Need for a Building scheduler??

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
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aebrown
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#11

Post by aebrown »

mawhiteley wrote:The event is on the ward calendar with resources reserved. But then there is also a Building Resource calendar that is not sync'd (either direction).

What do you mean by "Building Resource calendar"? Is that a regular calendar that has the name "Building Resource"? Or are you referring to the option "Manage Resource Assignments"?

If it is the latter, then I would recommend that you read the help section Assigning Locations and Resources -- that will explain the distinction between a calendar event with a resource reservation (which any calendar editor can do as he or she schedules an event) and a resource assignment (which is not an actual reservation, but simply means that only the assigned ward or a building scheduler or approver can reserve that resource at that time). An actual reservation connected to an event will stop anyone else from reserving that resource at that time, but a resource assignment does not create any event and thus does not create any reservation. That's why no one can see the assignment on any calendar.
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aebrown
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#12

Post by aebrown »

mawhiteley wrote: In theory, another member will get a conflict when they try to create an overlapping event, but there is no resource reservation viewable to them so they can see what's open.

With the new calendar, most members don't see what's open on the normal calendar view. Instead, they should schedule the event and see if a conflict exists. If it does, they won't be able to save the event.

If they do want to see what is reserved for a particular building, they can check the box by the location name under Subscribed Locations. Only calendar editors have this option. However, this only shows the events that use any resource in the selected building. It doesn't tell you exactly which resources are reserved -- you still have to examine the event details to see that.

So it's generally easiest to just try to schedule the event, specifying the desired resources. Then let the system determine if there are any conflicts for those specific resources at the specified time.
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mawhiteley
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#13

Post by mawhiteley »

Thanks. I've read the referenced document a couple times. However, I still must have a conceptual misunderstanding on how it is supposed to work, or my permissions on the calendar must allow me to do anything, conflicting or not.

I'll go play around some more.....appreciate the help.
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aebrown
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#14

Post by aebrown »

mawhiteley wrote:Thanks. I've read the referenced document a couple times. However, I still must have a conceptual misunderstanding on how it is supposed to work, or my permissions on the calendar must allow me to do anything, conflicting or not..

Yes, that is sometimes a point of confusion. If you have made a resource assignment for a particular ward, then only that ward can schedule that resource at that time. But regardless of a resource assignment, a building scheduler can schedule any resource, even if he or she is not in the assigned ward. So if you want to test whether a resource assignment actually stops others from scheduling the resource, you will have to ask someone with regular editor permissions from another ward to give it a try. You have too much power, so your ability to schedule the resource tells you nothing about whether the resource assignment is set up properly.
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mawhiteley
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#15

Post by mawhiteley »

aebrown wrote:If they do want to see what is reserved for a particular building, they can check the box by the location name under Subscribed Locations. Only calendar editors have this option. However, this only shows the events that use any resource in the selected building. It doesn't tell you exactly which resources are reserved -- you still have to examine the event details to see that.
I've tried this before. It only shows the building resources assigned to my ward. I cannot see the resources I have assigned to the other ward. If it did, this would solve a lot of problems.
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aebrown
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#16

Post by aebrown »

mawhiteley wrote:I've tried this before. It only shows the building resources assigned to my ward. I cannot see the resources I have assigned to the other ward. If it did, this would solve a lot of problems.
I think you're still confusing reservations with assignments. The only place you can see assignments is on the Manage Resource Assignments page. When you (or any other editor) checks the box by the location under Subscribed Locations on the main calendar view, you will see the events that are scheduled for the building.

You will never see assignments on the main calendar view. If you think you're seeing your ward's assignments on the main calendar view, that is only because you created both an assignment and a reservation for the same event (as you said you were doing in your original post).

Assignments should generally not be created for specific events; rather, they are generally used for purposes of blocking out recurring times. For example, in a building shared by two wards, the cultural hall might be reserved for Ward A on Tuesday evenings and for Ward B on Wednesday evenings. Someone still needs to make reservations. For example, the Laurels in Ward A may reserve the cultural hall by creating an event on a particular Tuesday that uses the cultural hall. On another Tuesday, the Scouts in Ward A would reserve the cultural hall by creating their own event that uses the cultural hall. But the same recurring weekly assignment for Tuesday would prevent Ward B from ever scheduling the cultural hall on any Tuesday.
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russellhltn
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#17

Post by russellhltn »

mawhiteley wrote:Something doesn't seem correct/efficient in this new calendar tool.

It seems that the calendar doesn't know that the resources used by the two wards are one in the same. Either the resources are not set up right, or perhaps there's an error in the FM Group's database such that it appears that the two wards are in separate buildings.
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mawhiteley
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#18

Post by mawhiteley »

aebrown wrote:I think you're still confusing reservations with assignments. The only place you can see assignments is on the Manage Resource Assignments page. When you (or any other editor) checks the box by the location under Subscribed Locations on the main calendar view, you will see the events that are scheduled for the building.

You will never see assignments on the main calendar view. If you think you're seeing your ward's assignments on the main calendar view, that is only because you created both an assignment and a reservation for the same event (as you said you were doing in your original post).

Perhaps I can't get past the concept. It seems silly that a calendar editor has to go through a crap shoot to try and find an open resource for the building. Only to be told after they tried a *blank* day, and fill out the event form, then they are only notified the other ward has the building for that time. There seriously has to be a better way. Why can't building resource reservations from either ward, or the building resource assignment schedule, show up on a ward calendar (sync) so someone can see at a glance where an opening is. This crapshoot is a waste of time and what I'm trying to prevent, well, reduce anyway. :)
jdlessley
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#19

Post by jdlessley »

Don't be too frustrated with this. The calendar is not completely finished. We have enough complaints about not being able to view resources scheduled and feedback to the developers that there is pretty good reason to believe that is a feature coming down the road.

For now it is a crap shot, in a way, to determine what has not been reserved. The resources that have been reserved can be determined by viewing the details for each scheduled event on any given day. From that, if you have the patience, you can determine the resources that have not been scheduled.
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mawhiteley
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#20

Post by mawhiteley »

jdlessley wrote:The resources that have been reserved can be determined by viewing the details for each scheduled event on any given day. From that, if you have the patience, you can determine the resources that have not been scheduled.
Not if the other ward has the resources. You are blind and have to roll the dice to try and find an open resource/date/time. Even I, as the building scheduler, cannot see the other ward's calendar to try and alleviate the resource reservation lottery between wards.

That's good news. As I was looking for a method to submit complaints to the developers, I ran across this site. Great resource! Thanks.
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