Logos Facility Scheduler

Groups:

Use for Reports; events can be linked to one or more groups.

Groups

&

Categories

Setup

Rooms/Buildings

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.

Categories:

Use for managing Event Planning displays; events link to only one category.

Most reports allow selecting from the list of Groups.

Enter/Select Category in Event Planning Edit Categories in Preferences > Field Text > Combo Boxes

Link groups to an events in Event Planning.

Setup —

continued

Daily Schedule — A Typical Example

1. Select Options 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.

Report sorts by time. Lists the Event / Times / Contact or Group / Room / Kitchen.

Reports —

(Results)

2. Select Group(s)

3. Select Output

Staff — Keys — Holidays —

Holidays can be skipped when scheduling recurring events. Import utility adds many common holidays. Download file from

Logos website: logoscms.com/Products/Facility Scheduler.

Equipment

Tables/Chairs

If no groups are selected, events for all groups will print.

Reports —

continued

Event List

Date range can be any time period desired.

Report sorts by day and then by time. Lists the  Time  Event  Room Most reports have this option to print for

all groups (leave all unmarked) or selected groups (mark one or more).

Monthly Calendar

Table format limits text in a cell.

Prints only events marked for Monthly Calendar on Groups tab.

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.

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

Scheduling —

Information for Reports

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.

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.

Event Detail

Click on event in Planner, then click the right mouse button and choose Edit or click on magnifying glass icon.

Event Planning

 Daily  Weekly  Preview  Monthly  Yearly

 List (Daily, sorted by Time) Limit views by Category.

Find Event… by Event,

Group, Room, Staff, Equipment… and/or Date

Use or edit the Request to

Schedule report to gather event

information.

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

 Setup/Equipment –

Arrange/Tables/Chairs

 Staff – Contact Person

Staff Members/E-Mail

 Groups – Publicity

Report Selections

 Planning – Optional

Calendar icon returns to the Calendar Views.

NOTE: Save your new event (or any changes to the event times) BEFORE making selections on other tabs. This ensures that grids refresh correctly.

Event Type — Blue text explains how to change a Normal event to Recurring or Multiple Day. Resize the window by dragging the borders.

Facility Tab

Off Campus — Entry in Location

field defines Off Campus event.

Check Mark — Room is re-served for this event Lock — Room is reserved for another event or is linked to a Main/Division/ Breakout room reserved for this event. Setup/Equipment Tab Staff Tab

Primary check box

indicates room to feature on reports.

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

Contact Person — who to

call or email 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.

Email — First define your

system (Preferences) in order to send a message to a Contact Person (with option to include Staff) from here.

Recurrences

Once an event has been saved, the Recurrences icon becomes active. Options are active based on status of the current event.

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.

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.

Special Event —

Most reports allow boldfacing events marked as Special — or printing only these events.

Skip Holidays — Mark to not schedule event

on days marked as Holidays.

(Holidays can be defined to use or not use this feature.)

Change Event Time

Moves an occurrence to a new time on the same date, with option to Retain Original Time.

Save Your 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 Recur-rences.) 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 oc-currence without impacting any other occurrences.

 In all occurrences —

up-dates all occurrences, in-cluding 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.

Scheduling —

Update an Existing Event

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

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 —

877-995-6467.

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 re-moves 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.