How to Add a New Event in Room View
IMPORTANT: Access to the Calendar module is restricted to users with Admin, SRP, or SRP (full control) privileges.
A user with either privilege can schedule new events; however, any booking created by a user with SRP privilege has to be approved by a user with Admin or SRP (full control) privilege.
Access the Calendar module and select the Room view.
Select the room you intend to book for the event.
Click and drag the cursor through the time interval you want to schedule the event for.
The Edit Event pop-up window appears.
Type the title of the event in the Title field.
The system automatically generates a title, thus if not changed, the newly created entry will be entitled 'New Event'.
5. Adjust the starting and ending time of the event using the respective calendar icons and the hour and minute sliders within.
6. Use the Repeat drop-down menu to set up the event's repetition. By default, the drop-down menu is set to None (the event is not repeated).
7. If repetition is set up, the End repeat drop-down menu is activated, where the time when the repetition should cease must be determined.
8. Choose the Activity from the drop-down where you intend to schedule the Event.
The Activity can be deleted by clicking the X in its field.
9. Make notes in the Notes field, if desired.
10. When adding an event from Room View, the room is automatically added but can be deleted, and a different room can be added via the drop-down. Also, additional rooms can be assigned to the event.
In case of multiple rooms, each room has to be assigned a case, participants and resources on its separate tab.
If any overlap occurs with room selection, a message appears informing about the scheduling conflict and the automatic saving will be reversed.
11. Choose the Case(s) via the drop-down.
The Case drop-down is only available when an Activity within which the Event would be scheduled has been chosen. Only the Cases assigned to the selected Activity can be used.
12. Select participants using the Add Participant field in the Participants panel.
IMPORTANT: Any participant can be added independent of membership in the groups assigned to the Activity. However, if not a participant group member, the user will not be able to submit data entry.
Adding participants not assigned to Activities is useful when reserving rooms for meetings or presentations, for instance.
Participants, not members of any groups assigned to the Activity, are displayed in an orange frame. Groups, however, are not distinguished, independent of whether or not they are assigned to the activity.
13. Add the desired resources by typing in the Add Resource field in the Resources panel.
14. Close the window, as all changes are saved automatically.
Document upload to Events
Document upload is possible to events via the Calendar module without adding a Setup sheet to the event (if the Inventory Manager module is enabled).
Documents uploaded to events this way are only displayed in the Calendar, not the Inventory module.
For further information, visit our Calendar Module and Calendar - How-to pages, or watch our Calendar Module Training Videos.