SchoolDude Facilites Use Request

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Benedict Smith
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1 SchoolDude Facilites Use Request Revised 1/22/2018

2 Note: If you are an approver and are entering the reservation, refer to the section Approver as Requester on the last page of these instructions. 1. Run a Web browser. 2. Go to the following address: FIRST TIME USERS First time user of the program, you will need to click on the drop down arrow and Register. Use your District , e.g., first.lastname@sbcusd.k12.ca.us and any password you create. YOU MUST CREATE A ROOM REQUEST IN ORDER FOR THE SYSTEM TO VALIDATE YOUR NEW USER ACCOUNT. If you do the validation process incorrectly, on your next login you will get this message and you will have to start your Registration process over again. CURRENT SCHOOLDUDE USER Type your Address and the Password you created, and then click Sign In. Forgot Password? Use the Forgot Password link. Note: The system will not remember your address until after you create and save at least one reservation in SchoolDude. SBCUSD Information Technology and Facilities Department Training Page 1

Booked by Verify the information that appears in the First Name, Last Name, Email fields.

3 SCHEDULE REQUEST TAB Normal Schedule (single date, not more than 20, same location/area). Recurring Schedule (Daily, weekly, monthly, same location/area). Note: This icon denotes required fields. Booked by Verify the information that appears in the First Name, Last Name, fields. If your name does not appear click here and log in as yourself. SBCUSD Information Technology and Facilities Department Training Page 2

4 Event Title Event Description Area Location Rooms Where (abbrev):who s event: Title. Example: ISHS:Rodriguez 8 th Grade Graduation Note: You do not need to enter the Who s event info for outside organizations. Enter text here only if you need to describe event further. If reserving MCHS MU Room, enter SACS budget number here. Do not change (and all rooms at this site will appear on Room list). Select location from drop-down list. Click Binoculars and select room from list. For large lists, use Next 15, Quick Search at top of Room Lookup screen or use alpha/numeric navigation area. Scroll to the bottom of the screen and click OK. Click View Bookings button to view all bookings at this site. Close browser tab to return to previous screen. Click View Room Detail button to view available times. Close this window. Event Date(s) Start Time/End Time Type or select from calendar (right side). Max number of dates you can enter is 20. Use Recurring Schedules if multiple dates follow a set pattern. Type or select from drop-down list. Double-check to make sure AM/PM is selected properly. Note: If you need to reserve setup/breakdown time, include the extended period of time in these fields on in the Setup Begin Time and Breakdown End Time (directly below). Entering the setup/breakdown time here will adjust the Duration value. SBCUSD Information Technology and Facilities Department Training Page 3

Setup Begin Time Breakdown End Time Duration Check Availability Tentative Booking? Type or select from drop-down list if different from Start Time.

5 Setup Begin Time Breakdown End Time Duration Check Availability Tentative Booking? Type or select from drop-down list if different from Start Time. Type or select from drop-down list if different from End Time. Auto populates based on Start Time and End Time. Click this button to see if desired room is available. Close browser tab to return to previous screen. Do not use. Organization Type First Name/Last Name Click binoculars and select from list For large lists, use Next 15, Quick Search at top of Room Lookup screen or use alpha/numeric navigation area. --OR Type in or new field if not on list. If window doesn t open, look to see if it opened behind the window you are currently using. If organization is listed multiple times, select the one with the most current insurance policy. If insurance has expired, a warning message will appear. Click OK to clear message. If using Chrome, you will not get a message. Send copy of new policy to Takara Russ in Facilities and Operations. Select from drop-down list if entering a new organization If this area is blank, see if name appears on the No Contacts Available drop-down list. If name is incorrect, type in correct name. If blank or name not found on drop-down list, enter name from scratch. Verify that is correct. If blank, enter an address. All confirmation messages are sent here. SBCUSD Information Technology and Facilities Department Training Page 4

Day-Time Phone Evening Phone Cellular Phone Billing Address Use Organization Billing Address Document Number PO Number Verify that phone number is correct. If blank, enter day-time phone number.

6 Day-Time Phone Evening Phone Cellular Phone Billing Address Use Organization Billing Address Document Number PO Number Verify that phone number is correct. If blank, enter day-time phone number. Type in using this syntax ###-###-####. Verify that phone number is correct. If blank, enter evening phone. Type in using this syntax ###-###-####. Verify if phone number is correct. If blank, enter correct address. Type in using this syntax ###-###-####. Auto populates if organization is already on list. Verify billing address and change if necessary. If no address automatically appears, click to put a check mark in the Use Organization Billing Address check box. If no address appears after checking Use Organization Billing Address, type in if new organization. Facilities Use Only. Facilities Use Only. Company Company Policy No Coverage Coverage Dates Update Insurance Info? Takara Russ in Facilities and Operations checks and enters info. For Facilities Use Only. Send copy of policy to Takara. For Facilities Use Only. Send copy of policy to Takara. Check ending date next to To field. If policy has expired, send copy of new policy to Takara Russ in Facilities and Operations. For Facilities Use Only. Send copy of policy to Takara Russ in Facilities and Operations. SBCUSD Information Technology and Facilities Department Training Page 5

If name of custodian(s) is known, enter name(s) here.

7 Audio/Visual Custodial Event Break Down Event Break Down Event Setup Food Services Heating/Vent/AC Security Check if needed. Enter comments in Service Description if applicable. Do not leave blank. If name of custodian(s) is known, enter name(s) here. Charge Type: Custodial/ Quantity/Rental Description Number Attending Do not use. Type total number attending (adults + children). SBCUSD Information Technology and Facilities Department Training Page 6

8 Number of Adults Number of Children Number of extra chairs Other Needs Event Visibility Password Save Do not use. Do not use. Type number of extra chairs if needed. Type in any additional needs that need to be considered (e.g., please make sure soccer field is clear or make wheelchair accessible). Leave Yes selected. Type the word password. Click the Save button. Scroll to the top of the screen and verify that the follow message appears at the top of the screen. Review application and correct if necessary. Save again. SBCUSD Information Technology and Facilities Department Training Page 7

Duplicate/Copy an Event Cancel an Event Reschedule an Event Review Scheduled Events Click on the Renew Schedule link (top of screen just above Schedule has been saved.

9 Duplicate/Copy an Event Cancel an Event Reschedule an Event Review Scheduled Events Click on the Renew Schedule link (top of screen just above Schedule has been saved. Enter new event dates/times Change other event information as needed Enter password and then click Save To cancel an event after it has been fully approved and activated, contact Facilities Management and ask to have it cancelled. To reschedule an event after it has been fully approved and activated, contact Facilities Management and ask to have it cancelled. Then create a new event with the new date/time. Click My Request tab Click the Shortcuts drop-down arrow (top of screen). Select My Scheduled Requests. A summary of your requests appear with a status. Click event name (shown in red) to open original form. Status/Schedule State Review All Calendar of Events Submitted/Inactive Requester has entered and saved the event. Approved/Inactive Site Administrator has approved and now the event is in Facilities Management Approved/Activated Facilities Management has approved and the facilities use request is now complete. Canceled The facilities use has been canceled by one of the approvers. Declined/Inactive Approver declined (Site admin or Facilities admin). Click My Request tab Click the Shortcuts drop-down arrow (top of screen). Select My Scheduled Requests. SBCUSD Information Technology and Facilities Department Training Page 8

Hover over Related Links Click on Month Calendar (or

Location Click Click Next Month/Previous Month to

link (top right corner) to exit SchoolDude SBCUSD

10 Hover over Related Links Click on Month Calendar (or Day or Week Calendar) Select the Month/Year Select Location Click Click Next Month/Previous Month to navigate to other months. Logout Click the program. link (top right corner) to exit SchoolDude SBCUSD Information Technology and Facilities Department Training Page 9

Approver as Requester Login using your Approver Username and Password and follow the instructions in this guide starting in the Schedule Request tab.

11 Approver as Requester Login using your Approver Username and Password and follow the instructions in this guide starting in the Schedule Request tab. Before clicking Save, make sure you select Approved from within the Status field. Technical Support Facilities Management Training Information Technology SBCUSD Information Technology and Facilities Department Training Page 10

FSDirect Site Admin Guide Instructions for Site Admins to manage the use of GISD facilities and invoice for facility rentals.

FSDirect Site Admin Guide Instructions for Site Admins to manage the use of GISD facilities and invoice for facility rentals. Table of Contents View the Calendar 2 Submit a Request 3 Select a Schedule Type 3 Enter Schedule Details 4 Process a Request 8 Access a Request 8 Process a Request 8 Requests with Conflicts 11 Schedule