Teams for open scheduling

To establish an open scheduling system for body doubling sessions in Microsoft Teams, consider the following steps using the Bookings app:

1. Create a Booking Page: Utilize the Bookings app in Microsoft Teams to set up a booking page specifically for body doubling sessions. This page will allow team members to see available time slots and book their preferred sessions.
2. Define Appointment Types: Within the Bookings app, create appointment types that correspond to the body doubling sessions. This helps in organizing the sessions and making it clear for team members what they are booking.
3. Publish the Booking Page: Once your booking page is configured, publish it so that all team members can access it. They will be able to select time slots that suit them and add their names to the session.
4. Automatic Teams Meetings: Each appointment booked through the booking page will automatically generate a Teams meeting link, facilitating easy access for participants to join the scheduled body doubling sessions.
5. Communicate Availability: Ensure that all team members are informed about how to use the booking page and encourage them to regularly update their availability to reflect when they can participate in the sessions.

This approach will streamline the scheduling process and allow for collaborative body doubling sessions within your remote team.

Dear @Bain, Angela,

Thank you for reaching out to Microsoft Q&A forum.

I understand you're looking to set up an open scheduling system for body doubling sessions in your remote department using Microsoft Teams. The goal is to create recurring or flexible time slots where team members can "sign up" (e.g., add their name or join) for casual, low-pressure virtual co-working sessions. Body doubling is most effective in informal, presence-based meetings (with cameras optional, minimal talking, and focused work together in Teams).

From my research, there are a few ways to set this up within the Microsoft 365/Teams ecosystem. Here are some approaches that could work for your needs:

1.Recurring Teams Meeting with Open Join (No Strict Sign-Up)

This approach creates an "always open" or scheduled drop-in experience.

Create a recurring Teams meeting (e.g., daily/weekly at set times like "Body Doubling Focus Hour – Drop In").

• In Teams > Calendar > New meeting (or + New meeting).
• Title it clearly, e.g., "Department Body Doubling Session – Join Anytime During Slot".
• Set it as recurring (e.g., every weekday from 9-11 AM).
• Do not add required attendees.
• Enable "Add online meeting" (Teams meeting).
• In meeting options (via meeting > Edit > Meeting options), set:
• Who can bypass the lobby? Everyone (or only people in your organization).
• Who can present? Everyone.
• Allow mic/camera? Yes.

Share the meeting link in your department Teams channel (e.g., pinned post or announcement) with instructions: "Join this recurring link during the time slot to body double. Add your name in the chat if you'd like others to know you're working, or just lurk with your camera on/off."

• Anyone with the link can join during the slot, no RSVP required.
• In the meeting chat, participants can share what they're working on, like: "Joining now – working on reports" or "Joining – working on project X".

This method requires zero extra tools and offers an instant, flexible solution. However, if you'd like to impose limits to avoid over-subscription, there’s no formal "booking" system in place, so it's open-door.

2.Use a Shared Calendar or Channel Calendar for Slots

You can use a shared calendar to manage scheduling within your department's Team.

• Go to a channel in your department Team (or create a new one like "Body Doubling Schedule").
• Click + to add a tab > Search for "Channel calendar" > Add it. This creates a shared calendar linked to the channel, allowing all members to view and add events.
• Create recurring appointment slots (e.g., "Body Doubling Slot - 10-11 AM" as an all-day or timed event).
• Set the event as "Show as Free" or "Busy".
• Include details such as: "Join Teams link: [paste recurring link]. Add your name in chat or RSVP yes to join."
• Team members can RSVP by either clicking Yes on the calendar event or posting in the channel chat.

3.Microsoft Forms for Sign-Up + Recurring Meeting:

Another approach is using Microsoft Forms for sign-ups and then adjusting meeting times based on demand.

Create a Form titled "Body Doubling Sign-Up" with questions such as:

• Preferred date/time
• Name
• Tasks you're working on

Share the form link in the department’s Teams channel.

Once responses come in, you can create or adjust Teams meetings for the most popular slots and share the meeting link with participants. Many universities and organizations use this method for body doubling sessions.

I hope these suggestions help and provide you with flexible, workable solutions for your body doubling sessions. Should you have any further questions or need additional assistance, please don’t hesitate to reach out. We're always here to help.

Wishing you a successful setup! Have a wonderful day!

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