How to Use the New Virtual Appointments in Microsoft Teams

WELCOME TO SOLUTIONS SQUAD!

We understand that your focus is to drive business growth and stay ahead of the competition. That’s why our Expertly Managed IT services are curated to streamline your operations, help secure your business, and ensure your technology scales with your ambition. We bring a proactive approach to IT management, offering tailored solutions that keep you connected and protected. With services ranging from real-time monitoring to cutting-edge cybersecurity and disaster recovery planning, we’re here to empower your strategic decisions with our Virtual CIO and co-managed IT support. We stand by a security-first ethos, reinforced by our dedicated helpdesk, ensuring clear assistance in plain English, anytime you need it. We are your partner in building a resilient, efficient, and innovative IT infrastructure, freeing you to focus on what you do best: running your business.

Empower Your Business with Expert IT Support

Unlock efficiency and secure your digital assets with our Expertly Managed IT services—where peace of mind meets innovation.

Scheduling appointments is a common activity. Salespeople often set up virtual appointments to answer questions about a product. Software companies allow people to schedule live demos. Telehealth therapists allow clients to book video sessions.

Those are just a few examples of some groups that are going to love a new Microsoft Teams feature. Virtual Appointments was recently added to the platform. It adds a new meeting style tailored for engagements with customers.

Have you’ve been using Teams and a different online appointment app? This new feature will streamline the experience.

What Is Virtual Appointments in Teams?

Virtual Appointments gives you an all-in-one meeting platform for customer engagements. You can schedule, manage and conduct B2C meetings in Microsoft Teams.

This new feature brings together the scheduling component with the video conference interface. Anyone with the link can join the virtual appointment. They do not need a Teams account.

The power of Microsoft’s scheduling app, Bookings, connects to Teams. This makes the Virtual Appointments function as seamless as possible.

Some of the features below will be available with any Microsoft 365 plan. Some are available with a premium plan.

Teams Virtual Appointments Features

Manage Scheduled Appointments

You can see your scheduled appointments in a single view. Manage cancellations and time changes easily.

Send Customized Confirmations & Reminders

You can send customers a customized message via SMS or email. This personalizes the experience for them. You can also use automation to give that personal touch without having to send each one manually. Automated appointment reminders are another time-saving function.

Customized Waiting Room

Add a personal touch to your virtual engagements. You can customize the Teams waiting room. You can use themes and logos to brand your business. You can also chat with attendees while in the lobby waiting room. This is helpful if your current appointment is running a little long. You can let them know you’ll be right with them.

Meeting Follow-ups

You can send meeting follow-ups after a virtual appointment. This helps you reduce the time it takes to send any promised follow-up information. You also keep all details in a single place. This makes your client communication trail easier to follow.

Organization & Department Analytics

How effective are your appointments? It’s hard to know if your demos are resulting in sales if you don’t have a good tracking system. It’s also important to have visibility into customer appointments across the organization.

You can do this with a premium analytics feature. It gives you helpful reporting. The reporting provides insights into B2C virtual appointments in all departments.

How to Use Virtual Appointments

To start using Virtual Appointments in Teams, admins must set up a few things. Note, they must be a Bookings admin to access these settings.

Create a Calendar

In the Virtual Appointments app choose to “Create a calendar.” You can find this option on the Home tab.

Larger organizations may wish to create different calendars for different departments.

Add Staff

Next, add staff members. You can add up to 100. You will also need to assign them a role. Once you’ve added your staff, you can view their availability in both Teams and Outlook.

What’s another nice thing about using an integrated platform like M365? It’s the cross-app compatibility. Your calendar syncs across apps.

Create Appointment Types

You’ll next set up your appointment types. You can choose from these two options:

  • Scheduled: You schedule the day/time. The system adds this information to the email confirmation.
  • On-demand (Teams Premium): Customers can choose when to meet from your booking calendar.

Set Up SMS Notifications (If desired)

If you choose to use SMS notifications and have the right Teams plan, you can set this up next. This allows you to easily send appointment confirmations and reminders via text message.

Note: Attendees currently need a valid U.S., Canadian, or U.K. phone number to receive the SMS notifications.

Link Forms (If desired)

If you would like your attendees to fill out any forms, you can link them now. Virtual Appointments allows linking up to four cloud-based forms. These would be forms you have created in Microsoft Forms.

Publish Your Booking Page

If you want to give customers the ability to book on-demand appointments, take this next step. You will need to publish the booking page. You do this on the “Manage” tab of Virtual Appointments. Select “Booking page,” and turn on “Publish booking page.”

Get Help Using Your Microsoft 365 Tools More Effectively

Microsoft 365 is a platform with many possibilities. Often, companies aren’t using all the features they could. As a result, their team may be less effective. They could also be wasting money on apps they don’t need.

Are you interested in help supercharging your Microsoft 365 experience? Give us a call today to set up a meeting.


Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Don’t miss out on all the benefits – subscribe now and take your business to the next level!

  • Get exclusive access to expert insights and tips for leveraging technology to grow your business.
  • Stay up to date on the latest tech trends and advancements that can help you stay ahead of the competition.
  • Join a network of business leaders who are committed to using technology to drive success and innovation.
  • Receive personalized support and guidance from our team of IT experts.
  • Enjoy a more streamlined and secure digital experience with our insider tips and tricks.
information technology services the backbone of dania beach businesses

Information Technology Services: The Backbone of Dania Beach Businesses

Information Technology Services: The Backbone of Dania Beach Businesses Have you ever wondered what keeps the vibrant businesses of Dania Beach, Florida running smoothly? The secret lies in the invisible yet crucial network of Information Technology Services. In today’s digital…
a computer circuit board with a brain on it

These 7 AI Trends Are Sweeping the Cybersecurity Realm

Relentless digital innovation has defined the last few years. The symbiotic relationship between AI and cybersecurity has become pivotal especially when it comes to safeguarding sensitive information and digital assets.As cyber threats evolve in complexity, AI has emerged as a…
enhancing business efficiency with expert it service in margate

Enhancing Business Efficiency with Expert IT Service in Margate

Welcome to the vibrant business landscape of Margate, Florida, where the sun shines bright and the potential for growth is limitless. Here at Solutions Squad, nestled in the heart of Hollywood, Florida, we understand the unique challenges and opportunities that…
a close up of a red and black keyboard

Online Security: Addressing the Dangers of Browser Extensions

Browser extensions have become as common as mobile apps. People tend to download many and use few. There are over 176,000 browser extensions available on Google Chrome alone. These extensions offer users extra functionalities and customization options.While browser extensions enhance…
alt="Free Prosthetic Arm on Blue Background Stock Photo"

How Small Businesses Are Unlocking Growth With Generative AI

Staying ahead in business often means embracing cutting-edge technologies. New tools can unlock new avenues for growth especially for small businesses. SMBs are often looking for affordable ways to gain a competitive advantage.One such transformative force is Generative Artificial Intelligence…