Instructions for setting up a Microsoft Bookings page for a group, like a department, are available from Technology Solutions here:

https://help.uillinois.edu/TDClient/37/uic/KB/ArticleDet?ID=1528

However, those instructions do not incorporate Zoom meetings to the reservation process.

How to add a Zoom meeting to your Microsoft Bookings scheduling tool

1. Follow Technology Solutions instructions for forming a group, setting up a page, and all other parameters described here.
2. Create an ongoing Zoom meeting. As of Sep 2025, this cannot be done from within the Zoom app but must be done be accessing your UIC Zoom account in the browser at: uic.zoom.us.
3. Since you will be using this meeting link for many meetings, and people could schedule back to back meetings, here are some settings recommendations:
   • Enable the waiting room
   • Consider requiring U of I login to Zoom in order to join the meeting, or at least Zoom login at a minimum, unless you are meeting with people who do not have access to Zoom accounts.
   • Set all participants to have camera and mic muted by default, so when the meeting starts they aren't suddenly on screen full volume.
4. Copy that ongoing meeting link.
5. Go to your personal Microsoft Bookings page
6. For each meeting under "Personal Booking page", click the type of meeting to edit.
7. If you will sometimes have in person availability and other times only meet online, create two different meeting types.
   • Name one to be obviously in person only, so that you and whoever reserves the time understands it is in person and to come to your location.
   • Put your physical meeting location in the location field (and do not click Teams meeting) for your in person meetings. You can set the days and times specific for your onsite meeting availability.
8. Name the other to be "Zoom meeting" or "Online only meeting" or something similar. Do NOT click "Teams meeting" for this either. You can set those days and times to overlap your onsite availability, or not.
   Follow the remaining instructions to incorporate your Zoom link to your Microsoft Bookings scheduling site.
   1. In the Description above the location field, make a note for people to see as they are reserving their time with you that will let them know they will not have a meeting link IN the calendar invite but will instead receive a reminder X time before the meeting with the link in it.
   2. Decide if this meeting reservation option should be Public or Private per the details on the buttons.
   3. Scroll down and click on the "Advanced Options" button
   4. Under "Email Reminders" add an email reminder.
   5. Set the email reminder to be generated AFTER the "minimum lead time"
   6. That is, if the meeting can be booked no later than one day in advance, set the email reminder to be generated closer to the meeting time, like 2 hours before the meeting.
   7. In the body of the message, include both the link to the Zoom meeting and the meeting ID and password. This will allow people to join the meeting in multiple ways depending on what is easiest.
   8. Be sure to both "Save Changes" below your edited Email Reminder AND subsequently "Save" in the top right of the meeting booking page you are editing overall.
9. Repeat these steps for all your various "Personal Booking page" options. This way, people will make reservations on your calendar and receive a calendar event themselves. It will not contain the meeting link - but the email reminder you send automatically prior to the meeting time will include the link.