Booking One-on-Ones to All-Hands Meetings: Making the Most of Microsoft Bookings and Webex Events
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The KAUST Information Technology Department blog
Booking One-on-Ones to All-Hands Meetings: Making the Most of Microsoft Bookings and Webex Events
19 August, 2025
At KAUST, we have several digital tools that make scheduling, collaboration, and community engagement easier. Two that often come up are Microsoft Bookings and Webex Events. While both help people connect, they serve different purposes. This guide explains what each tool is designed for, who benefits, and when to use them.
Who this helps and what they care about
Faculty and instructors: predictable office hours, easy rescheduling, no manual invites.
Researchers: simple coordination with collaborators, clear time zones.
Administrative and service teams: pooled availability, automatic confirmations, basic reporting.
Student-facing services: simple booking flows, clear reminders, minimal data collection.
Microsoft Bookings: Simplifying appointments
Microsoft Bookings makes it easy for people to schedule a time with you or your team. It integrates with Outlook and Microsoft Teams, and it is ideal for individual or small group appointments.
Key features
Self-service scheduling, rescheduling, and cancellation.
Outlook calendar integration that respects busy times.
Custom appointment types and durations.
Automatic Teams meeting links for virtual appointments.
Pooled staff calendars for shared services.
KAUST use cases
Faculty office hours for students.
IT or HR one-on-one consultations.
Researcher meetings with collaborators.
Training sessions that people can book on demand.
Best for: streamlining personal or small group scheduling and avoiding long email chains.
Webex Events supports planned sessions for bigger audiences, with tools for registration, roles, and engagement. It is built for professional delivery and follow up.
Key features
Capacity for large audiences and public sessions.
Engagement with Q&A, polls, and moderated chat.
Defined roles for hosts, cohosts, panelists, and moderators.
Recording and attendance reports for post event follow up.
Registration forms and reminder emails.
KAUST use cases
Public lectures and speaker series.
Community events such as Wellbeing Week.
Training sessions or workshops with larger groups.
Student or staff orientation with multiple presenters.
Best for: delivering content to a larger audience in a professional and organized way.
Quick comparison at a glance
Scenario
Microsoft Bookings
Webex Events
One-to-one or small group appointments
✔️ Ideal for self-service scheduling that respects Outlook availability
Rolling office hours across a team
✔️ Pooled staff calendars, round robin or first available
Structured session for 50+ attendees
✔️ Presenter roles, registration, Q&A, polls
Public lecture with external guests
✔️ Registration and moderator controls
Need recordings and attendance reports
Limited, via Teams meeting recording
✔️ Built-in event reports and recording options
Minimal data entry and fast setup
✔️ Setup in minutes
High audience engagement during session
Standard Teams meeting features
✔️ Q&A, polls, moderated chat
Tip: For a simple meeting with a few people and no registration, a standard Teams meeting is often the fastest option.
Access at KAUST
Microsoft Bookings: Available to most KAUST Microsoft 365 accounts. If you do not see Bookings in Microsoft 365 or Teams, contact the IT Service Desk.
Webex Events: Event groups are provisioned on request. If you need to host a large or public session, contact the IT Service Desk to set up or join a Webex Events group.
Need help? The IT Service Desk is available Sunday to Thursday, 8 AM to 5 PM. Call 910 or 012-808-0910. VITA, the IT chatbot, is available anytime and can open tickets and point you to guides.
Data privacy and good practice at KAUST
Collect only what you need. Use names, KAUST email, and simple questions only.
Keep data in KAUST tools. Prefer Bookings forms and Webex registration over external forms. If you must use an external form, review it with IT first.
Recording consent. If you plan to record, state this in the invitation and at the start of the session.
Data classification. If content is confidential or restricted, limit registration to KAUST accounts and avoid open links.
External participants
Bookings: You can allow external email addresses to book. Include a note about time zone and the meeting platform.
Webex Events: Registration can be opened to external guests. Provide a short how to join note and recommend joining a few minutes early to test audio.
Accessibility and language
Offer live captions where possible.
Share slides ahead of time if you can.
For Arabic or bilingual audiences, include a short agenda in both languages. If live interpretation is planned, tell attendees how to access it.
Branding and communications
Bookings pages: Use a clear name, a short description, and a professional cover image that matches your unit or initiative.
Webex Events registration: Add an event summary, speaker bios, and an agenda. Use KAUST branding where appropriate.
Invites and reminders: Include who this is for, what participants will gain, how to join, and who to contact for help.
Operations checklists
Microsoft Bookings setup
Define services with clear names and durations.
Set business hours, buffer time, lead time, and maximum bookings per day.
Choose who can be booked and whether to use pooled availability.
Turn on confirmation and reminder emails.
Add a short policy note, for example: If you cannot attend, please reschedule or cancel using the link in your confirmation email.
Webex Events runbook
Create the event with title, description, date, and registration form.
Assign roles for host, cohost, panelists, and moderator.
Prepare polls and decide how Q&A will be handled.
Schedule a rehearsal to test screen share, audio, and recording.
Confirm recording settings and where the recording will be shared.
On the day: open early, greet attendees, outline Q&A, share housekeeping notes.
After the event: send the recording and slides, and share a feedback form if needed.
Tips that save time
For Bookings
Use pooled staff calendars for teams that share a service.
Add buffer time to avoid back to back meetings.
Turn on Teams link creation by default for virtual appointments.
For Webex Events
Keep sessions in focused blocks with short breaks.
Use a moderator to curate Q&A and chat.
Pin a slide with how to get help and the session agenda.
Copy and paste templates
Bookings description
Book a 30 minute consultation with the [Team Name]. You will receive a calendar invite and a Microsoft Teams link. If you need to reschedule or cancel, use the link in your confirmation email.
Webex registration description
Join us for a 60 minute session covering [topic]. The event includes a short presentation, live demo, and Q&A. A recording will be shared with registered attendees.
Recording notice
This session will be recorded for those who cannot attend. By joining, you consent to being recorded.
Frequently asked questions
Can I limit who can book me?
Yes. In Bookings, you control services, availability, and which staff appear. You can also share your booking page only with specific audiences.
Do I need a separate Webex Events group for every event?
No. Many teams share a group. If you need access, contact the IT Service Desk.
Where do recordings go?
Bookings appointments that use Teams will record to OneDrive or SharePoint if you record the meeting. Webex Events recordings are available in Webex and can be shared with attendees.
What if my event is hybrid or in person?
For a small hybrid need, a Teams meeting can be enough. For larger audiences with a program and remote speakers, Webex Events provides stronger controls.
Decision helper
If your goal is to let people pick a time with you or your team, use Microsoft Bookings.
If your goal is to deliver a planned session to a larger audience with registration and engagement, use Webex Events.
If your goal is a small meeting without registration, schedule a Teams meeting.
