Setting up locations (Calendar)

Calendar Help

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Overview

• Getting started with the calendar
• Release Notes
• Frequently asked questions
• Known limitations
• Troubleshooting problems

Viewing calendars

• Viewing calendars
• Printing the calendar
• Syncing with third-party calendars
• Managing e-mail notifications
• Viewing calendars FAQ

Rights and roles

• Rights and roles
• Managing rights and roles
• Rights and roles FAQ

Scheduling events

• About scheduling events
• Scheduling events
• Handling scheduling conflicts
• Scheduling repeating events
• Scheduling events FAQ

Making reservations

• About reservations
• Making reservations
• View other ward calendars
• Making reservations FAQ

Managing calendars

• About managing calendars
• Managing calendars
• Importing and migrating calendars
• Managing calendars FAQ

Setting up locations

• About setting up locations
• Setting up locations
• Define the locations that units can reserve
• Turning off the classic calendar

All information about locations, rooms, and equipment for the stake is managed at the stake level by stake administrators. Stake administrators need to add this information before their stake begins to use the calendar.

Set up locations, rooms, and equipment

To set up locations, rooms, and equipment:

1. Go to Settings > Locations & Rooms.
2. Do one of the following:
   • To add a new location, click Add a location.
   • To edit an existing location, click the location name.
3. Enter or update the text in the Name, Address, and Description fields.
4. Select a time zone for the location.
5. If appropriate, select the following check boxes:
   • This location is a meetinghouse. Selecting this check box makes a default set of meetinghouse rooms available for the location.
   • This location can be scheduled by Wards and Stakes. Selecting this check box allows wards and stakes to schedule the location. Before you check this box, ask building schedulers to set up all reservations first. This way other wards can't schedule the location before the building scheduler can reserve it for the appropriate ward.
6. In the Building Schedulers section, click Add Scheduler. Select the unit the scheduler belongs to, begin typing the name, and then click Add.
7. Under Rooms & Equipment, select the appropriate options:
   • Treat this location as a single room. Select this option if the location is a pavilion, ball field, or some other location that cannot be divided into individually schedulable rooms.
   • Choose room to be scheduled at this location. If the location is a meetinghouse and has multiple rooms, select this option and then select the available rooms.
   • To add equipment (such as projectors, TV/VCRs, or scouting equipment), or to add more rooms, first select the Choose rooms to be scheduled at this location option. Then click Add and enter the equipment.
8. Click Save.

After you set up locations, see Define the locations that units can reserve.

Change or remove locations, rooms, and equipment

You can change or remove either an entire location (and all of its subsequent rooms and equipment), or you can change or remove individual rooms or equipment within a location.

To change or remove a location:

1. Go to Settings > Locations & Rooms.
2. In the left column, select the location you want to change or remove.
3. In the middle column, click Edit.
4. Do one of the following:
   • To make changes, update the information and click Save.
   • To remove the location, click Remove. If you don't see a Remove button, see the Troubleshooting locations section that follows.

Troubleshooting locations

If your stake recently transferred an existing location (meetinghouse) to another stake, you may see this legacy location but not be able to remove it. If so, you should mark the extra location unschedulable. The location will then not appear in the list of available locations for calendar editors to schedule.

To mark a location as unschedulable:

1. Follow steps 1–3 in the preceding steps.
2. Clear the check box labeled This location can be scheduled by Wards and Stakes.
3. Click Save.

Reactivate locations with updated time zones

One of the updates in version 2.0 is the inclusion of time zone options for each location. For example, if meetinghouses are in different time zones, you can reflect these differences in the location's settings. Because of this update, all locations have been deactivated and will not appear to members.

To reactivate a location:

1. Go to Settings > Locations & Rooms.
2. In the sidebar on the left, select the location you want to edit.
3. In the middle column, click edit.
4. In the Time Zone drop-down box, select the correct time zone for the location.
5. Select the check box labeled This location can be scheduled by Wards and Stakes.
6. Click Save.

The location will be reactivated and visible to members in the Available Locations section in their sidebar. Additionally, calendar editors and administrators will be able to select locations when they schedule events.