If at any time you require extra assistance or would like hands on training, please contact the Event Services Manager at

Transcription

1 Scheduler schedules all classes, events, meeting resources and services for the University. It automatically populates the public calendar and department web pages, if users choose. It is used by the Registrar, all meeting service providers and campus safety to coordinate people, safety, space, equipment and services. Log on today at and use your e-pass and password to get started! Topic Pages Log on to Scheduler 2-3 Creating Your Event in Scheduler 4-18 Utilizing the Locations Tab Approving Tasks Editing Your Event Checking Your Event Status Reports Searches If at any time you require extra assistance or would like hands on training, please contact the Event Services Manager at

2 Log on to Scheduler Scheduler schedules all classes, events, meeting resources and services for the University. It automatically populates the public calendar and department web pages, if users choose. It is used by the Registrar, all meeting service providers and campus safety to coordinate people, safety, space, equipment and services. Log on today using your e-pass and password to get started! 1. Open web browser using Mozilla Firefox or Google Chrome. 2. Go to 3. Click on Schedule My. 4. Click on Sign In. 2

3 5. Enter your PLU e-pass username and password. 6. Click Sign In. 3

4 Creating Your Event in Scheduler Scheduler is a one stop shop for all meeting needs. Coordinate with all Meeting Support Providers (Conferences & Events, Catering, Media, Facilities, Stage Services and Campus Safety) on campus with this tool. Scheduler feeds your event to the PLU Calendar and Departmental Webpage s, if you choose. The guide below will walk through the process of creating an event. Please reference 25 Live Log on to Scheduler Documentation on how to log into the system. 1. Log in to Scheduler select the Event Wizard tab The Event Status box indicates how many required elements are yet to be completed. Each required element is noted with a red asterisk (*). 4

5 The Edit Event Details box is a shortcut to each section. You may click on a section link to jump to that section. 2. Complete required fields, starting with Event Name. Empty fields will not display to the public calendar. a. Event Name Be concise, avoid acronyms and abbreviations, and check grammar and spelling. The Event Name is limited to 40 characters. This will publish to the calendar, if you select to publish later. b. Event Subtitle The Event Subtitle is not a required field. In this area more information can be provided about the event for Campus Calendar purposes. 5

6 c. Event Description - The Event Description is your opportunity to market your event. Individuals looking at the Campus Calendar will see this make your event one they will want to attend! This section allows you to describe the event in detail, provide directions, contact information, website links, ticket prices, etc. d. Event Type Click on All Event Types and choose the most appropriate event type from the list. The Event Types categorize your event in the Public Calendar. This is where people will see your event when searching the Public Calendar. TIP: Click on the star next to the name and that item will appear in your Starred List. 6

7 e. Primary Organization for this Event/Co-Sponors for this Event Enter/select the organization name that is sponsoring the event. f. Enter/select the organization that is co-sponsoring the event (if applicable, if no co-sponsor, leave blank). 7

8 g. Contact Roles for this Event Are you scheduling this event for another individual? If another individual requires further correspondence search for their name, and add them as the Requestor. Then submit your information as the scheduler. The information of the user logged in when scheduling will automatically populate here all further correspondence will be sent to this account. 8

9 h. At the bottom of the screen click Next i. Event Date and Time: i. Enter the Start Date and Start Time of the actual program. This is the time when the event is in motion and guests are in their seats. Be precise. Catering, Conferences and Events, Media Services and Campus Safety will use this information to determine the delivery of hot food, media equipment, scheduling of crew, doors unlocked too early and the coordination will not be in sync. ii. Enter a Pre-Event time estimate. This is defined as the amount of time you will need to accomplish last minute details immediately before an event. Examples include: speaker practicing, equipment checks, or setting name tags on tables. This does not mean the amount of time Conferences and Events or Catering needs to setup. iii. The Setup and Takedown fields will be completed by Conferences and Events to have the room ready by the Pre-Event time. iv. Events that occur at the same time over multiple days should be set up as Repeating by using the Event Repeats option at the bottom of this section. Events that span multiple days but are at different times each day should be scheduled as separate events. You will notice that the start date automatically defaults to 2 days from the current date. Any event taking place less than 48 hours away needs to be made by calling Conferences & Events at This way the event can coordinated with all departments to make sure the request can be accommodated. 9

10 Below is an example of the Event Date and Time section with the Pre-Event/Setup Durations? Post-Event/Takedown Durations? and Event Repeats all selected. Setup time the amount of time Conferences & Events needs to setup. Conferences & Events will fill in this spot, but keep in mind when booking that there needs to be enough time for Conferences and Events to setup. Pre-Event time the amount of time you need to setup. Post Event time the amount of time you need to clean up. Takedown time the amount of time Conferences & Events need to strike the room. Conferences & Events will fill in this spot, but keep in mind when booking that there needs to be enough time for Conferences & events to strike the room before the next event. Repeating Date Options. Repeating dates shown here. 10

11 j. Event Location: Find a list of comprehensive locations by clicking on index or category. View capacities, features, and equipment built into the space. Double check that the location will accommodate your activity and number of guests. Scroll over the room to see a photo and room features/setup options. TIP: To minimize the search to only available locations during the selected date and time select the box next to: i. A red triangle indicates when space is not available for the date/time you chose. A green check mark indicates availability. ii. If your event is off-campus or a room is not needed leave this section blank. 11

12 k. Once an available room has been selected make sure to select the setup required. If no setup options are listed the room is not reconfigurable. Also add any setup instructions (head table needed, registration table outside, catering tables in the room). Add setup instructions by clicking the pencil and entering text Select Layout (if options for room setup are available, a drop down will appear, if no options are available, the room is as is). l. Event Head Count: Estimate the number of guests you expect to attend the event (leave Registered count blank). Overestimating is fine! The system will alert you in the Event Status portion if you have too many people for the room you are requesting. 12

13 m. Additional Booking Information: i. Publish to Calendar: If Yes is checked, this event will publish to the Campus Calendar. You must select No if you do not want the event to show. ii. Website: Enter URL of the website related to this event. iii. Account Number: Enter full Banner account number. Charges apply for services that indicate ($) in resources. (Event Services does not charge for its services or furnishings) n. Event Calendars: Select which departmental calendars (listed alphabetically) you would like your event to publish to. Please note, your event will only publish if you selected Yes in the Publish to Calendar option. 13

14 o. Event Comments: Note any and all other event details and special needs (Setup instructions, Catering Needs, Media Needs, VIP Guests) any information that will help us support your event. p. Select Next to go to the next screen q. Event Resources: Order the media, catering, stage services, campus safety and furnishings for your event in this section. Everything you need for an event is here. Service providers are notified via the scheduler when a resource is selected. They use scheduler to approve your request so you know they will fill your order. Some service providers will contact you for more details. A ($) indicates when an item will cost money. The service provider will give you the costs or check their website. 14

15 i. Browse by category as shown below. Move through each folder and select items needed to support your event. Estimate quantities. Overestimating is fine! ii. When resources are not available during your requested event date and time you will see a caution sign. Event Services can rent equipment for the event; however make a note to us in Setup Instructions & Comments. The number of available resources are shown: example 4 of 4 extension cords are available. If no resources are available 0/0 will show in red 15

16 iii. Quantities can be changed however it will only allow the amount of resources available to be requested. Also use the Quantity button to specify the number of individuals anticipated for a culinary event. # of furnishings for the event. # of people for the event. r. Select Finish the request will be sent in a draft form to Conferences & Events s. Your event has now been sent to the Conferences & Events Office. Make note of your Event Reference #, when using 25Live or calling CEVT for updates, this # is very useful. You can the information to yourself to have the Event Reference # on file 16

17 i. Once submitted the person listed as the requestor will automatically be sent an to their Gmail account: ii. The will list your Reference # i. Once Conferences & Events receives the reservation, the Event Services Manager reviews and requests and coordinates with all resource providers to approve event logistics, space availability and confirm their available to provide service. 17

18 ii. A confirmation will be sent to you. Upon receiving your confirmation, double check all information to make sure its correct (are the times correct? Are all the resources needed requested?). Events States are as follows: Draft A request has been made. The requested space and resources are not on hold. Tentative - Event logistics, space availability and resource availability are all being coordinated. The requested space and resources are on hold. Tentative events will not be posted to the Campus Calendar. Confirmed All requested event logistics, space availability and resources have been approved. Confirmed events will publish to the Campus Calendar. 18

19 Locations See what availability and whats happening in most Univeristy spaces. An event can also be started from the locations tab as shown below. 1. Select the Locations Tab 2. Click on the Search for Locations 3. Type a building or a room into the Search Box. Use abbreviation or full name the system recognizes both. In the example below UC was typed in for Anderson University Center 4. Choose View: List, Availability or Calendar 19

20 The List tab lists the rooms in the building you ve searched. If the search is specific, for example UC 133 only UC 133 will be listed. In the example below UC has been typed in, therefore all UC rooms show. Please see #5 for more information on the List Tab The Name and Formal Name are shown in the first two columns. The Features column lists the features available in the room The Layouts column lists the available room set up options if only one is listed that means it s the only available room set up choice The Max Capacity lists the max capacity for a room (does not include tables/chairs) 20

21 o Choose a specific room and see pictures and room features. In the following example UC 133 will be selected click on UCTR 133 o You are now in room details (if you are not directed straight to the Details tab select it) The Layouts are listed here the capacity is given for each type of available setup Click the symbol for pictures to populate Click the symbol for floor plans to populate 21

22 Get a list of events happening in the selected space for the specified date range (shown below) by clicking the List tab. o Change the date range by clicking on the Dates: The image below will appear. Choose dates now. **Please note Enforce a Date Range Interval of 1 week is always checked so if you would like to search for less days or more days make sure to uncheck the box. Once the new dates are selected click Update List o Uncheck the box for more flexibility (search less or more dates). 22

23 The Availability tab shows the availability of the building you ve searched. As mentioned above, if the search is specific, only the availability for that room will show. **Please keep in mind, the more locations in the search, the longer it will take to load ** The date can be changed by clicking here The blue bar along the top indicates the time 0 = 1:00am and so on. When a room is occupied a green bar will show. The dark green indicates the actual event time. The light green bar indicates setup/strike time entered by Conferences & Events o Choose a specific room to see availability for only that room. In the following example UC 133 will be selected click on UCTR

24 o Only events in UC 133 will show **Create an event from this screen by hovering your curser over a white area and clicking the pencil icon that will pop up. Once clicked you will automatically be taken to the Event Creation and Editing Form 24

25 The Calendar tab shows the events occurring in the space in a calendar style format. 25

26 Approving Tasks Meeting Support Providers (Campus Safety, Conferences & Events, Catering, Facilities, Multimedia and Stage Services), Space Managers, Student Life and the Provost Office approve applicable reservations before the requestor can move forward with event. The steps below show approvers how to approver services. 1. An is sent once a day to your PLU account alerting that there are tasks that need your approval. (Approvers must register with Events Manager initially) a. The will provide a link to the scheduler and an attachment showing the tasks that need approval. b. Click the link to go to Scheduler make sure to log in (see Log on to Scheduler documentation, pages 2-3, for assistance) 2. When logged on click the Task tab 3. Your Screen will look like the following: 26

27 a. Select Outstanding from the Choose Which Tasks to View b. Click Choose Visible Columns to add or subtract information to view c. Example of an Outstanding Task list i. The Event Column lists the name of the event ii. The Title Column lists the name of the title of the event (if there is one) iii. The Task Column lists the items that need approval shown in the example, a Table Lectern and University Center 134 both need approval. iv. The Type Column lists the type of approval needed Authorization means you must approve/deny the event. Information means you must acknowledge the event this is more of an FYI approval is not required. v. The Status column shows the status of your task vi. The Actions column is where you approve or deny the request by clicking on the appropriate button. or vii. The Respond By column is the date that the task needs to be approved by viii. The First Date column is the first date that the event takes place ix. The Reference column lists the reference number of the booking x. The Assigned By column will be the Event Services Manager xi. The Assigned To column will be your name 27

28 d. You can approve tasks from the Outstanding Tasks tab, however, if more information is needed click on the event name. e. You will be brought to the complete Event Reservation. Select Task List. 2. The Task List tab must be selected 1. You are now on the Events tab More information is shown such as: The date & Time The quantity Comments f. To Approve/Deny from the requestor the task click on the corresponding button. Comments may also by clicking on the edit button g. Make comments for all Resources, your staff, and event planner by clicking edit. Always comment about changes, problems, or cancellations 28

29 h. If a task is APPROVED no further action is necessary the requestor can see your confirmation. Conferences & Events will track the approval and once all approvals are received, will send a final confirmation to the requestor. i. If a task is DENIED an must be sent from you to the requestor, using the tool in scheduler. Copy Conferences & Events a. Click on the More Actions button, as shown below, then select event details. j. Requestor will not receive a confirmation for event until all resources have been approved. 29

30 k. Make sure to check the box next to the Requestor and Scheduler. Type your message in the space provided. 30

31 Editing Your Event What if a change needs to be made to a booking? Or an event needs to be cancelled? Once a booking is changed from a draft state to any other state, all changes must go through Conferences & Events. Follow the steps on the best way to alert Conferences & Events of any changes. 1. Locate your booking, this can be done by: If you starred your event locating the event here If you have your reference # click the events tab, and enter the # in the search box: If you do not have your reference # type in your event name 2. Once you enter the reference # and select search, it will bring you to your event. 31

32 3. Once in your event, click on the More Actions button 4. Click Event Details 5. Fill out the form Selecting Anyone with Assignment Tasks will send the to all of the Service Providers involved in the booking Selecting Anyone with Notification Tasks will send the to anyone who receives notifications on spaces or resources Enter the message into the Message Body Section Click Send a copy will automatically go to your Gmail Account 32

33 Checking your Event status Haven t received an event confirmation yet? Wondering why? Some Events take longer to approve than others; those with resources require approvals from all associated departments, a confirmation will not be sent until all approvals are received. View your Event Status at any time via Scheduler by following the instructions below. 1. Locate your booking in the Scheduler (don t know how? Please see documentation Editing your event) 2. Once in your event click on the Task List tab 3. More than likely nothing will show up, as shown below. This is likely because you have no assigned tasks to your own booking unless you are a Service Provider or Space Manager Click the drop down next to View and select All Assigned Tasks 33

34 4. You can now see the status of the assigned tasks The event status is listed here. Confirmed bookings mean all resources/spaces have been approved. And all event details (setup, account #, etc) have been received. The individual status of each item is listed here. Active = In progress, task has not been attended to Approved = Task has been approved Denied = Task has not been approved (you should receive an informing you of this) TIP: for more information click the + next to the associated task this will bring up even more information about the task: 34

35 5. Now more details are seen. Service Providers and Space Managers are given 48 hours to respond to tasks. Event Comments & Setup Instructions Which Tasks still need approval, or have approval 35

36 6. What if all my tasks are approved, the booking is confirmed, and I didn t receive a confirmation? One can easily be created by completing the following steps a. Click on More Actions b. Then Select Print a Report for this Event c. Then Select Event Confirmation (Detailed) 36

37 7. An event Confirmation like this will open in Adobe. Make sure to check all listed logistics. Conferences & Events and all Service Providers are planning resources and staff based on this order from you. If something is missing, please contact Conferences & Events to update meeting logistics. Event Name is listed here Event Title is listed here The description which goes to the calendar if chosen, shows here Your Event Reference is listed here The event status is listed here Your events location is listed here Resources requested will be listed here with quantities and instructions if applicable Conferences & Events will set the room as specified in the directions here 37

38 Reports The report function allows you to find out what is happening in a space, gather statistical data about events and resources, and to see how often a room is being utilized. 1. The Reports tab provides reports for four categories: Events, Locations, Resources (Campus Safety, Catering, Conferences & Events, Facilities, Media, Stage Services) and other. Event Reports: Event Reports available are listed below. Location Reports: Location Reports available are listed below. 38

39 Resource Reports: Resource Reports available are listed below. Other Reports: Other Reports available are listed below. 39

40 2. Choose the report that best suits your need. In the example below a snapshot of events happening in large venue spaces around campus is what is needed. a. Select the Event Reports tab from the drop down menu select Calendar of Events (3 Day) b. Fill out the required information i. First look at the Description of the report you can also view a sample which will allow you to tell if this is the best report for your needs 40

41 ii. Fill out the start date iii. Fill out the event search. Canned Event Searches are listed. Choices range from event searches, class searches and event and class searches. If the searches below do not meet your needs, please see the next section on creating searches. Select the event search that corresponds with the start date selected. In our example we were running an event only search, as the start date is November 12, 2012, the event search (All Events/No Classes) would be selected. 41

42 iv. Fill out the Location Search. Canned Location Searches are listed. If the searches below do not meet your needs, please see the next section on creating searches. 3. Once all information is filled out click Run Report **If the report does not populate make sure your pop up blocker did not block the application. More than likely the first time you run a report the pop up blocker will show, but once you allow pop ups for 25Live it should not come up in the future** 4. The screen below will populate, as shown below: 42

43 5. After a few seconds a window will populate with your report 6. You may either save the file or open it in adobe photo shop 43

44 Creating Searches 1. To create a location search, click on the Locations tab. **Events and Resources can also be searched by following the same steps, but using the Events and Resources tab** 2. The screen below will populate where you have two options Enter a building name or room in the search box hit GO when finished More Search Options can be selected where more information will populate Using the Search by Keyword should be used when information is needed for one space or building. Using the More Search Options should be used when information for multiple spaces or building are needed. 44

45 a. If using the Search by Keyword Box enter a building name (room specific or not) into the search box and hit GO If all spaces meet your needs for a search click on the Save Search button b. The following box will populate Click on Search Results 45

46 c. Name your search in the box provided Name your search here something that will help you identify the search d. Click Save Search The Data will now be available for you in the Reports Section for an unlimited Time Period. 46

47 e. If using More Search Options follow the steps below Click Categories for more options Features & Layouts can also be selected f. Once you select data click GO. Repeat steps on pages to save your search. 47