Volunteers select an appointment slot through our Microsoft Bookings page.
The booking is automatically added to your elstreescouts.org.uk Outlook calendar.
You’ll receive an email notification with the booking details and a Microsoft Teams meeting link.
If you are marked as “busy” in your calendar, Bookings will not offer that slot to anyone.
Your Outlook calendar is the source of truth.
If your calendar shows you as free, Bookings will allow appointments—even if you think you’re not available. So keeping your availability updated is essential.
If you’re unavailable on a day you would normally take bookings, you must block that time in your calendar. This can be any event—Outlook doesn’t care what it is, it just needs to mark you as busy.
✅ How to Block Out Time (Step-by-Step)
On a Computer (Outlook Web):
Go to https://outlook.office.com and sign in with your elstreescouts.org.uk account.
Click Calendar on the left.
Select the date/time you’re unavailable.
Create a new event.
Title it something simple like “Unavailable – Bookings Blocked”.
Make sure the Show as: status is set to Busy.
Click Save.
On a Phone (Outlook Mobile App):
Open the Outlook app → tap the calendar icon.
Tap the + button to create an event.
Add a title such as “Unavailable”.
Check “Show as” → choose Busy.
Save the event.
✅ What counts as “busy”?
Any event that is marked as Busy (including training, holidays, personal appointments, or “do not book”).
Avoid using “Free” or “Tentative”—Bookings will think you’re available.
What Not to Do
❌ Do NOT delete bookings from your calendar (it won’t cancel the meeting).
❌ Do NOT assume Bookings checks your availability automatically—it only checks what your calendar says.
❌ Do NOT leave days unblocked if you’re away, even at short notice.
All Bookings appointments are held via Microsoft Teams. You can join from any device.
✅ Joining from a Computer
Open your Outlook calendar.
Click the appointment you want to attend.
Press the “Join Microsoft Teams Meeting” link.
Choose:
Open Teams app, or
Join online (browser) if asked.
Check your camera/microphone settings.
Click Join now.
✅ Joining from a Phone
Open the Outlook or Teams app.
Find the appointment in your calendar.
Tap Join.
Allow camera/microphone permissions.
Tap Join now.
✅ “I’m showing as available but I’m not.”
Check your calendar:
Did you create an event?
Is it set to “Busy”?
Is it on the correct elstreescouts.org.uk calendar?
✅ “The Teams link isn’t working.”
Try joining from the Teams app, not a browser.
Make sure you’re logged into your elstreescouts.org.uk account.
✅ “Someone booked a time I’m not free.”
You didn’t block the time correctly.
Contact the person to reschedule.
Add a “Busy” event for future dates to avoid repeats.
✅ Update your calendar weekly
✅ Add “Busy” events for holidays, camps, training, meetings
✅ Check your calendar before making personal commitments
✅ Always join Teams meetings a minute or two early
The conversation needs to be recorded in two places:
- MyMembership (Guide Available Here)
- Internal Compliance System
