Community User User Guide

Transcription

1 Community User User Guide User Guide produced by: Laura Perez, Facilities Use Specialist Information provided by: School Dude & My School Bucks

2 Community User A Community User is an Organization Event Coordinator who requests facility use as a member of an external organization. They are most often members of the community who do not work for the school district and login to the Community Use portal to see the calendar and submit their requests. They must first request access to the Community Use Portal before they can submit their first request. To access the Community Use portal: Important to Know The Community Use portal is closed from June 15th through July 15th, although events may take place during that time with prior approval. Past Due/Delinquent Invoices: If your invoice is past due, you will be unable to utilize RRPS or APS facilities until your account is reconciled. RRPS Facilities Use Management To learn more about Rio Rancho Public Schools Facilities Use: Agreement & Guidelines se%20agreement%20and%20guidelines% pdf Fee Schedule le.pdf Forms portal/ FAQ Quick Step Videos Requesting Access: %20Access%20to%20CommunityUse.mp4?ver= &timestamp= Submitting Requests: %20Requests%20in%20CommunityUse.mp4?ver= &timestamp=

3 Requesting Access to Community Use You can enroll online and enter requests for facility usage by following these simple steps. How to Request Access to Community Use From RRPS.net you can access the Community Use portal, click on the Departments tab, click Facilities. Click on Facilities Use Management on the left side of the page, then click on Community Use Portal, scroll to the bottom of the page and click on Click here to create an account or log into the Community Use Portal. Then click on the Login to Request Facility Use link in the top right of the page. Click the Create One link to create an account and request access to submit online requests. You will be asked to read and agree to the Terms and Conditions first. Check the box to agree to the terms and click Agree and Register. Complete the Personal Profile form and click Save & Next. On the Request Organization page you can request to be an Organization Event Coordinator for one or more Organizations. Simply fill in the required fields and click Add Organization. Once you've added an Organization you will see the status of Pending next to the requested Organization. After you have added all the Organizations you would like to submit, click Save & Next to continue. On the Confirmation page, confirm the information and click Submit Requests. You should receive confirmation that your request has been submitted. You will receive additional notifications letting you know if your request was accepted or declined. An will go to the Facilities Use Specialist who will review your request and make sure you are associated with the correct Organization(s) in their master list.

4 Once your registration is accepted, you can return to the Community Use Portal and log in to begin requesting facility usage. How to Login/Community Use Tour How to Login to Community Use Go to the Community Use link, click or copy and paste the link below: At the top of the page, click on the Login to Request Facility Use link. If you have already registered, enter your login name and password into the fields and click Log In. Community Use Tour Below is an overview of each of the tabs available in your Community Use account: Home Once you are logged in, the system will default you to the Home page where you can view the calendar. You can filter the calendar at the top of the page, by Organization, Location, and Organization Type. Additionally, you can search for a particular event Description. Click the Filter button to apply these filters to the calendar.

5 Once filtered, the facility events will show on the Month view calendar by default. You can change the calendar view to show Week, Day, or Event List. In order to see event details, click on the event title. Request Facility Use This is where you will go to submit your facility requests. My Requests This page will list your previously submitted requests as well as allow you to View Invoices. If your account is setup to take online payments, you will see a View Invoices & Pay Online link that will allow you to make invoice payments online. You can filter requests by the same filters you see on the calendar, or sort them by any of the fields at the top of the list, such as Schedule ID, Status, or Location, by clicking on the gray square next to the sort name. *Note: If the schedule is still in the Submitted status, you will be able to access and edit the request by clicking on the Title. If the request is no longer in the Submitted status, you will need to contact the Facilities Use Specialist to make changes. My Organizations On the My Organizations tab you can review the Organization(s) that you have been approved to submit requests for.

6 Clicking the Organization Name will take you to the Organization Information page where you can verify the Address and other important information including Insurance Information. Please contact the Facilities Use Specialist if any of the information is inaccurate or out of date. If you need to request events for another organization click on the Request Another Organization link to submit a request to be added to that organization. My Settings The My Settings page is where you can update your personal contact information, reset your password, or turn your notifications on or off. Be sure to click Submit to save any changes. Documents On the Documents tab, you can download any documents that the Faculties Use Specialist has posted for community users to view. Help The Help page is where you will find any provided district or school contact information. Use this information if you have questions about your facility request. How to Submit a Request Click on the Request Facility Use tab. *Note: If this is your first time making a request through Community Use, you will be asked to read the terms and conditions that the district provides. You will also be asked to verify that you agree to these terms each time you submit a request. Choose the type of schedule you would like to submit. o o A Normal Schedule can be for a single date or multiple dates, but each event will be in the same location and room at the same time of day. You can request up to a maximum of 20 dates on a normal schedule. The Recurring Schedule is used for an event that takes place on a regular basis (Example: every Monday and Wednesday from October through December). These events will also be in the same location and room at the same time of day. You can enter up to a maximum of 100 dates on a recurring schedule.

7 Facility Use Request Wizard Note: Any field marked with an orange line is a required field. Step 1 - Search Enter the Event Title. Enter an Event Description. Select the Location and Room(s) you would like to reserve for your event. If entering a Normal Schedule: o o 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 entering a Recurring Schedule: o o o Enter the Start and End Time, making sure to select AM or PM in the drop down boxes. 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 1 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).

8 o Enter the End Recurrence date. Click on the Search button to make sure that the room you are requesting is available. Step 2 - Availability Your requested rooms will show at the top, and the time frame you've requested will show in yellow. If you see a black or red X in the box, there is already an event scheduled at that time. If the selected rooms are available at your desired time, click Next to proceed with your request. To change the room, date, or time of your request, click Previous to make new selections.

9 Step 3 - Event Details Additional Information Answer the available questions providing additional information for your event. Organization Information Select your Organization that is requesting the facility from the drop down menu. Select the Contact in the drop down box.

10 Setup Requirements If Maintenance Services or IT Services are needed for your event check the box next to the service needed and enter a Service Description in the box. To make sure you are selecting the appropriate Setup Requirements review the form below: Rental Requests If there are rental items available in this section, select the ones needed for your event, enter the Quantity, and write a Rental Description. Event Information Enter Total Attending. You can also break this number into number of adults and number of children.

11 Enter the number of Extra Chairs Required for the event. Enter the number of Parking Spaces Required for the event. Check the Yes, please display events on the community calendar if you would like the event to appear on the calendar. Enter any Other Needs if needed. File Attachments Attach your insurance certificate 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 5 MB. Signature Enter your address in the Signature box. Check the box stating that I confirm that I have previously read and agree with the terms and conditions of facilities use. Click Save to submit your request. Step 4 Confirmation The Confirmation page will give you the Schedule ID number for your request and a summary of the event information. You can print this page for your records. Google Calendar Integration The Google Calendar Integration will allow you to sync your FSDirect events to one Google Calendar to keep everyone on the same page. *Note: The Google CalendarIntegration feature is only available to clients that subscribe to EventEssentials Pro. How to Enable the Google Calendar Integration Make sure that you are logged into your Gmail account prior to authorizing the integration. Click on the Account Setup tab in FSDirect. Click on the Account Settings link. Scroll halfway down the page to the Google Calendar Integration option and click the button to Authorize Google Calendar.

12 Confirm that you would like to integrate your FSD Calendar with Google Calendar by clicking Yes. You will then be taken to a screen to give SchoolDude permission to manage your calendar. Click Allow. Select the Google Calendar that you would like to display your FSDirect events. The choices will populate based on the Google account you have most recent logged into. If you have

13 multiple calendars under that account, you can select which one to push event information to. *Note: You can only link the integration to one Google Calendar. There are 3 options for an initial push of data to your calendar. Select one and click Finish: o o o All events (public and private) - This means that any schedule that has upcoming events from the day the integration is enabled and forward will be transferred to the Google Calendar. Public events only - This means that any schedule marked as Public and that has upcoming events from the day the integration is enabled and forward will be transferred to the Google Calendar. None - no data will be transferred at all. After authorizing the calendar, you will be taken back to the FSDirect Account Settings where there are two new options that can be selected: The option to Disable Event Push to Google Calendar will prevent any schedules from transferring, but does not de-authorize the Google account linked to FSDirect. The Default new events to Google Calendar option will automatically put a checkmark in the box on each schedule to transfer the information Google.

14 If you set the default to Yes, you can still uncheck the box on those schedules that you do not want to transfer to Google, and vice versa if you set the default to No. After the events are transferred to your Google Calendar, you can decide to share specific events or the entire calendar with another Google Calendar. RSS and ical Integration The RSS and ical integration will allow you to sync your Community Use events to any calendar that accepts RSS or ical feeds to keep everyone on the same page and have more flexibility with your calendaring options. *Note: The RSS and ical integration feature is only available to clients that subscribe to EventEssentials Pro. Using the RSS Feed/iCal Link Using the RSS Feed and ical Link from the Community Use Calendar When a user is on the Community Use calendar, the RSS feed and ical link icons will appear in the top right hand corner of the screen. You can use the filtering options on this page to select the Location or Organization you'd like to see, then click the Filter button. Click the RSS feed or ical link icons to generate a similar pop-up to the one shown above.

15 Copy the link from the pop-up window and paste it into an application that accepts the feed link. Some common examples would be an Outlook Calendar, a Google Calendar, and a Yahoo Calendar, but anything that can accept these links will be able to pull in the event information from Community Use calendar. Examples of the RSS Feed/iCal Link in Use Here are some examples of how this will look in some commonly used Internet browsers and calendaring programs: RSS Feed in Firefox

16 RSS Feed in Internet Explorer

17 RSS Feed in Google Chrome RSS Feed in Microsoft Outlook Once a user has subscribed to the RSS feed or ical link, they don't need to do anything else.

18 Any time a change is made to an event in the Community Use calendar, any calendar using the RSS feed or ical link will update to reflect the change. *Note: You will only be able to make changes to the events in the Community Use calendar by contacting the Facilities Use Specialist. You will not be able to make changes to events in the calendar using the RSS feed or ical link. Refresh times can vary for each calendaring program. Making Online Payments in CommunityUse Depending on how the account was set up, you may have the ability to make online payments to your event invoices through CommunityUse: Click on the My Requests tab in CommunityUse to go to a list of schedules that you have previously entered. Click on the View Invoices & Pay Online link next to the schedule you need to enter the payment for. This will load a list of invoices for this schedule. Click the Pay Now button next to the invoice you would like to pay. MySchoolBucks Online Payments If the school district or university you rent from uses MySchoolBucks as their online payments vendor: You will come to a screen that tells you that you will be leaving SchoolDude and going to an alternate site. Click Continue to proceed to MySchoolBucks. If you have a MySchoolBucks account, enter your credentials to log in to that account. Otherwise, click Continue as Guest. The invoice information will populate on the screen. If you selected Continue as Guest, enter your First Name, Last Name, and Address. Choose the type of payment: E-Check (checking or savings account) or Credit Card. Enter your payment information and click Continue at the bottom of the window. You will receive a confirmation page, including a confirmation number, when your payment is made.

19 E-Check Payment Credit Card Payment Reliafund Online Payments If the school district or university you rent from uses Reliafund as their online payments vendor as their online payments vendor: Choose the type of payment, ACH (checking or savings account) or Credit Card. Enter your payment information and click Complete Payment. You will receive a confirmation page when your payment is made. ACH Payment Credit Card Payment Questions Contact Laura Perez, Facilities Use Specialist at ext or facuse@rrps.net

20 Making a SchoolDude Payment with MySchoolBucks Table of Contents SchoolDude Payment Using the Pay Now Button... 2 SchoolDude Payment Using an ed Invoice... 2 Completing a Payment on MySchoolBucks (Guest Checkout)... 4 FAQ and Contacting Support... 6 Support... 6

21 SchoolDude Payment Using the Pay Now Button A user can make a payment in SchoolDude by either clicking the Pay Now button within SchoolDude/FSDirect software or from an ed invoice. The example below shows the steps to complete a payment from a Pay Now button. First, the user clicks the Pay Now button to make a payment. At the SchoolDude notification screen, the user must click Continue to proceed to MySchoolBucks. After clicking Continue, the user will complete the payment process by checking out as a Guest or logging in with an existing MySchoolBucks account. SchoolDude Payment Using an ed Invoice You can make payment in SchoolDude by either clicking the Pay Now button within SchoolDude/FSDirect software, or from an ed invoice. The example below shows the steps to complete a payment using an ed invoice. MySchoolBucks SchoolDude Checkout 2 of 6

22 Open up the which has been sent to you and click the payment hyperlink to make a payment in MySchoolBucks. MySchoolBucks SchoolDude Checkout 3 of 6

23 Completing a Payment on MySchoolBucks (Guest Checkout) When making a purchase, if you do not already have an account may choose Continue as Guest to make the purchase without creating a MySchoolBucks account. If you already have an MSB Account also have the option to login to complete their payment. Select a payment method, either e-check or Credit Card. If you have not entered a payment method before, you will be prompted to enter one now. When using a previously created payment method, select the payment method from the drop-down menu. If the preferred payment method does not appear in the menu, click Enter a new checking account to enter a new echeck account or Enter a new credit card to enter a new credit card. MySchoolBucks SchoolDude Checkout 4 of 6

24 When you have finished reviewing your order, click Place Order to place the order and purchase the items. Once the order has been placed, you will receive a confirmation screen, as well as a reference code for the order and an sent to the associated with your account, if applicable. Payment Confirmation screen showing a successful SchoolDude payment for using MySchoolBucks. MySchoolBucks SchoolDude Checkout 5 of 6

25 FAQ and Contacting Support Users have access to the Frequently Asked Questions as well as the parent support phone number at the bottom of every page in MySchoolBucks by clicking Help. You may also send Support Requests and submit User Feedback through the Contact Us option in the top right corner or at the bottom of the page. Support For additional support, please contact Technical Support between the hours of 8 AM EST and 5 PM EST at You may also contact customer technical support by using our support request form. This confidential document is issued pursuant to non-disclosure agreements in place and subject to the terms and conditions contained therein. Reproduction or use, without the express permission from Heartland School Solutions of any portion of this manual is prohibited. Copyright 2017, Heartland School Solutions. MySchoolBucks SchoolDude Checkout 6 of 6