25 Live - Basics for regular Users

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Todd Stone
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1 25 Live - Basics for regular Users Create an Event Website:

2 25Live Create an Event Manual, October 2018 Scheduling Office TABLE OF CONTENTS Basic Information. 3 Creating an Event. 4 Search for an Event. 12 Search for a Location Live Reports Live Create an Event Manual, October 2018 Page 2 of 19

I. Basic Information Website to Access 25 Live: https://25live.collegenet.

Anza and Foothill college campus use the same R25 live system.

3 I. Basic Information Website to Access 25 Live: Login Details: De Anza my portal username and password Welcome Screen Have 3 view options Both De Anza and Foothill college campus use the same R25 live system. Adding DA (De Anza) or FA (Foothill) in front of the organization, locations, divisions and departments indicates it is specific a campus. 25Live Create an Event Manual, October 2018 Page 3 of 19

4 II. Creating an event (Schedule an event) 1) Click on Create an Event or Event Wizard tab or 2) Fill out the event details i. Event Name: Enter the way we like to search and save (Required) ii. Event Title for Web Calendars: (Required) Enter the way you like to have the event name published on the web calendars iii. Event Type: Select appropriate selections (audition, ceremony, club event/meeting, concert/performance, conference, custodial/maintenance, dance, exhibit, fundraiser, Game/meet/match/tournament, meeting, orientation, planetarium, rehearsal/pracrtice, reception, short course, speaker series, workshop/training, meeting- student, etc.) (Required) (Based on the event type, the features, resources, organization, tasks will be selected) 25Live Create an Event Manual, October 2018 Page 4 of 19

5 iv. Primary Sponsoring Organization: (Required) Browse for the best option examples are available as follows: Division - DA Division - ** Department DA Dept - *** College live DA - ****** (Club name, orgnization) DASB - DASB *** DA- Community Education (if you type the best organization name letters, the options will populate) v. Lets go Next > 3) Additional Basic Information i. Enter Expected Head Count (Required) The minimum capacity of the room should be entered here ii. Event Description optional - Include any further information about the event for public 25Live Create an Event Manual, October 2018 Page 5 of 19

Select YES if the event occurs multiple times iii. Lets go Next > 5) Date and Time details i.

6 iii. Event Description is optional to enter additional detail about the event for others to view and publish in the calendar. This detail may assist with the approval process. iv. Lets go Next > 4) Is this a repeating event? i. Select NO if it only happens once ii. Select YES if the event occurs multiple times iii. Lets go Next > 5) Date and Time details i. Enter the start date and time (DO NOT uncheck the first occurrence begins and ends on the same Start Date only Do not uncheck Enter Start and End Time 25Live Create an Event Manual, October 2018 Page 6 of 19

ii. Add additional set up time if needed, then go to next screen iii. Lets go Next > 6) Set up repeating events : i. If the event does not repeat, the screen will move to find locations ii.

7 ii. Add additional set up time if needed, then go to next screen iii. Lets go Next > 6) Set up repeating events : i. If the event does not repeat, the screen will move to find locations ii. If the event occurs multiple times: Choose from the following repeating options: Selected option will be highlighted iii. For repeats - Select the days and end date (weekly example is given below) 25Live Create an Event Manual, October 2018 Page 7 of 19

8 Select repeating days Select the end date iv. Occurrence list will populate (we can cancel selected dates if needed, default setting will be selected as active) v. Confirm and click > 25Live Create an Event Manual, October 2018 Page 8 of 19

categories, layouts, etc.) Enter room name and press enter Check appropriate check boxes ii.

be highlighted. The Green Check mark Indicates that the room is available. iii.

9 7) Find and Select - Location i. Enter room name and press Enter on the keyboard (Advanced searches to find room with features, categories, layouts, etc.) Enter room name and press enter Check appropriate check boxes ii. Select the best suitable location from the available room list by single click Selected room will be highlighted. The Green Check mark Indicates that the room is available. iii. The selected room name will list on the right column of the screen with room feature details. iv. The room is selected, so, lets go > 25Live Create an Event Manual, October 2018 Page 9 of 19

10 8) Select Resources: Optional Select resources only needed(ie. chairs, custodian, food services, podium, portable PA system, table, tent, trashcan, etc.) for the event. You can edit the resource setup instructions and quantity details on the right column of the screen. This request has to be approved by the Facilities coordinator. 9) Attach file that need share for this event optional (eg: custom layouts, reservation list, menu, etc.) 10) Additional event information optional Adding an image that can be published on web calendar, website, related survey questions will be listed based on the type of event selected. 11) Select the contacts for this event. System will automatically select the scheduler. Your name will be on the requester area. You can add instructor or another staff if needed. Add if needed This will help to the parties 12) Selecting the Categories: i. Always Select Campus- De Anza ii. Select other categories if needed as it will help to search for the events based on this category 25Live Create an Event Manual, October 2018 Page 10 of 19

Select the best options for your event. iii.

11 Campus- Da Anza must be checked always ( ) May select more than one category based on the event. These categories are used to store as appropriate. This categories are used to search for an event(s). Select the best options for your event. iii. Edit additional Comments and notes are optional for set up instructions 13) Confirmation Note:- Agree with them. 14) Save 25Live Create an Event Manual, October 2018 Page 11 of 19

15) SAVE - Following screen will appear Pending Approval Message Email the

Search Events 1) Go to Event tab 2) Search for Events 3) Enter the name of

12 15) SAVE - Following screen will appear Pending Approval Message the event details Preferred Room III. Search Events 1) Go to Event tab 2) Search for Events 3) Enter the name of event in the Search by Keyword section Click on Go or Enter 25Live Create an Event Manual, October 2018 Page 12 of 19

4) List view: 5) Calendar view (Remember to set the

13 4) List view: 5) Calendar view (Remember to set the dates as you prefer): 6) You may save this search by clicking Save Search button. Make sure to provide appropitate name as you can use this to run reports. It will save for Pre- Defined Event Searches Tab. 7) Pre- Defined Events 25Live Create an Event Manual, October 2018 Page 13 of 19

IV. Search for locations (room) 1) Click on location

(Narrow as possible as you can); We need minimum 2

Eg: MLC L2 S5 MQ- 2 3) Enter on the keyword and click

14 IV. Search for locations (room) 1) Click on location tab - 2) Search for the building/specific room (Narrow as possible as you can); We need minimum 2 characters. Eg: MLC L2 S5 MQ- 2 3) Enter on the keyword and click Go 4) Click on one of the options List, Availability and Calendar based on your need. 5) List tab will show all rooms that include the searching keyword. 6) Availability tab Set a date Click on Load Availability Click on the open spaces to create/book an event. 25Live Create an Event Manual, October 2018 Page 14 of 19

9) Pre- Defined Location Searches Quick search locations in the system.

15 7) Calendar will show all events in all rooms 8) You may save the location search by clicking the Save Search option for future reference in Pre- Defined Location Searches. 9) Pre- Defined Location Searches Quick search locations in the system. We can select appropriate search and run for the results. 25Live Create an Event Manual, October 2018 Page 15 of 19

16 V. Reports 1. Events (Click on Event Reports): Many reports are available to select from the drop down menu. Examples are as follows: i. Reservations by date ii. Daily Events (Select search parameters can change the date) 25Live Create an Event Manual, October 2018 Page 16 of 19

select from the drop down menu. Examples are as follows: iv.

17 iii. Calendar of Events (7 day) 2. Location (Click on Location Reports): Many reports are available to select from the drop down menu. Examples are as follows: iv. Daily Room Sheet: (Provides list of all events in each location) 25Live Create an Event Manual, October 2018 Page 17 of 19

18 v. Location activity date Grid vi. For one room Example ADM 1 25Live Create an Event Manual, October 2018 Page 18 of 19

19 4. Resources (Click on Event Reports): Many reports are available to select from the drop down menu. 5. Other reports are available on the other reports tab. 25Live Create an Event Manual, October 2018 Page 19 of 19

25Live Event Request Submission Tutorial

25Live Event Request Submission Tutorial From the portal, under my applications, click 25 live Once loaded, click on Create an Event in the center of the home screen. 1 Proceed to enter the proper information into each field, following the prompts