Shared Building Calendar Conflicts

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
toryhebdon
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Shared Building Calendar Conflicts

Postby toryhebdon » Thu Aug 23, 2012 2:58 pm

We share the building with another Ward and are having incidents where the building is double-booked because the schedulers can't see each others reservations.

Is there a way to set permissions so that both wards can see each others building events?

russellhltn
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Postby russellhltn » Thu Aug 23, 2012 4:30 pm

See view events by location.

A couple of things. First, the calendar uses "Reservation" in a very specific way. Reservations should never be used to block off a resource for an activity. You need to create an event. There are too may loopholes when using reservations.

Secondly, if people are not using the location field, then it's entirely possible to double-book.
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Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.

toryhebdon
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Postby toryhebdon » Fri Aug 24, 2012 7:30 am

So, to make sure I understand correctly.
As a building scheduler, I need make "reservations" for each unit in the building on their assigned day. For example, we rotate Friday and Saturdays each week between two units. If I make reservations for Unit A for a Friday then only those those members in Unit A will be able to create an event on that Friday. Is that correct?

TinMan
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Postby TinMan » Fri Aug 24, 2012 7:41 am

Tory,

We struggled with this for a long time. Our solution was to do this: We have one building scheduler who can do reservations. (The ward clerk in the other ward that meets in our building.) That is all this person can do. He cannot schedule events. And those who can schedule events cannot change reservations. Since we made this change, we have had zero problems.

A second thing we learned the hard way. If you look at the calendar using the "weekly view" and not the "monthly view" you can see events in the other ward that are scheduled in the building. Just make certain every event has the little colored building icon for your building. That means they properly hit the correct "location" button when they scheduled the event.

I have suggested that when you hit the "create event" button that if you haven't selected a location, a message comes up that says something like "no location was selected for this event, do you wish to continue" would come up. Just some sort of check. Not selecting a location also creates problems as Russell indicated.

toryhebdon
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Joined: Thu Aug 23, 2012 2:53 pm

Postby toryhebdon » Fri Aug 24, 2012 7:55 am

So, when that ward clerk makes a reservation for Unit A for a Friday then only those those members in Unit A will be able to create an "event" on that Friday. Is that correct?

russellhltn
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Postby russellhltn » Fri Aug 24, 2012 10:28 am

toryhebdon wrote:So, when that ward clerk makes a reservation for Unit A for a Friday then only those those members in Unit A will be able to create an "event" on that Friday. Is that correct?


And anyone designated as a building scheduler. Building Schedulers are not restricted by reservations.

But yes, your understanding is correct for everyone else.
Have you searched the Wiki?

Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.


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