Logos Facility Scheduler

Transcription

1 Setup Rooms/Buildings Main Any room, area, or building Division A smaller area or room within a Main Breakout A smaller area or room within a Division Key Points: 1. Defining Division/Breakouts allows reserving multiple rooms quickly. 2. A Room can be a building, a wing, a floor, a parking lot, a van, etc. 3. Create New buttons are controlled by highlight in list. Groups (Setup > Resources) & Categories (Setup > Combo Boxes) Groups: Use for Reports; events can be linked to one or more groups. Link groups to an events in Event Planning. Most reports allow selecting from the list of Groups. Categories: Use for managing Event Planning displays; events link to only one category. Enter/Select Category in Event Planning Edit Categories in Preferences > Field Text > Combo Boxes

2 Page 2 Setup continued Equipment Tables/Chairs Staff Keys Holidays optional items Holidays can be skipped when scheduling recurring events. Import utility adds many common holidays. Download file from Logos website: logoscms.com/products/facility Scheduler. Reports (Results) Daily Schedule A Typical Example 1. Select Options 3. Select Output 2. Select Group(s) If no groups are selected, events for all groups will print. Report sorts by time. Lists the Event / Times / Contact or Group / Room / Kitchen. All reports give these output options. PDF creates a file for internet distribution. HTML creates a file that can be added to your web site. Edit/Select become active when User Reports is installed.

3 Page 3 Reports continued Bulletin/Newsletter Prints only events marked for Weekly Bulletin on Groups tab. Report includes any narrative text entered about the event to aid in publicity. Event List Date range can be any time period desired. Most reports have this option to print for all groups (leave all unmarked) or selected groups (mark one or more). Report sorts by day and then by time. Lists the Time Event Room Monthly Calendar Table format limits text in a cell. Prints only events marked for Monthly Calendar on Groups tab. Room Setup & Building Schedule Building management reports print for any date or date range and for all rooms or selected rooms. Other Facilities Reports: Room Cards Double Booked Rooms Events with No Facilities

4 Page 4 Scheduling Information for Reports Use or edit the Request to Schedule report to gather event information. Event Planning Calendar View Tabs Daily Weekly Preview Monthly Yearly List (Daily, sorted by Time) Limit views by Category. Resize the window by dragging the borders. Find Event by Event, Group, Room, Staff, Equipment and/or Date Add New Event Click the magnifying glass and then the New icon. Or 1. On Daily or Weekly tab, click in Planner at time event will begin. 2. Type Event Name and press Tab. 3. Click right mouse button and choose Edit. Event Detail Click on event in Planner, then click the right mouse button and choose Edit or click on magnifying glass icon. Rooms Free Locate & print a list of rooms that are available at a desired time on a date or a day of week in a date range. Define Event View Tabs Event Times/Type/ Category/Color Start/End announced times for event Setup/Clear when resources are reserved Facility Rooms/Off- Campus Calendar icon returns to the Calendar Views. Event Type Blue text explains how to change a Normal event to Recurring or Multiple Day. NOTE: Save your new event (or any changes to the event times) BEFORE making selections on other tabs. This ensures that grids refresh correctly. Setup/Equipment Arrange/Tables/Chairs Staff Contact Person Staff Members/ Groups Publicity Report Selections Planning Optional

5 Page 5 Scheduling continued Facility Tab Check Mark Room is reserved for this event Lock Room is reserved for another event or is linked to a Main/Division/ Breakout room reserved for this event. Primary check box indicates room to feature on reports. Off Campus Entry in Location field defines Off Campus event. Setup/Equipment Tab You may define room setup instructions and select equipment to reserve. Setup tab data prints on Event Confirmation Event Profile Room Setup * * This report has the option to Print Only Events With Setup Info Staff Tab Contact Person who to call or about this event. Key Select a key if given to Contact Person. Type Ctrl+0 (zero) to clear the field. Staff Mark those who are involved with the event. First define your system (Preferences) in order to send a message to a Contact Person (with option to include Staff) from here.

6 Page 6 Groups Tab (Publicity) Publicity Defaults are set on Field Text tab in Preferences. Items must be marked here to print on these two reports. Groups One or more groups can be marked most reports allow selecting by groups. Save Your Event Click the Save icon. Special Event Most reports allow boldfacing events marked as Special or printing only these events. Recurrences Control Recurring Events Once an event has been saved, the Recurrences icon becomes active. Options are active based on status of the current event. Set Recurring Changes Normal (One-Time Event) to Recurring Regular Mark Days, Weeks and End Date. Sporadic Mark the actual dates on the calendar. Extend Recurring Schedules Recurring Event ahead to a new data range. Change Recurring Moves occurrences ahead or back one or more days. Multiple Day Schedule Adds occurrences of an event that extends over continuous days, each with its own schedule. Change Event Date Moves an occurrence to a new date, with option to Retain Original Date. Change Event Time Moves an occurrence to a new time on the same date, with option to Retain Original Time. Skip Holidays Mark to not schedule event on days marked as Holidays. (Holidays can be defined to use or not use this feature.)

7 Page 7 Scheduling Update an Existing Event 1. Open the Event record Either... Double-click it in the Daily or Weekly Planner. Or Right click it in the Planner and select from the popup menu. (Recurring Events have an option to Display Recurrences.) Choose Edit if changing anything other than the date or time. Or Highlight it in the Planner and click the Magnifying Glass icon. 2. Make your changes If changing Room or Equipment selections 1st Clear the check mark for any items that will not be used. 2nd Save the event. See Step #3 below. 3rd Select any new items to add to the event. 4th Save the event again. 3. Save the event Click the Save icon. Recurring Events open this Change Event window. Select a Change option: In this occurrence only changes a specific occurrence without impacting any other occurrences. In all occurrences updates all occurrences, including any in the past. In all occurrences within the date range below activates the Range of change date fields to allow updating selected occurrences. Select OK to scan for conflicts and then save the changes. CONFLICTS A message like this appears if conflicts are found when Setting or Extending a Recurring Event, or saving time, date or resource changes for an event Select OK to Preview or Print the Conflicts report. After printing or previewing, select Done. You are then if you wish to proceed. Select Yes to save your event entries on all dates requested. On the dates that have conflicts, the conflicting rooms or equipment will not be scheduled. (If an event is marked as Conditional on the Facilities tab, those resources will be scheduled.) Select No if you decide the conflicts will cause too many problems and you want to change the current event s dates, times or resources.

8 Page 8 Utilities Import/Export Import Holidays Go to logoscms.com/products/facility Scheduler to download Holidays file. Run the Holidays.exe routine to extract files for multiple years. Then run this utility to import data for each desired year. Export to Calendar Creator Use for creating and printing attractive calendars. Export to Google Calendar Export to Microsoft Outlook Other Utilities Delete Old Events (First Backup your data. See Below.) Enter a Delete Before date all events prior that will be cleared. Run Reindex Data Tables (System menu), choosing All Tables and Pack. This removes deleted records from the data tables. Fix Room Selections Fix problems if events were deleted, but room assignments were not cleared. UR Installed/Not Installed Indicates if User Reports is installed to enable editing standard reports. System & Users Tab Maintain Users System Administrator Only Access (Right mouse button) Event Planning Read Only option allows lookup Multiple databases Archive Backup Data Backup regularly and frequently. Always backup before installing an upgrade or deleting old events. Logos Global Backup automates the process to protect your valuable data. Call for information