TABLE OF CONTENTS

• Self-Schedule Portal Overview
  • Settings
    • Page Text
    • On Screen Messages
    • Migration Slots
    • Related Items
    • Link Expiry
    • Complete Action & Email
    • Buttons
    • Meeting Request
  • Emails
  • PS / CSS / JS
    • Using PS / CSS / JS
  • Global Slots
    • Slot Configuration Grid
      • Defining Slots
      • Slot Rules
    • Suspended Days
  • Sending Out a Self-Schedule
  • Further Support

Self-Schedule Portal Overview

This guide describes configuring and using the Self-Schedule portal in ManagementStudio. The portal enables users to select their own migration slots, improving flexibility and potentially reducing no-shows during migration projects. Configuration is managed across four main tabs:

• Settings
• Emails
• PS / CSS / JS
• Global Slots

Settings

The Settings tab contains the controls and configuration options required to manage self-scheduling. Most fields are prepopulated with default values.

Page Text

Configure the text shown on the self-schedule web page.

• Header: Main title or greeting at the top of the page.
• Sub Header: Subtitle for the self-schedule portal.
• Description: Text area introducing the page’s purpose to end-users.

On Screen Messages

Control the messages shown to users during the scheduling process.

• Complete Message: Displayed after a user successfully books a migration slot.
• Error Message: Displayed when an error occurs during booking.

Migration Slots

Set parameters that determine what is displayed to the end user.

• Show Confirm Slot Popup: Enable to display a confirmation popup when a user books their slot.
• Confirm Slot Date Format: Specify the date format for the confirmation screen.
• Show Unavailable Slots: Display migration slots that are already full or expired.
• Schedule Grid Columns: List of column names to show on the schedule grid in the deployment unit UI.

Related Items

Control the display and configuration of related items shown in the portal. (Refer to UI for configuration options.)

Link Expiry

Define how long the self-schedule link remains active.

• Link Expiry before X Days: Set the number of days before the deployment unit’s start or end date when the portal link will expire.
• Expire before Start/End Date: Choose whether expiry is relative to the start date or end date.

Complete Action & Email

Configure actions and messaging upon slot booking completion.

• Send Reminder after X Days: Set when to send a reminder email if a user has not booked a slot.
• Send Email on Complete: Enable to send the completion email after a slot is booked.
• Lock On Complete: Prevent users from updating their booking after confirmation.

Buttons

Customise button labels shown to users.

• Book Button Label: Label for the booking action button.
• Confirm Button Label: Label for the confirmation action button.

Meeting Request

Configure meeting invitation details sent with booking confirmations.

• Attach Meeting Request to Email: Add an iCal (ICS) meeting file to the confirmation email.
• Outlook Reminder (Min): Number of minutes before the appointment to trigger a reminder in Outlook.
• Appointment Subject: Subject line for the appointment invite.
• Appointment Location: Location details; can use fields such as [UM-CF-1234].
• Appointment Description: Brief description for the appointment.

Emails

The Emails tab allows configuration and customisation of self-schedule email templates. There are five default templates:

Each template includes:

• Email subject
• Email content (supports HTML and Markdown)
• User-specific information included using dynamic keywords (e.g., [UM-Firstname])

An example of the request email template

An example of the email, sent to the end user.

PS / CSS / JS

The PS / CSS / JS tab allows administrators to extend the self-schedule portal using custom scripts and styles.

Using PS / CSS / JS

• PowerShell scripts can be scheduled to run immediately after a user books a migration slot (e.g., moving a user between workflows).
• For detailed usage and examples, refer to:
  • PS/JS/CSS in Surveys & Tests
  • PowerShell Scripts

Note: Examples may reference surveys; the concepts and usage are similar in self-scheduling.

Global Slots

The Global Slots tab enables caching and default configuration of migration slots, applied across all deployment units within a project. These defaults can be overridden per deployment unit.

Settings include:

• Number of slots
• Start and end times
• Date range
• Project constraints

This tab consists of the Slot Configuration grid and Suspended Days.

Slot Configuration Grid

Define global deployment slots, such as multiple migrations per day at specified times.

• Click Click here to add new item to define a new slot.

Defining Slots

1. Baseline availability
   • Baseline slots have no Valid From or Valid To date; they apply for the duration of the deployment unit.
   • Exclude weekends or other days by deselecting corresponding options.
   • Enter start and end times, slot count (number of users), and optional notes.
2. Adjustments
   • Use Valid From and Valid To dates to adjust baseline slots.
   • If the adjustment shares the time of a baseline slot, its slot number is added (positive or negative).
   • Adjustments can also create new slot times.
3. Disabling or removing slots
   • Use the Enabled tick box to temporarily disable a slot.
   • Tick the Delete checkbox and save to remove a slot.
4. Validation rules
   • Click the information icon (i) for a list of slot rule requirements.

Slot Rules

• Baseline Slots: No Valid From/Valid To; span entire deployment unit duration. Only one baseline per slot time.
• Adjustment Slots: Have Valid From/Valid To dates; cannot overlap adjustments with the same start time.
• General Rules:
  • Start time must precede end time.
  • Valid From must precede Valid To.

Suspended Days

Suspended days remove entire dates from the set of available slots (e.g., bank holidays, change freezes). Use to avoid manual slot adjustments.

Sending Out a Self-Schedule

To send self-scheduling emails to users:

1. Navigate to the Deployment Units section.

2. Click on the User Migrations tab.

3. Select users in the grid to whom the self-schedule link should be sent.

4. Right-click, then select Send Emails → Send Request Email.

5. Selected users receive an email with an embedded self-schedule link.
   

6. Users click the link to access the portal and view available migration slots.

7. User selects a slot (Book Slot) and confirms.
8. Portal displays a confirmation message and sends a booking confirmation email (optionally with an attached ICS file).
9. Process complete.

Further Support

For further assistance, visit ManagementStudio's Service Desk to search the knowledge base or create a support ticket.