Building scheduler can't see other wards calendars in an event

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
fsiufanua
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Building scheduler can't see other wards calendars in an event

Postby fsiufanua » Mon Jan 16, 2012 8:10 pm

Scenario:


John has been assigned to be the building scheduler. He is is Ward A.
Samantha is in Ward B in the same Stake as John.


Samantha doesn't have access to a PC, so she calls John to create a calendar event and lock out the kitchen for Tuesday for their relief society.


John creates the event and locks out the kitchen, but can't assign it to Samantha's “relief society” calendar because in the “Calendar” drop down box, the only calendars he sees are those in his ward (ward A).




Question:


Is this a limitation, or is the building scheduler not allowed to see all calendars (for every ward) in the stake?


Have we assigned the rights incorrectly?

russellhltn
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Postby russellhltn » Mon Jan 16, 2012 8:58 pm

No, that's the way the new system works. The solution is to have someone in Ward B, perhaps another member of the RS presidency, or a member of the extended Bishopric place it on the appropriate calendar.
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jdlessley
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Postby jdlessley » Tue Jan 17, 2012 12:40 am

fsiufanua wrote:John creates the event and locks out the kitchen, but can't assign it to Samantha's “relief society” calendar because in the “Calendar” drop down box, the only calendars he sees are those in his ward (ward A).
John didn't create an event. Building schedulers cannot create events*. What appeared to be an event was a reservation which is different from an event. Reservations set aside a location or rooms/equipment at a location for a designated ward or the stake. Until someone in the ward for whom the reservation was made creates an event the rooms will not be scheduled. In this case the kitchen was only reserved for Ward B. This prevents Ward A, Ward C, or any other ward from scheduling the kitchen on the same date and time as the reservation for Ward B.

(*Note: If a building scheduler has been designated as an editor of a calendar then they can create events for that calendar.)

As RussellHltn posted, someone in Ward B who has editor rights to the RS calendar would have to create the event to schedule the kitchen. Until that event is created the kitchen will not be scheduled and anyone in Ward B can schedule it.

fsiufanua wrote:Is this a limitation, or is the building scheduler not allowed to see all calendars (for every ward) in the stake?
Building schedulers can only see the calendars in their own ward just like everybody else. They have no special access to calendars outside their own ward. Everyone within a stake can view events with scheduled rooms/equipment at a location. Building schedulers can see all events taking place at their assigned location(s) through the Reservations section.
JD Lessley
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russellhltn
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Postby russellhltn » Tue Jan 17, 2012 1:36 am

jdlessley wrote:This prevents Ward A, Ward C, or any other ward from scheduling the kitchen on the same date and time as the reservation for Ward B.


However, if John forgets about the reservation, and is asked to schedule something for his ward, he could inadvertently schedule something on top of that reservation without knowing it. This is because what the system calls "reservations" (probably better called "restrictions") does not apply to Building Schedulers.

Thus, come Tuesday, he could have a couple of unhappy groups.

The moral of the story: Don't use Reservations in place of events.
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dwmoore
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Postby dwmoore » Tue Jan 17, 2012 12:51 pm

If a building schedule has to then get someone else in the other ward to post something on their calendar, what is the purpose of a building schedule. The real problem is that building schedulers need to be able to see all the events scheduled in their specific building, not just their ward. Would it be possible to have the stake technology specialist as part of setting up the location to assign additional calendars to the building scheduler. When buildings have 3 and 4 wards, there is a real problem in coordinating activities.

What do you think of having a building calendar as a stake calendar. If locations are being scheduled, then it is done on a building calendar created as a stake calender.

russellhltn
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Postby russellhltn » Tue Jan 17, 2012 1:21 pm

dwmoore wrote:If a building schedule has to then get someone else in the other ward to post something on their calendar, what is the purpose of a building schedule. The real problem is that building schedulers need to be able to see all the events scheduled in their specific building, not just their ward. Would it be possible to have the stake technology specialist as part of setting up the location to assign additional calendars to the building scheduler. When buildings have 3 and 4 wards, there is a real problem in coordinating activities.


The problem is you're hanging on to the "old way" where everything goes though the building scheduler. Under the new system, the "Building Scheduler" (which really isn't a good name for the new role) only sets aside locations for wards and deals with conflicts. Normal scheduling is "first come, first served". As long as there is no conflict, then the calendar editor can schedule the use of the building.

dwmoore wrote:What do you think of having a building calendar as a stake calendar. If locations are being scheduled, then it is done on a building calendar created as a stake calender.


No, that's a horrible step backwards since now you're having to schedule the building AND the event.
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blakedhansen
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I have the same question

Postby blakedhansen » Tue Jan 17, 2012 7:30 pm

I schedule a stake center and now I am worried that I scheduled a bunch of events, not realizing that I couldn't see the other ward's calendar. Is there any way I can get permission to see the other wards?

I am also the "calendar clerk" so I manage my ward's calendar.

This job will be hugely difficult if I cannot obtain the other wards calendars.

Is there a way to get a link to sync to a google calendar?

russellhltn
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Postby russellhltn » Tue Jan 17, 2012 7:33 pm

blakedhansen wrote:I schedule a stake center and now I am worried that I scheduled a bunch of events, not realizing that I couldn't see the other ward's calendar. Is there any way I can get permission to see the other wards?


There is no way to do that at this time.

Note that the issue where there truly is a double-booking only happens during reservations.


blakedhansen wrote:Is there a way to get a link to sync to a google calendar?


You get your own by going to Settings > Sync. I'd advise against making the resulting calendar public.
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blakedhansen
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personal, community, and family events that are not public.

Postby blakedhansen » Tue Jan 17, 2012 7:34 pm

dwmoore wrote:If a building schedule has to then get someone else in the other ward to post something on their calendar, what is the purpose of a building schedule. The real problem is that building schedulers need to be able to see all the events scheduled in their specific building, not just their ward. Would it be possible to have the stake technology specialist as part of setting up the location to assign additional calendars to the building scheduler. When buildings have 3 and 4 wards, there is a real problem in coordinating activities.


What do you think of having a building calendar as a stake calendar. If locations are being scheduled, then it is done on a building calendar created as a stake calender.


Here is the problem I am dealing with. Bishops allow members to do family events, mission reunions, social gatherings, organ practices, small group sports, etc. These things certainly do not belong on a public calendar.

russellhltn
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Postby russellhltn » Tue Jan 17, 2012 7:37 pm

blakedhansen wrote:Here is the problem I am dealing with. Bishops allow members to do family events, mission reunions, social gatherings, organ practices, small group sports, etc. These things certainly do not belong on a public calendar.


That's would probably be a good task for the Building Scheduler, providing they have a "Private Events" calendar they can schedule that on.
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