Restrictions--Multiple building schedulers for same building

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
perryk
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Restrictions--Multiple building schedulers for same building

Postby perryk » Sun Sep 08, 2013 6:21 pm

I am the stake website administrator. Each ward in my stake has a building scheduler. Therefore, there are multiple building schedulers for the same ward meetinghouse. For example, two wards use my ward's meetinghouse, so there is a building scheduler for each ward.

Is it possible that one of these building schedulers could "restrict" (for example) the ENTIRE ward meetinghouse for his/her ward from 6:00 p.m. to 10:00 p.m. and then the other ward's building scheduler who shares the same ward meetinghouse "restricts" the very same day and time slot for his/her ward? In other words, could both building schedulers from different wards that share the same building "restrict" the same time slot and rooms? If this is the case, couldn't calendar editors from both wards schedule events in the same building for the same day and time? How then can they enforce preference nights that have been set up for these wards?

Help please.

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aebrown
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Re: Restrictions--Multiple building schedulers for same buil

Postby aebrown » Sun Sep 08, 2013 7:08 pm

There have been times when it was possible to schedule conflicting restrictions. That shouldn't be possible, in my opinion. I'm not sure what the current behavior is in that regard.

But regardless of that question, it is certain that it is not possible to schedule conflicting events. It sounds like you are wondering if the restriction feature would enable conflicting events, but that's not how it works -- a restriction prevents events from being scheduled by other units.

I would suggest that having one building scheduler per ward creates potential for problems and has little benefit. The main function of a building scheduler is to create appropriate restrictions, and in a multi-unit building that requires coordination from all the units involved.

perryk
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Re: Restrictions--Multiple building schedulers for same buil

Postby perryk » Sun Sep 08, 2013 7:24 pm

No, actually I wasn't wondering about conflicting events. I know the website is designed to prevent those. I just wish that it was also designed to only allow one "restriction" to be placed on a time slot. It would make it so much easier to enforce preference nights and days.

So are you suggesting that there be only one building scheduler per building?

russellhltn
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Re: Restrictions--Multiple building schedulers for same buil

Postby russellhltn » Sun Sep 08, 2013 7:48 pm

perryk wrote:Each ward in my stake has a building scheduler. Therefore, there are multiple building schedulers for the same ward meetinghouse.

Probably not a good idea. Among the powers of a building scheduler is the ability to edit events taking place in "their" building. So in this situation Ward A's building scheduler can edit Ward B's events. And the reverse is true. Just the fact it could be done can open them up to accusations or suspicion that they might have done it when in fact the culprit is someone else. Also either Scheduler can modify or delete the other's restriction.

Also, restrictions are not binding on Building Schedulers. Either scheduler can palce an event that conflicts with the restriction. That is, Ward B's scheduler can place an event on top of a Restriction for Ward A without even knowing it's there.

I would suggest that there be just one building scheduler per building plus maybe a backup. They would answer to the agent bishop and/or the stake presidency.

perryk wrote:could both building schedulers from different wards that share the same building "restrict" the same time slot and rooms? If this is the case, couldn't calendar editors from both wards schedule events in the same building for the same day and time?

Your transition from restrictions to events leaves me concerned that they are using restrictions in place of events. That's a bad idea. This excerpt from the help file explains:
For example, a building scheduler might reserve the cultural hall for the 3rd Ward. Any calendar editor in the 3rd Ward — from Primary to Relief Society to Scouts and other groups — would then be able to schedule the room. The building scheduler cannot reserve the Relief Society room specifically for the Relief Society calendar.


I'll also add, the system prevents scheduling conflicting events. Even if you can't see the event - it won't let you schedule a conflict. A building scheduler can override a restriction, but no one can override an event.

In addition, restrictions do not sync to external devices. Only events do. So using restrictions for scheduling prevents the members from syncing the ward calendar to their smart phone or other personal electronic calendar.

Note that by default, a "Building Scheduler" has NO rights to schedule an event on a calendar. So many tend to work with what they have and use restrictions - and then run into problems.

If the desire is a "calendar specialist" to enter all the events of their ward, that can be done by giving that individual editor rights to the desired calendars or make them a ward calendar administrator. There is no need to give them Building Scheduler rights.


aebrown wrote:There have been times when it was possible to schedule conflicting restrictions. That shouldn't be possible, in my opinion.

I'm not having luck finding it, but I remember a post from a developer that suggested that the ability to create multiple restrictions was intended with the idea that multiple units could schedule during that time period. For example, if a restriction for Ward A and Ward B occurred at the same time, then either ward could schedule an event, but Ward C could not. However at that time, the net result of overlapping restrictions was that nobody could schedule.
Have you searched the Wiki?
Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.

russellhltn
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Re: Restrictions--Multiple building schedulers for same buil

Postby russellhltn » Sun Sep 08, 2013 7:50 pm

russellhltn wrote:
perryk wrote:Each ward in my stake has a building scheduler. Therefore, there are multiple building schedulers for the same ward meetinghouse.

Probably not a good idea. Among the powers of a building scheduler is the ability to edit events taking place in "their" building. So in this situation Ward A's building scheduler can edit Ward B's events. And the reverse is true. Just the fact it could be done can open them up to accusations or suspicion that they might have done it when in fact the culprit is someone else. Also either Scheduler can modify or delete the other's restriction.

Also, restrictions are not binding on Building Schedulers. Either scheduler can palce an event that conflicts with the restriction. That is, Ward B's scheduler can place an event on top of a Restriction for Ward A without even knowing it's there.

I would suggest that there be just one building scheduler per building plus maybe a backup. They would answer to the agent bishop and/or the stake presidency.

perryk wrote:could both building schedulers from different wards that share the same building "restrict" the same time slot and rooms? If this is the case, couldn't calendar editors from both wards schedule events in the same building for the same day and time?

Your transition from restrictions to events leaves me concerned that they are using restrictions in place of events. That's a bad idea. This excerpt from the help file explains:
For example, a building scheduler might reserve the cultural hall for the 3rd Ward. Any calendar editor in the 3rd Ward — from Primary to Relief Society to Scouts and other groups — would then be able to schedule the room. The building scheduler cannot reserve the Relief Society room specifically for the Relief Society calendar.


I'll also add, the system prevents scheduling conflicting events. Even if you can't see the event - it won't let you schedule a conflict. A building scheduler can override a restriction, but no one can override an event.

In addition, restrictions do not sync to external devices. Only events do. So using restrictions for scheduling prevents the members from syncing the ward calendar to their smart phone or other personal electronic calendar.

Note that by default, a "Building Scheduler" has NO rights to schedule an event on a calendar. So many tend to work with what they have and use restrictions - and then run into problems.

If the desire is a "calendar specialist" to enter all the events of their ward, that can be done by giving that individual editor rights to the desired calendars or make them a ward calendar administrator. There is no need to give them Building Scheduler rights.


aebrown wrote:There have been times when it was possible to schedule conflicting restrictions. That shouldn't be possible, in my opinion.

I'm not having luck finding it, but I remember a post from a developer that suggested that the ability to create multiple restrictions was intended with the idea that allowances were additive. For example, if a restriction for Ward A and Ward B occurred at the same time, then either ward could schedule an event, but Ward C could not. However at that time, the net result of overlapping restrictions was that nobody could schedule.
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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