Viewing other units using same bldg reservations

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
michaelpickard
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Viewing other units using same bldg reservations

Postby michaelpickard » Sun Oct 13, 2013 4:17 pm

Several Bishoprics have reported challenges they are having with their auxiliaries not being able to see when the building is already reserved by another unit using the same building. They report that they can only find out about a conflicting reservation when they attempt to reserve the building. It's prevents them from easily planning around already scheduled building times.
Is there a way anyone who has authorization to schedule events in a ward be able to see all reservations in their building regardless if it is from their ward, another ward using the building or a stake reservation. Is it not available in the application or are we not using available permissions.
Any guidance?
Thanks! Michael Pickard ....

russellhltn
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Re: Viewing other units using same bldg reservations

Postby russellhltn » Sun Oct 13, 2013 4:19 pm

Switch to week-view and then on the left check the box that corresponds to that location.
Have you searched the Wiki?
Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.

Gary_Miller
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Re: Viewing other units using same bldg reservations

Postby Gary_Miller » Sun Oct 13, 2013 6:24 pm

Training, training, training. This is covered fully in the training material for the calendar all one needs to do is read the material.

https://ue.ldschurch.org/ldsapphelp/calendar/#help-topics/event-scheduling/scheduling-events.html

"Check Location Availability
Before you schedule an event that includes a location, room, or equipment, it's helpful to know whether the resource is already scheduled by another group.

1. Click Week to switch to the Week view. (The month view does not show events on calendars you aren't subscribed to (such as calendar in other wards), nor does it show reservations.
2. From the main calendar view, in the Locations section, select the location. You cannot select rooms or equipment—you can select only the location that contains the rooms and equipment. To select just one location, click Hide all locations below the locations. Then select the location you want to view.
3. Note the location's icon color.
4. Look at the desired date on your calendar. If any other ward or stake group has scheduled the location (or rooms or equipment for that location) on that date, an event will appear on that date with the same location icon.
5. Click the event to view the details. In the dialog box, you can see the location with any rooms and equipment that are scheduled. You can also see the calendar and unit the event applies to."

ballen1057
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Re: The title of Building Scheduler is totally misleading

Postby ballen1057 » Mon Oct 28, 2013 6:46 am

We are using the Calendar for everything now. It is hard to set up activities and special events without seeing and knowing what the other ward and stake are doing in the building. The callings like Bishopric that do this work need to have access to all the calendars is the building. They don't need to be able to edit any of the other units. This would be helpful with short notice events like funerals or family things.
Bruce M Allen
Elizabethtown Ward Executive Secretary
Lancaster PA Stake Technology Specialist A/V
Lancaster PA 17603

Gary_Miller
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Location: Emmett, Idaho

Re: The title of Building Scheduler is totally misleading

Postby Gary_Miller » Mon Oct 28, 2013 7:14 am

ballen1057 wrote:We are using the Calendar for everything now. It is hard to set up activities and special events without seeing and knowing what the other ward and stake are doing in the building. The callings like Bishopric that do this work need to have access to all the calendars is the building. They don't need to be able to edit any of the other units. This would be helpful with short notice events like funerals or family things.

You can see everything scheduled in a building (no matter who calendar its on) if you have the building selected and you are in the week view.

jdlessley
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Re: Viewing other units using same bldg reservations

Postby jdlessley » Mon Oct 28, 2013 8:39 am

[Moderator note: The two previous posts were moved from the The title of Building Scheduler is totally misleading thread to this thread since the topic of this thread is more appropriate and the topic of the former thread is different.]
JD Lessley
Have you tried finding your answer on the LDS.org Help Center page or the LDSTech wiki?

DMuir
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Re: Viewing other units using same bldg reservations

Postby DMuir » Tue Nov 19, 2013 6:41 pm

I think the Weekly view showing all Events in a location should be available for the non-calendar editor. Without this view, the individual members who would like to schedule the building for a Private/family event cannot see and select optional dates, prior to calling the "ward" calendaring editor to schedule the building.

If it needs to be that way to protect privacy etc of other wards or individuals, then just show that events are scheduled - and in the "pop" description it would be nice if the location resources (rooms) being used would show. This would allow everyone a quicker experience to know what is being used without having to click and open each event. Thanks.

jdlessley
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Re: Viewing other units using same bldg reservations

Postby jdlessley » Tue Nov 19, 2013 7:00 pm

DMuir wrote:I think the Weekly view showing all Events in a location should be available for the non-calendar editor.

It is. Any member logged on to LDS.org can view the calendar in Week view and see all the scheduled events at a location.

In order to ensure only events scheduled at a location are visible, all the subscribed calendars should be hidden by clicking the "Hide all calendars" link below the "Subscribed Calendars" box. Then only the location of interest should be selected in the "Locations" box.
JD Lessley
Have you tried finding your answer on the LDS.org Help Center page or the LDSTech wiki?


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