Best way to use Resource Calendar?

[zaneclark]

We are just starting to use the Resource Calendar in some of the wards in the stake, and although I think I have the technical side of it down, ie., the administrator has to be a stake administrator, etc., we are coming up with a lot of questions. For example, should the administrator go to the ward calendars in his building and add all the regularly scheduled meetings such as MIA to the resource calendar? Right now it seems like the ward calendar and the resource calendar could have some conflicts if the administrator didn't check both before adding anything. And I suppose the same could be for the ward calendar. Whoever is adding to that should also check the resource calendar before adding anything? Am I making this way to complicated?

zane

[russellhltn]

You could, enter the events on the resource calendar, but what happens when things change? Who is going to sync the change?

Yes, one would need to check other calendars, but I don't see any other way to use them.

[aebrown]

should the administrator go to the ward calendars in his building and add all the regularly scheduled meetings such as MIA to the resource calendar? Right now it seems like the ward calendar and the resource calendar could have some conflicts if the administrator didn't check both before adding anything. And I suppose the same could be for the ward calendar. Whoever is adding to that should also check the resource calendar before adding anything? Am I making this way to complicated?

There are a variety of systems that can work. In our stake, our general policy is:

1. Standard reservations for events such as Mutual are simply put on the calendar using a repeating event. So Ward A gets the building every Tuesday night and Ward B gets the building every Wednesday night.
2. When the stake schedules the entire year of events, the resource schedulers are told to reserve the appropriate building/rooms for all those events.
3. Other than that, for all events that are scheduled or changed, it is the responsibility of the person making the addition or change to the event calendar to also reserve the building.

Given those rules, the resource administrator doesn't have to check the event calendar before adding anything -- he just has to focus on the resource calendar. If someone schedules an event but fails to schedule the resource, it's their tough luck if someone else comes along and schedules the resource for that time. That's the only way that's reasonable for a building that is used by multiple wards, and it seems like a reasonable policy even for buildings with only one ward.