The Application Configuration tool offers a variety of advanced settings to further customize the Scheduler Organization privacy settings, display settings, email notifications, reservation reminders, availability of credits and more.
Application Administrators can access Application Configuration through the gear icon from the top navigation bar. To learn more about Scheduler roles and permissions, view Understanding Scheduler Roles and Permissions.
Click Update at the bottom-right of the page to save any changes.
Ownership and New User Default Settings
Ownership Settings
The email address for the primary person responsible for managing the Organization is listed. This is by default the account email for the user that created the Organization.
New User Default Settings
When new users create an account, default settings are applied that can then be adjusted in the User Profile. To change the default settings for new members of the Organization, Application Administrators can adjust these options.
- Default User Timezone – Administrators can set the timezone set for all users when they join the organization. It is recommended that all users in the same organization have the same timezone selected. If a user would like to change the timezone for their account, this can be adjusted in their Account Profile. To learn more about the Account Profile, view Managing your Account Profile and Preferences.
- Default User Language – Administrators can set the language set for all users when they join the organization. If a user would like to change the language for their account, this can be adjusted in their Account Profile. To learn more about the Account Profile, view Managing your Account Profile and Preferences.
- Default Home Page – By default, when users login to LabArchives scheduler, they are brought to the Dashboard or to whichever default homepage is selected. Administrators can set the default home page for new users Dashboard, Schedule, My Calendar, and Resource Calendar. If a user would like to change the homepage for their account, this can be adjusted in their Account Profile. To learn more about the Account Profile, view Managing your Account Profile and Preferences.
- Opt New User Into All Reservation Activity Emails – If enabled, all new users will automatically receive all emails for their own reservation activity. Individuals can manage their own Notification Preferences at any time. To learn more about the Notification Preferences, view Managing your Account Profile and Preferences.
- Notify Administrators When New Users Join – If enabled, all administrators will receive an email each time a new user accepts an invitation.
Privacy Settings
Privacy Settings control what the Organization members can view about the reservations.
- Hide User Details – By default, members of an organization can see information about other members of the organization. As an example, on the bookings page a user can see the name and email of the person assigned to the reservation. If Hide user details is enabled, personal details of users will be hidden from everyone except administrators.
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Hide Reservation Details –By default, members of an organization can see information about other reservations. If Hide Reservation Details is enabled, users will see basic information like resource name and reservation time but they will not see details like the reservation title. Administrators in the organization will still see the reservation details.
As an example, in the reservation below, the user can see that the resource is reserved but they do not know who created the reservation or any information like the reservation title or description.
Display Settings
In Display Settings, there are several options the display of reservations on the Bookings, My Calendar, and Resource calendar pages.
Enable User Color Coding
In some cases, administrators of the organization may want to assign a unique color to reservations created by specific users. As an example, you may want all reservations made by someone in the biology department to be blue while reservations made by the chemistry department would be green.
If No is selected, the Bookings, My Calendar, and Resource calendar will display reservations in the default color scheme. As an example, all pending reservations are orange on the bookings page.
If Yes is selected, Application Administrators and Group Administrators can assign a color for each user.
On the Users page, Administrators can assign a color to each user by clicking Edit on the Color column. Once assigned, all reservations created by the user will display that color. To learn more about managing Users, Inviting Members to an Organization.
Reservation Update Highlighting (Minutes)
In some cases, it's helpful to know when a reservation was created or updated recently. When this option is enabled, will see an UPDATED or NEW label displayed on the reservation when it was recently created or updated.
Application Administrators can add input the number of minutes that the NEW or UPDATED flags will appear on the reservation. For example, setting this to 5 will show a 'NEW' label for any reservation created within the last 5 minutes and an 'UPDATED' label for any reservation updated in the last 5 minutes. If the Reservation update is set to 0 minutes, no label is displayed.
Show Resources Without Permission
In some cases, an administrator may provide users with restricted access to a resource. By default, the user may see that the resource is listed on the bookings page but they can not see any reservations, and can not create a reservation for that resource.
If No is selected for Show Resources Without Permission the users will not see any information about resources that they can not reserve.
Hide Blocked Periods
By default, users blocked periods such as times on the schedule when the resources are unavailable. As an example if the schedule is set from 9am-5pm, the bookings page will display 24 hours.
If this option is enabled, users will only see when the resources are available to book. As an example if the schedule is set from 9am-5pm, the bookings page will display 9am-5pm.
Allow All Users to Run Reports
By default, only administrators can run reports. If this option is enabled, all members of the organization can access reports. To learn more about reports, Tracking Utilization through Reports.
Require Reservation Title
By default, the title of a reservation is optional. In some cases, organizations will require a reservation title to collect more information from users. If enabled, when creating a new reservation title will be required. Administrators are not required to input a reservation title. To learn more about creating reservations, Create and Manage Reservations.
Require Reservation Description
By default, the description of a reservation is optional. In some cases, organizations will require a reservation description to collect more information from users. If enabled, when creating a new reservation description will be required. Administrators are not required to input a reservation description. To learn more about creating reservations, Create and Manage Reservations.
Labels
On Bookings, Resource Calendar, and My Calendar, members of the organization will see information about other reservations. Administrators can customize which labels are displayed. Keep in mind, on smaller devices, it may be more difficult to read long reservation labels.
Available tokens for reservation labels are {name}, {title}, {description}, {email}, {phone}, {organization}, {position}, {startdate}, {enddate}, {resourcename}, {participants}, {invitee}, {reservationAttributes}. Custom attributes can be listed with att followed by the ID. For example if the custom attribute has ID 1061, the token would be {att1061}. To learn more about Custom attributes, Applying Custom Attributes to Reservations, Users, and Resources.
As an example, if you would like to see the name of the person reserving the resource, the title of the reservation, their email address and you would like to have a comma between each value, the reservation label should be set as: {name}, {email}, {title}
Reservation Label
By default on the Bookings page, users will see the first and last name of the person who created the reservation. To customize this, input the tokens that you wish to display. As an example, if you would like to see the title of the reservation and the email address of the person who created the reservation the token would be: {title} {email}
My Calendar Reservation Label
By default on the My Calendar page, users will see the resource name and title of the reservation. To customize this, input the tokens that you wish to display.
Resource Calendar Reservation Label
By default on the Resource Calendar, users will see the resource name for each reservation. To customize this, input the tokens that you wish to display.
Reservation Popup Format
By default, users can hover their mouse over an existing reservation to see details like who created the reservation, the reservation start time, accessories, and more. To customize this, input the tokens that you wish to display.
Calendar Subscription Format
If a member of the organization adds reservation information to an external calendar (Google Calendar, Outlook, etc.) using the ICS file or URL, the labels set in application configuration will be included. As an example, if the calendar event should have the reservation title, reservation description, and participants it should be set to: {title}, {description}, {participants}. To learn more about subscribing to a calendar Sharing Calendars and Reservations.
My Calendar Subscription Format
If a member of the organization adds reservation information to an external calendar (Google Calendar, Outlook, etc.) using the ICS file or URL from the My Calendar page, the labels set in application configuration will be included. As an example, if the calendar event should have the reservation title, reservation description, and participants it should be set to: {title}, {description}, {participants}. To learn more about subscribing to a calendar Sharing Calendars and Reservations.
RSS Calendar Subscription Format
If a member of the organization adds reservation information to an external calendar (Google Calendar, Outlook, etc.) using RSS, the labels set in application configuration will be included. As an example, if the calendar event should have the reservation title, reservation description, and participants it should be set to: {title}, {description}, {participants}. To learn more about subscribing to a calendar, Sharing Calendars and Reservations.
Name Format
Throughout LabArchives scheduler a users full name will be displayed. By default the name is displayed in order of first name last name with the tokens {first} {last}
If you prefer for the name to be displayed as last name first name, it should be set to: {last} {first}
Reservation Reminders
In some cases, members of the organization may want to receive an email reminder about a reservation that is starting soon.
Enable Reservation Reminders
If this is enabled, when creating a new reservation, users can select "Send Reminder" to receive an email notification at the start or end of the reservation time. To learn more about creating reservations Create and Manage Reservations.
When creating or updating a reservation, users will see the below options. The administrator can select the default Start or End reminder time, however, this can be adjusted by the person creating the reservation.
Reservation Rules
In addition to the settings available at the resource and schedule level, Application Administrators can adjust a few permissions in application configuration that apply to all reservations and resources.
Reservation Constraint
By default, members of the organization can only create or edit reservations that occur in the future. They can not edit an ongoing reservation or a reservation that occurred in the past. Keep in mind, administrators in the organization can always create or update reservations that they created or reservations made by others.
In some cases, administrators of the organization may want to allow users to create or edit reservations. As an example, if the user finishes early, they may want to adjust the reservation end time so someone else can use the resource.
- If Future Slots is selected members of the organization can only create or edit reservations that occur in the future.
- If Current Slot is selected, members of the organization create a reservation at the current time or update a reservation is ongoing.
- If None is selected, members of the organization can update or create reservations at anytime (including reservations that occurred before the current time).
Updates Require Approval
Administrators can set resources to require approval. If this is enabled, users will submit a reservation request, the request is reviewed by an administrator, and if approved the reservation is created. To learn more about reservation approval Reservation Approval Workflow.
By default, No is selected for Updates Require Approval. This means that once the reservation is approved, the person who created the reservation can update the reservation. As an example, they may want to add a reservation title or change the reservation end time.
If Yes is selected, administrators will review any changes made to an approved reservation.
Prevent Participation
By default No is selected which means that users can be invited to join a reservation as a participant or invitee.
If Yes is selected, the Participant and Invitee fields are not displayed when creating a reservation.
Prevent Recurrence
By Default 'No' is selected which means that while creating a reservation members of the organization can select for the reservation to repeat daily, weekly, or monthly.
If 'Yes' is selected, users will not be able to set a recurring reservation. A new reservation must be created each time.
Allow Waitlist
In some cases, members of the organization may want to be notified if a timeslot becomes available due to another reservation being changed, or deleted.
If Allow Waitlist is set to 'Yes', users can select existing reservations and click 'Notify Me When Available' to join a waitlist. If the existing reservation is deleted, changed, or if the user does not check in and the reservation is released, the user is notified by email.
Check In Time
For popular resources, administrators may want to enable Check In and Check Out. At the start of a reservation, users must login and click "Check In" to confirm that they are using the resource. If the user does not check in within a set amount of time, the reservation is removed.
By default the user must check in within 5 minutes of the reservation start time. With this setting, the Application administrator can set increase the time to check in. To learn more about check in and check out, Create and Manage Reservations.
Reservation Attachments
By default, members of the organization can include attachments (up to 20MB) when creating a reservation. As an example, you may want to include a meeting agenda in the reservation for a meeting. Application Administrators can choose to disable reservation attachments or restrict the type of attachments that can be included.
- Enable Attachments – If 'No' is selected, members of the organization will not have the option to upload attachments when creating a reservation.
- Attachment File Type Limit – By default, members of the organization can upload common file formats like office files, text files, and images. With this setting, administrators can allow additional file types to be uploaded.
Credits
A LabArchives Scheduler Administrator may require users to pay to reserve one or more resources with Credits. Credits are a currency that can be assigned or purchased by members of the organization and spent by creating reservations. Credits a great way to incentivize members of the organization to use less popular resources or to create the reservations at less popular times.
To learn more about creating, using, and purchasing credits, Purchasing and Using Credits.
Enable Credits
If Yes is selected, administrators of the organization can set peak times in schedules, a price to reserve each resource, and provide users with credits.
If No is selected, administrators will not have the options manage credits.
Allow Credits to be Purchase
If Yes is selected, Application Administrators can set up a payment gateway with Stripe or PayPal. Members of the organization would be able to purchase credits in app. To setup a payment gateway, select "Application Management" then "Payments." To learn more about setting up a payment gateway, Enabling Blackout Times, Quotas and Credits to Restrict Resource Use.
If No is selected, Administrators of the organization will manually assign users an amount of credits on the Users page.