GETTING STARTED: FSDIRECT 1

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1 GETTING STARTED: FSDIRECT 1 Facility scheduling and total event management is now simplified. You can manage facility usage, track event schedules, and justify rental rates with FSDirect. Table of Contents FSDirect Home Page 2 Account Settings 5 Adding Locations 7 Adding Buildings 8 Activating Areas 9 Adding Rooms 10 Adding Organizations 12 Budget Codes 14 Activating and Routing Service Crafts 15 How to activate Maintenance Service Crafts 15 How to activate IT Service Problem Types 15 How to setup Maintenance and IT Service Provider Support 15 Adding Questions to the FSDirect Schedule Form 17 Adding Users 21 Automatic Routing 25 How to setup Location Approval Routing 25 How to setup Room Approval Routing 26 Notifications 27 How to activate Notifications 27 Recommended Notifications by Role 27 MySchoolBuilding Setup 29 Entering Schedules 30 Entering a Normal Schedule 31 Entering a Recurring Schedule 33 Entering an Irregular Schedule 36 FSDirect Calendar 39 How to Access the Calendar 39 How to Print the Calendar 39 Help Resources 41

2 FSDirect Home Page 2 Logging into FSDirect Open your web browser and type fsd.schooldude.com into the address bar and hit the Enter key. Bookmark this page or create a shortcut on your desktop to make it easy to come back to this page later. On the Account Login screen, enter your Login Name and your Password. Make sure that FSDirect is selected in the Go To box. Click Sign In. Be sure to check out the announcements to the right each time you log in. We will post important updates, articles, and events here. FSDirect Home Page The elements of the FSDirect Home Page will vary for each user role, although the basic layout will be the same. Here are some highlighted sections of the Administrator page: My Account Link Click on the My Account link to go to your personal information page, where you can change your password or update your information. The Application Links drop down box is also in this section. If you are a user in multiple SchoolDude applications, you can select the application from the list to jump between the different programs. Click the Logout link in the far right corner of the page to exit the system. Home Page Banner The tabs at the top of the screen help you navigate to important areas of the application. Home - takes you to the FSDirect home page. Calendar - takes you to the Calendar page where you can view events for particular locations and date ranges. Availability - use this tab to check for availability of certain dates and certain locations. New Schedule - where you can enter new Normal, Recurring, and Irregular schedules.

3 FSDirect Home Page 3 Documents - where you can add and view stored documents pertaining to facility usage. Account Setup - where you can set up certain aspects of your account. This tab is only available to Administrators. The Search For box under the Home tab can be used to find a specific schedule or invoice. Enter the Schedule ID number or invoice number into the box and click Go to bring up that form. The Advanced Search link takes you to a more advanced search form where you can select multiple criteria to find a group of events, invoices, or payments. The Help link on the far right will take you to a page that lists ways to contact our support team. The Actions menu contains links to Add information to your account, List the current fields, create Graphs, and run Reports. Facility Schedules & Events This center section shows you a breakdown of the statuses of all of the schedules in your account. Waiting Your Approval shows the number of schedules assigned to you for approval. Click on the number to view the schedules. Waiting to be Invoiced shows the number of schedules assigned to you for the creation of invoices. Click on the number to view the schedules. Use the Period to change the pie chart and list to only show schedules entered within a certain time period. The Schedules section shows the schedules in their current status (Submitted, Approved, Canceled, etc.) and state (Active, Pending, Inactive). The pie chart next to this list is a graphical representation of the numbers in the list. The Events section lists the number of events scheduled per month for the next six months. Billings list invoices, including which are still outstanding, have been paid, or are past due. Community Users show how many Organization Event Coordinators you have approved and how many are still awaiting your approval. Upcoming Events This section lists the events occurring within the week selected. You can change the Start Date and End Date but only to a maximum of seven days. You can filter your list of events by Location and/or Building by using the drop down fields. Recent Event Changes This section will show you any schedules that have had recent changes made to the date, time, or location.

4 FSDirect Home Page 4 To Do Tasks This section will show any tasks that you have created that are scheduled to be done that week. To enter a new task into this section, click the Add New Task link and fill out the task form. This section will also show schedule tasks that are assigned to you. Information & Analysis This section has links to all of the important fields in FSDirect. Click on any of these links to add items to the account, see a list of active items, and run reports on them. Expired Policies This section shows all of the organizations in your account with expired insurance policy information. You can click on the organization name to enter the updated information. Overbooking for Parking If you have entered the number of available parking spaces at your locations and if the estimated number of parking spaces needed for an event has been specified on the schedule form, the system will warn you here that you may run out of parking spaces for the events taking place that day. Quick Launch The Quick Launch section displays shortcut links to different functions of the system. The Administrator Quick Launch sections displays the following: New Schedule - Shortcut link to enter a new schedule request. MySchoolBuilding - Shortcut to the Requester page: User Forum - Shortcut to the SchoolDude Community User Form What's New and Special Notice Keep an eye out for announcements in the What's New? and Special Notice sections on the left side of the home page. We'll post new product features, office closures, and more in these sections.

5 Account Settings 5 The Account Settings page allows you to identify important and helpful information about your organization, such as the Address, Fiscal Year, Hours Available for Booking, etc. How to set up the Account Settings Click on the Account Setup tab. Click on the Account Settings link. The Organization Name and Address will automatically populate for you. The Organization Name can be edited and will be displayed in the upper left hand corner of the screen. Corrections to the address information can also be made here. The Time Zone and Current Server Date/Time are populated based on your organization's address. Comptroller shows the user currently listed as the FSDirect Comptroller. For more information about the comptroller function, see FSDirect Users. In the Current Period fields, enter your organization's Fiscal Year Begin and End dates. In the Event Request Password field, enter the submittal password that your Requesters will use when submitting event requests from the MySchoolBuilding requester portal. The Next Invoice Number defaults to 99, which assigns the first invoice created as Invoice ID 100. This number can be adjusted in the initial setup, however it cannot be set to a number below 99. The Use MaintenanceDirect Craft Assignment? allows you to turn on all of the active MaintenanceDirect crafts in your FSDirect account. *Note: You may not want to activate every craft that you are using in MaintenanceDirect, but it is important to maintain consistency between the two products if you plan to create work orders from your schedules. We recommend that if you do select to use the craft assignments, that you then go to your craft list in FSDirect and disable the ones that do not pertain to facility rentals. Hours Available for Schedule Booking allows you to set default hours which will determine when your rooms will be available for use. When selecting the times, keep in mind that you are setting

6 Account Settings 6 this for all rooms. You may have a space that differs from this setting, so you do have the ability to change these times on an individual room. The Event Notifications setting determines how far in advance notifications are sent. A Pending Notification is an that is sent to all Administrators as well as the booked-by contact on the schedule. The notification acts as a reminder to follow-up on the schedule before the first event date is triggered when a schedule is in a Pending state. Enter the Invoice Contact Name and Phone Number that you would like to appear on the print form of the invoice. Check the box if you would like to Show Calendar Weather Icon that will be displayed on the calendar. Clicking on the icon on the Calendar will direct you to that day's weather forecast on AccuWeather.com. The Calendar Visibility option only affects the MySchoolBuilding and CommunityUse calendars. If you intend to display these calendars for internal staff members and/or community requesters, you will want the default setting left as Public. Setting the default to Private will hide event details. We usually recommend leaving the default setting as Public. You will still have the ability to mark individual schedules as Private. *Note: This setting does not affect the calendar view for anyone who is assigned to the role of Administrator, Site Administrator I and II, or Service Provider. The Site Administrator I Settings section only applies to the Site Administrator I role. This section allows an Administrator flexibility to make sure all of the appropriate information is listed while entering a schedule. The Organization Address, Contact Name, Contact , and Phone Number can be indicated as required fields. You can display fields that will allow them to document if Extra Chairs or Extra Parking is needed. The Prompt for Pending Schedule is usually hidden. Marking a schedule in Pending state is typically done by someone in the role of Administrator. While processing/approving a schedule, FSDirect will indicate if another schedule has already been activated for the same space. The Check Conflict Option allows you to select whether the system will check for schedule conflicts based on the Start/End Time or the Setup/Breakdown Time of the event. *Note: We recommend selecting the Setup/Breakdown Time just in case additional time is needed before or after the event for setup or breakdown purposes. Enter your Sales Tax Rate here to automatically populate when entering transactions. If your organization is tax exempt, leave this field empty. Click Update Information to save.

7 Adding Locations 7 Locations typically describe the facilities in your organization. If you manage a school district, your locations will most likely be your individual schools (Dude High School, ABC Elementary School, Administration Building, etc.). If you manage a higher education organization or a private school, your locations may be your campuses (North Campus, West Campus, etc.). For organizations that have multiple campuses, each with multiple facilities on them, you may decide to use Locations to describe the campus. Then you can use the Building field to describe the structures on each campus (North Hall, Science Building,etc.). How to Add Locations Click on the Add link in the Action Menu at the top of the page. Click the Locations link. Fill in the following fields on the Add/Update Location Screen: The Location Code is only used for database information and will not appear on any other screens. If you do not enter a Location Code, the system will generate one for you. Enter the Location Description (the name of the facility or campus). *Required field The Number of Students, Square Footage, Date Built, Notes, and the Number of Parking Spaces are not required fields. This information can be added at any time. If you are using Budget Codes, you can assign one to a location by selecting it here. The Assigned To field is typically not used, but you are able to assign a Site Administrator or Administrator to a specific Location. Click Submit to add the Location. How to View and Activate Locations Click on the List link under the Actions Menu. Click on the Locations link. The Location list is automatically populated if other SchoolDude applications are in use by your organization. Locations with a yellow thumbs-up ( ) are active and ready for use within the application. Locations with a gray thumbs-down ( ) are inactive and will be unavailable for use until they are activated. To activate a location, click on the thumbs-down icon ( ). It will change to the yellow thumbs-up icon and your location will be activated.

8 Adding Buildings 8 Buildings are the individual free-standing structures at each of your Locations. You would use Buildings if your organization has multiple campuses with multiple structures at each one. In order to add Buildings into your account, you will need to set up Locations first. How to add Buildings Click on the Add link in the Actions Menu. Click the Buildings link. Select the appropriate Location from the drop down box. Enter the Building Name. Enter the Square Footage and Number of Students for this building. This information is not required and can be added at any time. Click Save. How to view Buildings Click the List link under the Actions Menu. Click the Buildings link. The Building list is automatically populated if other SchoolDude applications are in use by your organization. Buildings with a yellow thumbs-up ( ) are active and ready for use within the application. Buildings with a gray thumbs-down ( ) are inactive in the account and unavailable for use in the application. To activate a Building, click on the icon.

9 Activating Areas 9 In FSDirect, the Area list acts as a filter to help you sort through your list of rooms on the schedule form. It is also a very important field if you plan to use Fee Tables to invoice your events. Areas are predefined in every account, so you will just need to activate to use them. How to activate Areas Click on the Areas link under the Information & Analysis section on your home page. This brings you to a list of the available Areas with a gray thumbs-down beside each one. You can activate an area by clicking on the thumbs-down icon ( ). It will change to the yellow thumbs-up ( ) icon and your area will be activated. To activate multiple areas in one step, hover your mouse over the Shortcuts menu and select Manage Areas. Put a check in the box next to the Areas that you would like to use in your account and scroll down to the bottom of the page and click Save. The Dude Says: When activating your Area types, you want to keep in mind how they will be used. If you are planning to use Fee Tables for invoicing, you will need to activate an area for each type of room or space for which a different rate is charged.

10 Adding Rooms 10 The Room section allows you to set up any space that may be requested for an event. By adding rooms, you are establishing a listing of spaces that will appear for the end user to select from when submitting their request. The Dude Says: It is a best practice suggestion to set up available rooms independently from one another (Classroom 202, West Gym, Main Soccer Field), rather than grouping rooms together. This is important because FSDirect checks for conflicts on schedules that have been submitted for approval against one another. The room field is a key contributor for how the system checks for conflicts. How to Add Rooms Click on the Add link in the Actions Menu at the top of the screen. Click the Rooms link. The only required fields when adding a room are Location and Room Name. Although Building and Area Type are not required, they act as a filter when selecting rooms on the schedule request form. You may or may not use these fields depending on the needs of your organization. *Note: If you are planning to use Fee Tables for invoicing, you will need to assign an Area Type to every Room. Operating Hours can be set for all rooms on the Account Settings page. You can alter the hours for each individual room by checking or unchecking the boxes next to the time on the Room screen.

11 Adding Rooms 11 Available for Use: The default setting is Yes. However, you may need to hide a space from being an available selection on the schedule request form. You can do this by selecting No. This can be a temporary or permanent selection for the room. Generally, you will want to leave the Invoicing Permitted for the Room and Fee Table selections as the default settings. In order to select a Fee Table, you will need to create them first. The Room Configuration box allows you to indicate how the space can be used (for assembly purposes, lecture, etc.). You can list the capacity for each possible configuration and add any additional notes. A user has the ability to view this information when they are filling out a schedule request form. Click Submit to save. Once you have entered a room, hover your mouse over the Shortcuts menu toward the top of the screen. Click Add to bring up a new screen to enter the next room. If you would like to see your listing of existing rooms that have already been entered in the account, click on List.

12 Adding Organizations 12 An Organization is an internal or external group that will use your facility for an event. Administrators and sometimes both Site Administrators roles have the ability to add organizations to the account. The Dude Says: How you list your organization is a personal preference. We recommend being specific by adding each organization as an individual record, rather than grouping multiple organizations under the same name. For example, if you have five Boy Scout Troops that use your facilities it is best to list them separately (Boy Scout Troop 1, Boy Scout Troop 5, etc.). This will allow you to track the organization's facility usage more effectively. How to Add an Organization Click on the Add link in the Actions Menu at the top of the page. Click on the Organizations link. There are 6 screens that you can utilize when adding an Organization. You only need to document information on the first screen in order to save an Organization to your account. Once the organization has been saved, you can use the links in the Quick Navigation box to skip to different screens. Click Next Step at the bottom of each screen to go to the next step. Organization Information Organization Name and Address are required fields. Invoice Type and Payment Type will already have default selections made that you can change as needed. Do Not Rent: If this box is checked and a reason is indicated in the Reason box, a pop-up window will display the "Do Not Rent" reason when the organization is selected on a schedule. Organization Type: This is a way to group or categorize an organization. The type is usually defined when you establish a fee schedule (Profit, Non-profit, Group 1, Group 2). Click Add New Organization Type to add a new type to the Organization Type drop down menu. *Note: It is very important to associate the correct type with the organization if you intend to use Fee Tables for invoicing. FEIN (Federal Tax ID), Sales Tax Exception No., and Notes are optional.

13 Adding Organizations 13 Insurance You can document the Company that supplies the insurance, Policy Number, Coverage, and Coverage Date range. *Note: FSDirect will indicate when the insurance has expired according to the coverage end date. You will see this not only on a schedule request form, but also on the right side of the home page. Departments The Department screen is used to document the department with which an organization is associated (English Department, Athletic Department). This information does not appear anywhere else in FSDirect and is used for documentation only on this screen. Click Save to add the Department. It will display the information at the bottom of this screen. Web Site URLs The Web Site URLs screen is used to document the web site information that is associated with an Organization. This information does not appear anywhere else in FSDirect and is used for documentation only on this screen. Click Save to add the web site. It will display the information at the bottom of the screen. Contacts You can associate as many Contacts to the organization as you'd like. The only required fields on this screen are First Name and Last Name, but we recommend including contact addresses and phone numbers as well. Click Save to add the contact. It will display the information at the bottom of the screen. You can then follow the same steps to add additional Contacts. The Dude Says: We recommend adding contacts to your organization whenever possible. When an organization is selected on the schedule request form, there will be a Contact Name drop down menu which will display the contacts that have been added in this section. If you click on a name, the information for that contact will automatically populate (name, phone number(s), address, etc.). Notes The Notes screen can be used to add any additional information that you would need to record about an Organization. Multiple notes can be added by typing the note in the box, clicking Save, then repeating the process.

14 Budget Codes 14 Budget Codes are designed as a way to keep track of the budget accounts for your organization. In FSDirect, they are mainly used with the invoicing tool. When you post a payment on an invoice, you can associate that received payment with a specific budget code. You are then able to report on this information in the future. How to add Budget Codes Click on the Add link in the Actions Menu. Click the Budgets link. Enter the Budget Code name and Description. The Fiscal Year Budget Monies field is optional. If a dollar amount is entered, and if invoice payments are associated with that budget code, you can track the Budget Amount Remaining on this screen. The Notes box is optional and is used only for documentation. Click Submit. How to view and activate Budget Codes Click the List link under the Actions Menu. Click the Budgets link. The Budget Code list is automatically populated if other SchoolDude applications are in use by your organization. Budget Codes with a yellow thumbs-up ( ) are active and ready for use within the application. Budget Codes with a gray thumbs-down ( ) are inactive and will be unavailable for use until they are activated. To activate a Budget Code, click on the thumbs-down icon.

15 Activating and Routing Service Crafts 15 Maintenance and IT Services can be selected on a schedule when services are needed for an event (Custodial, Security, Event Setup/Breakdown, Sound System, etc.). If selected, a Service Provider will receive a task notification letting them know what needs to be done for that event. How to activate Maintenance Service Crafts Click on the Maintenance Services link under the Information & Analysis section located on the right side of the home page. This brings you to a list of the available Crafts with a gray thumbs-down beside each one. To activate a Craft, click on the thumbs-down icon ( ). It will change to the yellow thumbs-up ( ) icon and your Craft will be activated. *Note: Only select Crafts that will be needed for facility usage. How to activate IT Service Problem Types Click on the IT Services link under the Information & Analysis section located on the right side of the home page. This brings you to a list of the available Problem Types with a gray thumbs-down beside each one. To activate a Problem Type, click on the thumbs-down icon ( ). It will change to the yellow thumbs-up ( ) icon and your Problem Type will be activated. *Note: Only select Problem Types that will be needed for facility usage. The Dude Says: It is always best to keep the lists short at first, this will make it less confusing for requesters. You can always activate more services crafts at a later time. Also, if you are using MaintenanceDirect and/or ITDirect and will be creating work orders and/or incidents, make sure that you activate the same crafts and/or problem types in both products. If a craft has been activated in FSDirect and has not been activated in MaintenanceDirect or ITDirect, the work order will not have a craft assignment when it is created. How to setup Maintenance and IT Service Provider Support After you have activated Maintenance Service crafts and IT Service problem types, you can add routing rules to automatically send notifications of specific service requests to certain service providers. For example, a task notification for an Event Setup request at the High School could be sent directly to the head custodian at that location.

16 Activating and Routing Service Crafts 16 Maintenance Service Provider Support Click on the Account Setup tab. Hover your mouse over the Shortcuts menu and click on Setup Maintenance Service Provider Support. Under the Add New section, select the maintenance service from the Craft drop down menu. *Note: You must activate Maintenance Services for your account, before setting up the service provider support routing. Select the Location. You can also select the Building if you are using this field in your account. Select the Assigned To name. Click Add New to save. IT Service Provider Support Click on the Account Setup tab. Hover your mouse over the Shortcuts menu and click on Setup IT Service Provider Support. Under the Add New section, select the IT service from the Problem Type drop down menu. *Note: You must activate IT Services for your account, before setting up the service provider support routing. Select the Location. You can also select the Building if you are using this field in your account. Select the Assigned To name. Click Add New to save. The Dude Says: You cannot assign one craft or problem type to two different people. The system will not know who to send the notification to. Please contact the Client Services Team if you have a unique situation so that we can offer recommendations. To edit a service provider support route, click the Edit button to the left of the route. To delete a service provider support route, click the red X to the right of the route.

17 Adding Questions to the FSDirect Schedule Form 17 The Questions feature is an information gathering tool that allows you to add your own questions to the schedule request form. It helps to clarify more specific information that may be needed for an event. Here are a few examples of questions: Will admission be charged for this event? What is the age range of the attendees? Will food be served at the event? How to Add a Question In the Actions menu click on the Add link, then click on Questions. Add the Question Name. The question name will show on reports. Enter the Question Text. This will be the question that appears on the schedule. Determine whether or not the question will be a Required field. Select a Question Type (Yes/No buttons or a Free Text response). Default Value: This setting applies to both Question Types. Yes/No Question Type- You can set the default response to either "Yes" or "No" to appear on the schedule request form. This response can be changed by the requester when entering a schedule. Free Text Question Type - Setting a Default Value for this option will allow the default response to automatically show on the schedule as the answer. *Note: If a requester does not change this text, it will stay in place and meet the "required" field validation.

18 Adding Questions to the FSDirect Schedule Form 18 Once you click on Add Question, an availability menu will display. Choose which applications in which you would like the Questions to appear. Click Activate Questions when you are ready to display it on the schedule request form. *Note: Once you activate a question you will not be able to edit or delete it. It is highly recommended that you review your questions before activation. If you check either the MySchoolBuilding or CommunityUse box, a pop up window will appear and prompt you that the question will also display in FSDirect. Once a question has been activated, it will be listed on the schedule request form in the Additional Information section. How to Disable a Question You have the ability to disable a question if you no longer want to display it. From the Actions menu click on List, then click on Questions. Click on the Name of the question. Uncheck the box next to the appropriate product and then click Save.

19 Adding Questions to the FSDirect Schedule Form 19 How to Arrange or Reorder Questions You can arrange questions in a specific order. This allows you to determine how you would like them to appear in FSDirect, the MySchoolBuilding page, or within CommunityUse. The question order can be different on all three forms. The questions will appear in reports in the order in which they are displayed in FSDirect. In the Actions menu click on List, then click on Questions. Hover over the Shortcuts menu and click on the Order Questions link. Select the product from the Select Applications drop down menu. Click on the arrows beside Top, Up, Down, or Bottom to change the order in which the questions will be displayed. Click Save to update. You can also display/hide and reorder questions from the corresponding setup pages: MySchoolBuilding Setup Click on the Account Setup tab. Hover over the Shortcuts menu and click on Setup MySchoolBuilding. Select Yes or No next to Show Questions? and click the Order Questions link to reorder the questions if needed. CommunityUse Setup Click on the Account Setup tab. Hover over the Shortcuts menu and click on Setup CommunityUse. Select Yes or No next to Show Questions to Organization Event Coordinators when Requesting schedules? and click the Order Question link to reorder the questions if needed.

20 Adding Questions to the FSDirect Schedule Form 20 How to Report on the Question You can select the questions or the responses as a filter on the Schedule Detail report. Results will show on both the PDF and Excel versions: In the Actions menu click on Report, then click on Schedules. Step 9 allows you to filter which Question that you would like to report on. Question responses will show on the Schedule Detail report. When printing to Excel, the question information will be included on a separate tab labeled Additional Information.

21 Adding Users 21 There are five different user roles in FSDirect. Each role offers a different level of access in the system and will see slightly different views on their home page. All roles, with the exception of the Service Provider, have the ability to enter new schedules into the system. Administrator An Administrator has access to the entire system, including the account setup. They see all schedules on the home page and calendar. Administrators can activate schedules and create invoices. You can have as many Administrators as you need. Site Administrator I The Site Administrator I can be defined as anyone that may need to approve or decline schedules for a location. They have access to all portions of the system except the account setup. On the home page, they only see schedules for their assigned locations; however they can see events taking place at any location by viewing the calendar. They can only approve schedules for their locations. They cannot activate a schedule, cancel events, or create invoices. (Examples: Principals, Site Secretaries, Athletic Directors, Department heads) Site Administrator II The Site Administrator II can be defined as anyone that may need to approve, activate, decline, or cancel schedules for a location. They have access to all portions of the system except the account setup. On the home page, they only see schedules for their assigned locations; however they can see events taking place at any location by viewing the calendar. They can approve and activate schedules only for their assigned location(s). They can also cancel events and create invoices if needed. (Examples: Principals, Site Secretaries, Athletic Directors, Department heads) The Dude Says: A Site Administrator II can perform more functions than a Site Administrator I. Approve Activate Decline Cancel Create Invoice Site Administrator I Site Administrator II Service Provider The Service Provider can be defined as anyone who may need to perform a task for an event. This role is view only. They can see their assigned tasks on their home page. They have a calendar tab and can see what events are taking place at their locations. They also have access to run calendar reports which show

22 Adding Users 22 tasks needed for the events. (Example: custodians, HVAC technicians, audio visual technicians, security, kitchen staff) Requester Requesters are those who will request facility usage. They submit requests by going to They can submit requests for any location and also view any requests they have submitted. Comptroller The Comptroller is not an actual user role in FSDirect, rather it is an extra level of responsibility above the role. If the system does not know who the schedule request should be assigned to, either through a lack of or an error in the routing rules, it will automatically route the request to the comptroller. Only one user can be designated as the comptroller for the account. How to Add Users Click on the Account Setup tab. Hover your mouse over the Shortcuts menu and select FSDirect Users. Click the Add User link above the right side of your users list. If you have users in other SchoolDude applications, you will be directed to a Registered Users page. The Registered Users drop down list will show all users in other SchoolDude applications that are not users in FSDirect. If the person you wish to add is in that list, select their name and click Add This User. If the person is not in the list, click the New User button. Adding Registered Users After clicking the Add This User button, you will need to select the Role for this user. Check the box if you want this user to be the Comptroller for the account. Click Next Step to continue. On the Participant screen, the user's login name, password, and contact information will automatically be pulled from the information in their existing SchoolDude account. The rest of the fields on this page are not required and can be added at any time. Click Next Step to continue. If the person that you are adding is a Site Administrator I or II, you will see one additional screen where you will need to assign them to a location. Click Next Step to save. Adding New Users After clicking the New User button, you will need to select the Role for this user. Check the box if you want this user to be the Comptroller for the account. Click Next Step to continue.

23 Adding Users 23 On the Participant screen, you will need to enter a Login Name, Password, First and Last Name, and Address for the user account. Please make note of a few items when establishing a new user: Login Name - No character limit, but the name must be unique to all of our SchoolDude.com clients. We recommend using the person's address as their Login Name. Password - Must be at least 8 characters and contain at least one of the following: one mixed case letter, one number, and/or one special character. Address -Enter a valid address for the user. Receive notifications - If the user does not want to receive any automatic notifications, uncheck this box. Click Next Step to save. If the person that you are adding is a Site Administrator I or II, you will see one additional screen where you will need to assign them to a location. Click Next Step to save. Resetting a User's Password When a user forgets their password, an Administrator can easily reset it for them. Click on the Account Setup tab. Hover over the Shortcuts menu and click MD Users. Click on the user's Name in the User List that has forgotten their password information. Scroll down to the bottom of the Work Order Participant Information page to the Reset Password section.

24 Adding Users 24 If the address listed in the user's profile is a Valid Address, select that option and click the Reset Password button. This will send an to the user with instructions for resetting their password. If the address listed in the user's profile is an Invalid Address, meaning they do not actually receive s at this address, select that option and click the Reset Password button. This option will reset the password to a temporary password and display it on the screen. You can then give this temporary password to the user so they can log in.

25 Automatic Routing 25 Routing in FSDirect allows you to automate your approval process. It tells the system where to send a schedule for approval. Schedules can be automatically routed based on the Location, Building, Room, or any combination of the three. The most common routing pattern is location based. Location based approval routing automatically routes a schedule based on its assigned location. Most commonly, it may go to a Site Administrator for approval and then sent to the Facilities Department for final activation. Room based routing automatically routes a schedule based on the room that is assigned on the schedule. This type of routing works well if only one room is selected on the schedule request form. *Note: Room based routing will only work for the Normal and Recurring schedule request forms. The Dude Says: You can have as many people in the approval process as needed. We find that the most success comes when an Administrator keeps the routing simple. This will ensure that the final approval is met in a timely manner. If you have an extensive process, a request can get "stuck" on someone's virtual desk. If you feel that an individual needs to be notified of an event and you do not want them in the approval process, you can add them as a Room Occupant or adjust the notifications in your account. How to setup Location Approval Routing Click on the Account Setup tab. Hover your mouse over the Shortcuts menu and click on the Setup Schedule Status Routes link. The first route that you will establish is one for any new request that has been "Submitted" into the system. Under the Add New section, select Submitted from the Status drop down menu. Choose the name of the location in the Location drop down box. Under When Routed To - Route To Next, leave the top drop down box as "No One". In the bottom box, choose the name of the person responsible for the approval of the schedule for this location. Click the Add New button to save. This route now moves up to the list of routes at the top of the page. The second route that you will create will look very similar to the "Submitted" route. It tells the system who to send the request to once it has been approved by the first person in the route.

26 Automatic Routing 26 Under the Add New section, select Approved from the Status drop down menu. Choose the name of the location in the Location drop down box. Under When Routed To - Route To Next, select the name of the first approver in the top drop down box. In the bottom box, choose the name of the second approver. Click the Add New button to save. This route now moves up to the list of routes at the top of the page. How to setup Room Approval Routing Click on the Account Setup tab. Hover your mouse over the Shortcuts menu and click on the Setup Schedule Status Routes link. The first route that you will establish is one for any new request that has been "Submitted" into the system. Under the Add New section, select Submitted from the Status drop down menu. Choose the name of the room in the Room drop down box. Under When Routed To - Route To Next, leave the top drop down box as "No One". In the bottom box, choose the name of the person responsible for the approval of the schedule for this location. Click the Add New button to save. This route now moves up to the list of routes at the top of the page. The second route that you will create will look very similar to the "Submitted" route. It tells the system who to send the request to once it has been approved by the first person in the route. Under the Add New section, select Approved from the Status drop down menu. Choose the name of the room in the Room drop down box. Under When Routed To - Route To Next, select the name of the first approver in the top drop down box. In the bottom box, choose the name of the second approver. Click the Add New button to save. This route now moves up to the list of routes at the top of the page.

27 Notifications 27 Automatic notifications enhance communication and help streamline the work flow process. Each user role in FSDirect has a list of automatic notifications that are available for activation. When an notification is turned on, it will apply globally to all users in that role. *Note: If a user does not want to receive the automatic notifications selected for their role, they can turn off the feature under their personal participant information. How to activate Notifications Click on the Account Setup tab. Hover your mouse over the Shortcuts menu and click on Manage Notifications from the list. Check each notification you would like to activate for each role. *Note: To view a sample of the , click on the Sample link. Click Submit at the bottom of the page to save. Recommended Notifications by Role Automatic notifications are a great time-saver in FSDirect. You can activate notifications that will let someone know when a schedule has been assigned to them or needs approval. You can keep your requesters updated on the status of their requests without having to send manual s or field phone calls from them. Below are some suggestions on the notifications that might be beneficial to activate for each role: Site Administrator I and II Notify Site Administrator of schedule routed for approval or review Service Provider Send Cancellations of Event Notify when setup requirements are changed Notify of new Event Setup Requirement

28 Notifications 28 Requester Send Requester of canceled schedule Notify Requester of declined schedule Notify Requester of schedule activation Administrator Notify Pending Event Notification Notify Administrator of schedule routed for approval or review Notify of new OEC organization requested *Note: Applies only to accounts that also have CommunityUse Notify of OEC organization removal *Note: Applies only to accounts that also have CommunityUse Comptroller *Note: Select notifications for the Comptroller when that user wants to receive s that other users with the same role (usually Administrators) do not want to get.

29 MySchoolBuilding Setup 29 MySchoolBuilding.com is the online portal that requesters use to access the schedule request form. Bringing requesters on board saves time for the facility use department, streamlines the approval process, and enhances communication. How to set up the MySchoolBuilding page Click on the Account Setup tab. Click on the Setup MySchoolBuilding link. Enter an Introduction Paragraph to provide instructions for requesters to follow. It will be displayed under the Request Form Title. Enter a MSB Admin Contact Name and Phone to provide your requesters with a contact person within your organization if they have any questions when submitting a request. Select Yes or No if you would like to require your requester to enter a Number Attending, Organization Address, , Name, or Phone Number when they are submitting their schedule request. Select Yes or No if you would like to give your requester the option to prompt for Extra Chairs, or for Number of Parking Spaces needed. Select Yes or No if you would like to show Building, Calendar, Questions, and/or Services on the schedule request form. Decide if you would like your requesters to see the Calendar Visibility for New Schedules. If so, select Public. If not, select Private. Selecting Prompt for Tentative Scheduling allows requesters to tentatively book a room for an event. A schedule with this option selected will remain in a Pending state until final activation. Enter an Us address for your requesters to contact with any questions or comments. Click Save.

30 Entering Schedules 30 All users in FSDirect have the ability to enter new facility rental requests, except for those in the Service Provider role. The following instructions outline the process that Administrators and Site Administrators use to enter permit requests. Requesters will use the form on the MySchoolBuilding.com Setup page. How to Enter a New Schedule Click on the New Schedule tab. Select the type of schedule. There are three different types of schedules to choose from: Normal - A Normal schedule can be for a single date or multiple dates, but each event will be in the same location/room at the same time of day. You can add up to a maximum of 20 dates on a normal schedule. Recurring - A Recurring schedule is used for an event that takes place on a regular basis (For example, every Monday and Wednesday from October through December). These events will also be in the same location/room at the same time of day. You can enter up to a maximum of 100 dates on a recurring schedule. Irregular - An Irregular schedule can be used for single or multiple dates. Each event can take place in different rooms and at different times, if needed. You can add up to a maximum of 20 dates on an irregular schedule.

31 Entering a Normal Schedule 31 A Normal schedule can be for a single date or multiple dates, but each event will be in the same location/room at the same time of day. You can add up to a maximum of 20 dates on a normal schedule. How to enter a Normal Schedule Click on the New Schedule tab and click the Normal Schedule icon. The schedule Status will default to Submitted for a new schedule. You can enter a schedule in the Approved status by selecting Approved from the drop down box. This will check the Notify Booked By and Notify Contact Person boxes. If you do not want these notifications to go out, uncheck the boxes. Enter the Event Title. Select the Location and Room(s) you would like to reserve for your event. Enter the Event Date(s) by typing into the box or clicking on the dates in the calendar box to the right. Enter the Start Time and End Time, making sure to select AM or PM in the drop down boxes. If the Setup Begin and Breakdown End Time are different from the Start and End time, select those times next. Do not change the Duration or Spans over fields. These will calculate for you. *Note: Spans over should be left as 1 day unless you are requesting an overnight event. You can click on the Check Availability button to make sure that you are not double booking a room. Additional Information This section will appear if you are using the Questions feature in FSDirect. These questions may or may not be required depending on how they are set up in the system. Organization Information Select the Organization requesting the facility from the drop down menu or you may be able to enter a new organization in the box below the drop down. If contacts have been added to the Organization, you will see them listed in the Contact Name drop down box. If the contact name is not in the list, you can add the contact by filling in their name and contact information in the boxes. Type the Billing Address or check the box to use the Organization's billing address. If you are invoicing in FSDirect, select the user in charge of creating the invoices in the Responsible for Billing. This will put the schedule on their home page under the Waiting to be Invoiced heading.

32 Entering a Normal Schedule 32 Insurance Information Any insurance policy information that you have entered for the organization auto-populates in this section on the request form. If no information has been entered yet, you can fill it in here and check the box to Update organization record with the above insurance information. Insurance information is not required for your organizations. If you do track policies and the coverage expires for an organization, the system will let you know on your home page and when you select the organization on a schedule request. Services The Services feature will only be used by those who also own FacilityScheduleAutomation. Setup Requirements Activated Maintenance and IT Services can be selected in this section. Check the box next to the requested service and enter a description in the box to let the service providers know what setup requirements are needed for this event. Rental Requests If you are creating a brand new schedule, this section will not show any available Rental Requests to start. Once you save your schedule, you can come back to this section and click the Add Rental Request link on the right side of the screen to see a list of charge types that you can add to the schedule. Select the charge type from the list, enter the quantity, and write a rental description. Click Submit to save. Only Charge Types that you have allowed to be requested by MySchoolBuilding users will show in the list. Additional Fields Enter Number Attending. You can also break this number into number of adults and number of children. Enter any Other Needs. The Booked By section will be automatically filled in with your information. If you are Activating the schedule at the same time that you enter it, you can select that option before saving. If the schedule needs to go through an approval process before activation, leave the schedule state as Inactive. *Note: Only the final person in the approval process should activate the schedule. File Attachments Attach a file to your schedule request by clicking the Add New File link. Browse your computer for the file and select it. You can also enter a File Description. Click Submit. The attached file will now be listed in the File Attachments section at the bottom of the schedule. *Note: There is no limit to the number of files that can be attached, however the total size of all uploaded files on the schedule must be less than 5MB. Click Save at the bottom of the screen to submit the schedule request.

33 Entering a Recurring Schedule 33 A Recurring schedule is used for an event that takes places on a regular basis (Example: every Monday and Wednesday from October through December). These events will also be in the same location/room at the same time of day. You can enter up to a maximum of 100 dates on a recurring schedule. How to enter a Recurring Schedule Click on the New Schedule tab and click the Recurring Schedule icon. The schedule Status will default to Submitted for a new schedule. You can enter a schedule in the Approved status by selecting Approved from the drop down box. This will check the Notify Booked By and Notify Contact Person boxes. If you do not want these notifications to go out, uncheck the boxes. Enter the Event Title. Select the Location and Room(s) you would like to reserve for your event. Enter the Start Time and End Time, making sure to select AM or PM in the drop down boxes. If the Setup Begin and Breakdown End Time are different from the Start and End time, select those times next. Do not change the Duration or Spans over fields. These will calculate for you. *Note: Spans over should be left as 1 day unless you are requesting an overnight event. Enter the Start Recurrence date. Choose your Recurrence Pattern. Select Daily if your event will occur every day between the start and end dates. If you choose Weekly, you can select if the event occurs every week, every 2 weeks, etc. Then put a check mark next to the days of the week that the event will occur. If you choose Monthly, you can select the day of the month (for example, the 15th day of every 1 month) or you can choose the weekday of the month (for example, the second Monday of every 1 month). Enter the End Recurrence date. You can click on the Check Availability button to make sure that you are not double booking a room.

34 Entering a Recurring Schedule 34 Additional Information This section will appear if you are using the Questions feature in FSDirect. These questions may or may not be required depending on how they are set up in the system. Organization Information Select the Organization requesting the facility from the drop down menu or you may be able to enter a new organization in the box below the drop down. If contacts have been added to the Organization, you will see them listed in the Contact Name drop down box. If the contact name is not in the list, you can add the contact by filling in their name and contact information in the boxes. Type the Billing Address or check the box to use the Organization's billing address. If you are invoicing in FSDirect, select the user in charge of creating the invoices in the Responsible for Billing. This will put the schedule on their home page under the Waiting to be Invoiced heading. Insurance Information Any insurance policy information that you have entered for the organization auto-populates in this section on the request form. If no information has been entered yet, you can fill it in here and check the box to Update organization record with the above insurance information. Insurance information is not required for your organizations. If you do track policies and the coverage expires for an organization, the system will let you know on your home page and when you select the organization on a schedule request. Services The Services feature will only be used by those who also own FacilityScheduleAutomation. Setup Requirements Activated Maintenance and IT Services can be selected in this section. Check the box next to the requested service and enter a description in the box to let the service providers know what setup requirements are needed for this event. Rental Requests If you are creating a brand new schedule, this section will not show any available Rental Requests to start. Once you save your schedule, you can come back to this section and click the Add Rental Request link on

35 Entering a Recurring Schedule 35 the right side of the screen to see a list of charge types that you can add to the schedule. Select the charge type from the list, enter the quantity, and write a rental description. Click Submit to save. Only Charge Types that you have allowed to be requested by MySchoolBuilding users will show in the list. Additional Fields Enter Number Attending. You can also break this number into number of adults and number of children. Enter any Other Needs. The Booked By section will be automatically filled in with your information. If you are Activating the schedule at the same time that you enter it, you can select that option before saving. If the schedule needs to go through an approval process before activation, leave the schedule state as Inactive. *Note: Only the final person in the approval process should activate the schedule. File Attachments Attach a file to your schedule request by clicking the Add New File link. Browse your computer for the file and select it. You can also enter a File Description. Click Submit. The attached file will now be listed in the File Attachments section at the bottom of the schedule. *Note: There is no limit to the number of files that can be attached, however the total size of all uploaded files on the schedule must be less than 5MB. Click Save at the bottom of the screen to submit the schedule request.

36 Entering an Irregular Schedule 36 An Irregular schedule can be used for single or multiple dates. Each event can take place in different rooms and at different times, if needed. You can add up to a maximum of 20 dates on an irregular schedule. How to enter an Irregular Schedule Click on the New Schedule tab and click the Irregular Schedule icon. The schedule Status will default to Submitted for a new schedule. You can enter a schedule in the Approved status by selecting Approved from the drop down box. This will check the Notify Booked By and Notify Contact Person boxes. If you do not want these notifications to go out, uncheck the boxes. Enter the Event Title. Select the Location you would like to reserve for your event. Additional Information This section will appear if you are using the Questions feature in FSDirect. These questions may or may not be required depending on how they are set up in the system. Organization Information Select the Organization requesting the facility from the drop down menu or you may be able to enter a new organization in the box below the drop down. If contacts have been added to the Organization, you will see them listed in the Contact Name drop down box. If the contact name is not in the list, you can add the contact by filling in their name and contact information in the boxes. Type the Billing Address or check the box to use the Organization's billing address. If you are invoicing in FSDirect, select the user in charge of creating the invoices in the Responsible for Billing. This will put the schedule on their home page under the Waiting to be Invoiced heading. Insurance Information Any insurance policy information that you have entered for the organization auto-populates in this section on the request form. If no information has been entered yet, you can fill it in here and check the box to Update organization record with the above insurance information. Insurance information is not required for your organizations. If you do track policies and the coverage expires for an organization, the system will let you know on your home page and when you select the organization on a schedule request. Services The Services feature will only be used by those who also own FacilityScheduleAutomation.

37 Entering an Irregular Schedule 37 New Events Select the Room(s), Date, and Start and End Time for each event date. You can enter three dates per page. To add more events click Save in the Events section. The screen will refresh with fields to enter more dates. Do not change the Duration or Spans over fields. These will calculate for you. *Note: Spans over should be left as 1 day unless you are requesting an overnight event. You can click on the Check Availability buttons to make sure that you are not double booking a room. Setup Requirements Activated Maintenance and IT Services can be selected in this section. Check the box next to the requested service and enter a description in the box to let the service providers know what setup requirements are needed for this event. Rental Requests If you are creating a brand new schedule, this section will not show any available Rental Requests to start. Once you save your schedule, you can come back to this section and click the Add Rental Request link on the right side of the screen to see a list of charge types that you can add to the schedule. Select the charge type from the list, enter the quantity, and write a rental description. Click Submit to save. Only Charge Types that you have allowed to be requested by MySchoolBuilding users will show in the list. Additional Fields Enter Number Attending. You can also break this number into number of adults and number of children. Enter any Other Needs. The Booked By section will be automatically filled in with your information. If you are Activating the schedule at the same time that you enter it, you can select that option before saving. If the schedule needs to go through an approval process before activation, leave the schedule state as Inactive. *Note: Only the final person in the approval process should activate the schedule. File Attachments Attach a file to your schedule request by clicking the Add New File link. Browse your computer for the file and select it. You can also enter a File Description. Click Submit.