Automation, Business Development, Tutorial

Microsoft Bookings to Schedule Client Consultations

Posted on by Jeff Kirksey
05
Apr

Efficient scheduling of client consultations, depositions, and contract reviews is vital in legal practice. Microsoft Bookings, part of Microsoft 365, provides a streamlined and professional way for clients to schedule time with attorneys based on availability, reducing manual coordination and eliminating calendar conflicts.

This tutorial walks through how to set up Microsoft Bookings to support scheduling across litigation, corporate, tax, and real estate departments.

Step 1: Access Microsoft Bookings

  1. Visit https://book.ms or access Bookings from the Office 365 app launcher.
  2. Click Get it now or Open if already available.
  3. Select Add a Booking Calendar.
  4. Name your calendar (e.g., “KC Litigation Intake” or “Real Estate Consults”).
  5. Set the business type to Legal Services and time zone to Central Time (US & Canada).

⚖️ Legal Practice Tip: Create separate calendars for each department or practice area to streamline intake.

  1. Navigate to Staff > Add Staff.
  2. Add attorneys, paralegals, or intake coordinators by name/email.
  3. Assign roles (Administrator, Viewer, or Guest).
  4. Set individual availability, business hours, and buffer times.

👥 Team Management Tip: Use buffer times between appointments for prep or debrief.

  1. Click Services > Add a Service.
  2. Create services like:
    • “30-Min Legal Consultation”
    • “Contract Review (60 min)”
    • “Discovery Conference (45 min)”
  3. Customize:
    • Duration
    • Staff assignment
    • Confirmation messages
    • Reminder emails (optional SMS)
  4. Enable Teams Meeting if virtual consultation is preferred.

📄 Compliance Tip: Include a disclaimer about confidentiality and conflict checks.

Step 4: Customize Your Booking Page

  1. Click Booking Page in the left menu.
  2. Options to configure:
    • Require Microsoft 365 login (optional)
    • Display availability in 15- or 30-minute increments
    • Set minimum lead time (e.g., 24 hours)
  3. Enable email confirmations and cancellations.

🌐 Client Tip: Embed your booking link in your firm’s website or email signature.

Step 5: Publish and Share

  1. From the Booking Page tab, copy the Booking Page URL.
  2. Share via:
    • Website intake page
    • Client newsletters
    • Email footer for attorneys
  3. Monitor bookings from the dashboard and view staff calendars.

📆 Automation Tip: Syncs directly with Outlook calendars—no double booking.

Conclusion

Microsoft Bookings simplifies how legal professionals manage consultations, improves intake efficiency, and reduces administrative overhead. It’s an ideal scheduling solution for small-to-midsize law firms with multiple departments.