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Appointments: How to schedule virtual meeting appointments with patrons using Microsoft Teams

Before you begin: Please note that the Microsoft Teams virtual meeting integration has to be enabled in your site for you to schedule virtual meetings. Learn how to enable the Microsoft Teams integration in your LibCal system.

Authorizing LibCal to connect with your Microsoft Teams account

After an Admin has enabled the integration in your site, you need to authorize LibCal to create meetings with your Microsoft Teams account. This can only be done on a user-by-user basis.

  1. Log into LibCal and click on your email address in the navigation bar. This will take you to your personal LibCal account settings page.
  2. Click on the Integrations tab.
  3. Under the Integrations tab, in the Microsoft Teams box, click the Authorize with Microsoft Account button. If you are not already signed into your Microsoft account, you'll be prompted to do so.
    • Note: your Admin may have configured the integration to only allow you to use your organization's Microsoft/Office 365 account. If you get an error after trying to use an or personal Microsoft user account, please try again using your organization account.
    • If you encounter other authentication issues, or receive a message saying that an admin must approve the authorization, please consult your organization's IT staff.

the 'authorize with microsoft account' button

  1. After you've successfully authorized the LibCal integration, you'll be taken back to LibCal where an automated test will be run to ensure that the connection between LibCal and Microsoft Teams is working.

the 'testing integration' screen

  1. If the test is successful, you'll see an "Authorized by Microsoft account..." message and a time stamp of when the authorization token was last refreshed. You're now ready to set up your appointments availability for online meetings!
    • To disable your Microsoft Teams integration, you can return to this page at any time and click the Remove Authorization button.
    • This will prevent new online meetings from being scheduled with your Microsoft Teams account.

the 'authorized' message and last token refresh time stamp

Adding availability to an online location

The process for adding availability for virtual meeting appointments is the same as it is for in-person appointments. (If you need a refresher on adding availability, see our FAQ on the process.) You just need to make sure that you have, or are adding, availability in a location that has its Meeting Type set to Online, as only appointments made in an online location will be booked and connected to a Microsoft Teams meeting. Admins can adjust the Meeting Type for a location from Admin > Appointments > Locations tab.

If you are unsure which locations in your system are set up for online meetings, please check with an Admin. 

Note: the email tags for displaying the Microsoft Teams meeting URL -- {{{ONLINE_JOIN_URL}}} and {{{ONLINE_START_URL}}} -- will not be included in customized personal appointment scheduler email notifications automatically. We recommend restoring the default email templates for your account or updating your custom templates to include the new tag before you begin to book online appointments. For more information on customizing email tags, see the Customize your personal appointment scheduler email notifications FAQ.

Scheduling a virtual meeting appointment

For your patrons, the process for scheduling a virtual/online appointment is the same is it is for in-person appointments. Online appointments can be booked from the public appointments page and an Appointments scheduler widget.

After selecting a time for their appointment, the patron will see an additional message below the Appointment Details that indicates that they are booking an online appointment.

Example of submitting an online booking from the public page

Once they've confirmed the appointment the meeting's URL will be displayed on the confirmation page and in the email confirmation they receive.

Example of the confirmation page for an online appointment

Launching a virtual meeting appointment

After a patron has booked an online appointment with you, the link to start the Microsoft Teams meeting will be included the confirmation email that you receive for the appointment, and in the .ics file that is attached to that confirmation email.

Example of the start meeting link in the appointment confirmation email

Additionally, the URL join the meeting is included in the Meeting URL field for the appointment in the Upcoming Appointments section of the My Appointments tab.

Example of the join meeting link in the upcoming appointments column

At the time of the appointment, click the URL from any of the above locations to start the Microsoft Teams meeting with the patron.

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