-ready data storage in Microsoft 365
✔ ISO 27001 and SOC compliance
✔ Configurable access policies for internal/external bookings
✔ Consent options for customer data usage
✔ Integration with Microsoft security features like MFA and Conditional Access
How-to guide to using Microsoft Bookings
Setting up Microsoft Bookings is simple:
Step 1: access Bookings
- Sign in to Microsoft 365 and select Bookings from the app launcher
Step 2: create your Booking page
- Add your business name, logo and contact details
- Set business hours and time zone
Step 3: add services
- Define appointment types (eg. “consultation – 30 mins”)
- Add buffer times and lead times to avoid back-to-back meetings
Step 4: add staff members
- Assign roles and availability for team members
Step 5: customise notifications
- Enable email confirmations and reminders to reduce no-shows
Step 6: publish & share
- Share your booking link via email, social media or embed it on your website
For mission-driven organisations, time and resources are precious. Microsoft Bookings helps you:
- Automate volunteer scheduling to maximise participation.
- Improve donor engagement by making consultations easy to arrange.
- Enhance resource management through better visibility and planning. By reducing administrative burdens, your team can focus on what truly matters, delivering impact and driving your mission forward.
Why wait? Start using Microsoft Bookings today
If you already have Microsoft 365 Business Premium, you have access to Microsoft Bookings at no extra cost. It’s time to simplify scheduling whilst protecting your data today.
Need help setting up? Contact CSG Computer Services Ltd for expert guidance.