Shared facilities by 3 wards

[jaquib62]

With 3 wards in our building we have 2 or 3 wards using parts of the building at the same time. How can this be scheduled. It appears from the seminar that "7-9 p.m. on Tuesday for YM/YW" can only be "reserved" for one ward at a time. Is it necessary to have 3 people from 3 wards each "schedule" their specific use of the building?

Why can't the Building Scheduler post the "standard" uses as well as the "specific one-time" uses? Since our wards change "use nights" every two years, it is confusing if more than one person must put in these changes.

[russellhltn]

How are your resources set up? Has the building been broken up into rooms? If not, then I can understand the confusion.

Otherwise, it's a straightforward matter to reserve the Cultural Hall for "7-9 p.m. on Tuesdays" for Ward A and the Relief Society Room for the same time for Ward B. You don't have to reserve the whole building for one ward.

Same for event scheduling. As long each event takes place in a different room, there's no "hard" conflict, but you will get warnings that there are other events at the same time.

[jaquib62]

The building is broken up except for individual classrooms, however, as building scheduler can I "reserve" the facilities individually for each use? Or is this done by the ward's YW org. rep?

[aebrown]

The building is broken up except for individual classrooms, however, as building scheduler can I "reserve" the facilities individually for each use? Or is this done by the ward's YW org. rep?

As building scheduler, you can create the Reservations for the individual rooms for the agreed upon wards. But a Reservation is not an event that actually books the resource; instead it makes sure that no one except that ward can schedule that room at that time. Most Reservations will be repeating events and won't need to change very often (e.g., Ward A has the Cultural Hall 7-9pm on Tuesdays). The Reservation insures that the correct ward is the only ward that can schedule it, but then someone (e.g., the YW President from Ward A) has to actually create an Event to book the room. Such an event serves two purposes: it books the room so that no one else can have it, and it puts an event on the calendar so that everyone in the ward who is interested in the event can subscribe to that calendar and see all the details for the event.

A building scheduler cannot see each ward's calendars, so they can't add events to a ward calendar.

[jaquib62]

If the RS room is reserved for 1st Ward RS but they give permission for 2nd ward YW to use it, how is that change made?

[jaquib62]

Going back to the room schedules, so if 2 wards are splitting the building for YM/YW, The building should be broken up so that Rms 101, 102, 103, etc are reserved for Ward 1 and 110, 111, 112, etc are reserved for ward 2; with the RS room reserved separately for a RS meeting?

[jdlessley]

If the RS room is reserved for 1st Ward RS but they give permission for 2nd ward YW to use it, how is that change made?

As the building scheduler you can change the reservation for that particular day.

[jdlessley]

Going back to the room schedules, so if 2 wards are splitting the building for YM/YW, The building should be broken up so that Rms 101, 102, 103, etc are reserved for Ward 1 and 110, 111, 112, etc are reserved for ward 2; with the RS room reserved separately for a RS meeting?

Yes. As aebrown stated a reservation can be for an entire location or for rooms and/or equipment at that location. Your example works quite well.

[russellhltn]

Going back to the room schedules, so if 2 wards are splitting the building for YM/YW, The building should be broken up so that Rms 101, 102, 103, etc are reserved for Ward 1 and 110, 111, 112, etc are reserved for ward 2; with the RS room reserved separately for a RS meeting?

Almost. You can only reserve for a unit, not an organization. So you would reserve the RS room for Ward A, Ward B, or the stake.

[kisaac]

Why can't the Building Scheduler post the "standard" uses as well as the "specific one-time" uses? Since our wards change "use nights" every two years, it is confusing if more than one person must put in these changes.

In this case, you might decide for the time being to keep your sunday meetings and the Mutual nights "blocked" from online scheduling, and continue to use your "paper" rotation schedules that you can distribute to the wards like you've always done. This may ease you into your calendaring.

Simply have the building scheduler place a recurring "blocked" reservation on Sunday and the weekday RS or Mutual night to prevent ANY online scheduling of this night. The wards would then refer to the paper rotation for which rooms are available to them for their uses during these times, as they've done for years.

This may help on the days with complicated rotations, but organizations would have to know they can't schedule any locations online during those times, as they are "blocked" out for a specific wards use, as specified by the "paper" rotation schedule.