Ward reservations at Stake Center

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
SShhaarrpp753
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Ward reservations at Stake Center

Postby SShhaarrpp753 » Tue Nov 08, 2011 12:06 pm

We are having a problem in that the Stake Administrator is still "scheduling the building" for our Ward events. In the past we would have to "reserve" the building for our Relief Society evening Meetings, for example, because we share the Stake building with another ward, also. So when the Stake Administrator "schedules the building" on one of the stake calendars, then we cannot schedule our event and reserve the rooms!

So the Stake Administrator does not have to do anything with scheduling our events now? As an editor now, I can schedule an event and designate which rooms we need, then it is NOT available for anyone else to schedule the time/rooms...unless the Stake Administrator has "scheduled the building for us" as has been the requirement before the new lds.org calendar was set up.

It is hard to get leaders and members to understand the system--eventhough it is quite intuitive! Glad they are doing the webinars, and that the help tutorials are online.

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aebrown
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Postby aebrown » Tue Nov 08, 2011 12:16 pm

SShhaarrpp753 wrote:We are having a problem in that the Stake Administrator is still "scheduling the building" for our Ward events. In the past we would have to "reserve" the building for our Relief Society evening Meetings, for example, because we share the Stake building with another ward, also. So when the Stake Administrator "schedules the building" on one of the stake calendars, then we cannot schedule our event and reserve the rooms!


The calendar system is designed for distributed scheduling, not the centralized scheduling that was used in the "classic" calendar. Even with the new calendar, it's possible to have centralized scheduling where a building scheduler reserves the building. It sounds like that's what your stake is doing, where the stake administrator is still "scheduling the building" for ward events. But I wouldn't recommend that approach, because then individual wards can't see the events on their own calendars. It's much better to let the wards simply schedule their own events, reserving resources as needed. Then the building scheduler has a very minor role of working out conflicts, rather than being the single point that all event scheduling goes through.

SShhaarrpp753 wrote:So the Stake Administrator does not have to do anything with scheduling our events now? As an editor now, I can schedule an event and designate which rooms we need, then it is NOT available for anyone else to schedule the time/rooms...unless the Stake Administrator has "scheduled the building for us" as has been the requirement before the new lds.org calendar was set up.


That's correct. As long as your stake leaders are okay with distributed scheduling, anyone who is a calendar editor can schedule an event and select specific rooms within the location. Once you have created such an event, no one will be able to schedule those same rooms at the same time.
Questions that can benefit the larger community should be asked in a public forum, not a private message.

SShhaarrpp753
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Joined: Tue Nov 08, 2011 11:57 am

Postby SShhaarrpp753 » Tue Nov 08, 2011 2:11 pm

Then how does the other Ward that shares the Stake Center, and Stake leaders know what our ward has scheduled? Can they see our calendars?

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aebrown
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Postby aebrown » Tue Nov 08, 2011 2:22 pm

SShhaarrpp753 wrote:Then how does the other Ward that shares the Stake Center, and Stake leaders know what our ward has scheduled? Can they see our calendars?


They don't actually see your calendar, but if they try to schedule an event on top of your event, they will be told that there is a conflict and will not be allowed to save their event.

Also, any user can select the location in the Available Locations list in Week view, and see all the events that use that location during the week.
Questions that can benefit the larger community should be asked in a public forum, not a private message.


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