A Schedule is tied to a Scheduler Organization and specifies when resources are available for booking. Resources that are added to an Organization must be part of a Schedule and you must have at least one Schedule in an Organization. A Schedule can represent an entire building, a specific floor of the building, or a department.
Only Application Admins and Schedule Admins can create or edit schedules. Application Admins access schedules through the Application Management menu, while Schedule Admins use the Responsibilities menu.
Creating a New Schedule and Adjusting the Layout
When first accessing the Schedule menu, a default Schedule for the Organization will display. This Schedule can be edited or additional new Schedules can be created by clicking Add Schedule.
From the Add Schedule window, complete the following fields:
Name: Enter a descriptive name for your Schedule (e.g., Basement, Floor 1, Immunology Lab).
Starts On: Select the start day for your Schedule.
Number of Days Visible: Choose how many days will appear in the Schedule view such as 7 days for a lab open every day, or 5 days if it’s closed on weekends.
Use Same Layout As: Optionally copy the layout from an existing Schedule.
When finished, click Add to create your Schedule. All Schedules tied to the specific Organization will appear on the Schedules page.
Adjusting the Schedule Layout
From the Schedule Page, each available Schedule will include additional options to customize the settings.
Click the pencil icon next to Layout section to adjust the Schedule Layout to include your local Timezone, time slot duration (defaulting to 30-minutes), your Reservable Time Slots and Blocked Time Slots. Click Update to apply your Layout settings.
Additional Schedule Settings
Available Schedules can also be adjusted to control control permissions, visibility, and display preferences.
The table below provides an overview of each available setting and its purpose.
| Setting | Description | Notes |
|---|---|---|
| Schedule Administrator | Assigns a group with the Schedule Admin Group Role to manage the Schedule. | Only groups with the Schedule Admin role appear. Click here to learn how to manage Groups and assign Admins. |
Limit on Concurrent Resource Reservations |
By default, unlimited concurrent reservations are allowed. If a limit is set, it becomes the maximum number of reservations that can occur across any resources within this schedule. | A Resource Admin or Application Admin can always reserve more than one resource on the same reservation. This setting can be used to enforce social distancing and limit the amount of lab members in the lab at one time. Click here to learn how to set a limit at the Resource level. |
| Limit to the Number of Resources per Reservation | By default, members can reserve multiple resources in the same reservation. If a limit is set, users will only be able to reserve a set number of resources on the same reservation. | Administrators can always reserve more than one resource on the same reservation. |
| Default Style |
This controls the default view of the bookings page: Wide: Expanded column view Tall: Extended vertical layout Week: Full weekly overview |
Adjusts the default layout display for members. Keep in mind, members can adjust the view on the Bookings page to what they prefer. |
| Make Default | Sets this Schedule as the organization’s default. | The Default Schedule cannot be deleted. |
| Delete | Permanently removes the Schedule. | Cannot delete the Default Schedule. |
| Show to Public | Makes the Schedule publicly visible. To learn more about subscribing to calendars, click here. | Allows viewing outside the organization. |