Forum Discussion
Book meetings for external users and have a limited amount of slots availible?
Hi! We work allot in O365 and specially in Teams. I really lack some kind of option to setup an invite for personal meetings with clients. I know i have the options to send them a mail/meeting i...
Setting up a system where clients can claim specific time slots within O365 can be tricky. Here are some options to consider, both within and outside of O365:
Within O365:
Microsoft Bookings: While Bookings might not perfectly fit your needs, it can be a decent starting point. You can create a Booking service with individual appointments representing your time slots. However, clients can still book multiple slots, so you'd need to manually adjust if multiple bookings overlap.
Flow and Power Automate: You could explore a more technical solution using Microsoft Flow and Power Automate. Create a flow that triggers when a client books a time slot. The flow can then check for conflicts and automatically reschedule conflicting bookings or notify you for manual intervention. This option requires some technical expertise.
Third-party add-ins: Search for add-ins in the Microsoft AppSource store that specialize in appointment scheduling. Some popular options include Calendly, Acuity Scheduling, and Appointlet. These often offer features like multiple scheduling links, automatic conflict detection, and payment integrations.
Outside of O365:
Doodle: As you mentioned, Doodle is a popular and effective tool for finding a meeting time that works for multiple people. It's easy to use and visually represents available slots.
TimeTap: Another option is TimeTap, which offers similar functionality to Doodle with additional features like customizable questionnaires and payment integrations.
Calendly: Calendly integrates with your existing calendar and allows you to share multiple scheduling links with different availability settings. This is a good option if you have different meeting types with varying durations.
Choosing the best solution:
The best solution depends on your specific needs and technical comfort level. Consider these factors:
Number of clients: If you have a small number of clients, a manual approach with email or Bookings might be sufficient. For larger numbers, automation or external tools are helpful.
Technical expertise: Flow and Power Automate require technical knowledge, while Doodle and other external tools are generally user-friendly.
Additional features: Some tools offer extra features like payment integrations, questionnaires, or custom branding.
Within O365:
Microsoft Bookings: While Bookings might not perfectly fit your needs, it can be a decent starting point. You can create a Booking service with individual appointments representing your time slots. However, clients can still book multiple slots, so you'd need to manually adjust if multiple bookings overlap.
Flow and Power Automate: You could explore a more technical solution using Microsoft Flow and Power Automate. Create a flow that triggers when a client books a time slot. The flow can then check for conflicts and automatically reschedule conflicting bookings or notify you for manual intervention. This option requires some technical expertise.
Third-party add-ins: Search for add-ins in the Microsoft AppSource store that specialize in appointment scheduling. Some popular options include Calendly, Acuity Scheduling, and Appointlet. These often offer features like multiple scheduling links, automatic conflict detection, and payment integrations.
Outside of O365:
Doodle: As you mentioned, Doodle is a popular and effective tool for finding a meeting time that works for multiple people. It's easy to use and visually represents available slots.
TimeTap: Another option is TimeTap, which offers similar functionality to Doodle with additional features like customizable questionnaires and payment integrations.
Calendly: Calendly integrates with your existing calendar and allows you to share multiple scheduling links with different availability settings. This is a good option if you have different meeting types with varying durations.
Choosing the best solution:
The best solution depends on your specific needs and technical comfort level. Consider these factors:
Number of clients: If you have a small number of clients, a manual approach with email or Bookings might be sufficient. For larger numbers, automation or external tools are helpful.
Technical expertise: Flow and Power Automate require technical knowledge, while Doodle and other external tools are generally user-friendly.
Additional features: Some tools offer extra features like payment integrations, questionnaires, or custom branding.