SCHOOLDUDE s FSDirect: Facility Management Tool

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Erika Bishop
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1 SCHOOLDUDE s FSDirect: Facility Management Tool Training for Approvers October

2 Your role: Approver View, Submit, Decline & Approve schedules for your assigned location(s) All in one place: SchoolDude s FSDirect 2

3 Access Click on this link and bookmark this page: Login Name: Password: (triton address) newuser (first time users) First time users: will be forced to choose a new password. Choose six or more characters. 3

Easy to remember link you can use from anywhere: www.schooldude.

4 Easy to remember link you can use from anywhere: Click on the login button located at the top of the page: Login Name: (TRSD ), enter your password and select FSDirect in the Go to field: 4

5 Home page Waiting Your Approval Events: # of events by month And more! Click around Click on tabs Click on the links in red Click on the pie chart 5

(all schools/requests) Approval flow can be customized by school, room or even a group of areas

6 Approval Flow 1 st : Secretary or office clerk 2 nd : Room occupant(s) if needed 3 rd : Head custodian 4 th : School principal 5 th : Brian Forget (all schools/requests) 6 th : Chris Walsh (all schools/requests) Approval flow can be customized by school, room or even a group of areas like Athletics. s can go out to room occupants, custodians, etc. one day before the room is to be used. 6

7 You will receive an when your approval is needed: 7

8 Approving Requests Click on the link in the SchoolDude notification or Go to the home page and click on the red # under Waiting Your Approval : 8

9 Reasons to Decline If there is already an Active event scheduled for the same time and place, you will see Conflict Exists below the event time. View the Organization to determine if the request is from Triton staff or an external party. (Staff has been directed to select Triton Staff in the Organization field.) If the organization is an outside group and the event time is during school hours, the request must be declined. To decline the event: Click on Decline Click the Decline Reason button (a small window opens) add an explanation, Click Submit Click the Save button The organization will receive an automatic notification regarding the decline. 9

10 Approve Requests If no conflict exists, click on Process/Approve Now: 10

11 Approving Triton staff requests & just one approval is needed (for less used areas): Scroll down to the bottom of the Update Schedule page and click the check-box next to Approve? Enter an Approval Note (optional) If the requested area does not need any other approvals, go to the Route to Next field and select No One in the drop down Click Activate Schedule? Click Save Approving External parties or Triton staff & multiple approvals are needed (for gym or busy areas): Scroll down to the bottom of the Update Schedule page and click the check-box next to Approve? Enter an Approval Note (optional) Click Save When multiple approvals are needed, do not update the Route to Next field or Activate Schedule. SchoolDude will assign the event to the next person in the approval flow. 11

12 On the Update Schedule page, Conflict Exists appears to the right of the Event Title field. To Decline from here: At the top of the page, select Declined in the Status field Click the View/Change Declined Reason to add the reason Scroll down and click the Save button 12

Calendar tab Defaults to current month Choose your

some events: Select different locations Click the

ORGANIZATION WIDE Use the Calendar tab to check

13 Calendar tab Defaults to current month Choose your criteria Click the Refresh Calendar button View some events: Select different locations Click the Refresh Calendar button Then choose Location: ORGANIZATION WIDE Use the Calendar tab to check availability for a single date or within a single month. 13

14 To View a List of Events For planning purposes, you can view a list of events in a particular status. From the Home page, under the Schedules section, click the red # in front the status you are looking for: 14

15 List of Events Here is a list of events for your location(s) AKA: school(s). Go to the lower left of this page to print or export these details to Excel. 15

16 List of Events Secretaries, use this list to view Submitted requests so you can ensure you are approving triton staff before outside party requests. 16

17 Click on an event to view who it is currently assigned to and who has already approved: 17

18 Event Status Descriptions Submitted: Approved: Activated: No approvals yet One or more approvals, but possibly more are needed. Event has been accepted Activated gives requester & event the Requesters will receive an as their event moves through each step in the process. 18

19 Forgot your password? Click on Forgot Login? under the Sign In button. (Nobody at Triton has the rights to reset your SchoolDude password.) 19

20 For assistance, see your school s expert: THS NES PGS SES TMS Kim Wright Elaine Fecteau Karen Dion Joanne Levesque Kathleen Small Or submit a Triton Help Desk ticket: Select Department: SchoolDude 20

21 Triton Staff (who are not approvers) Triton staff who do not approve can book an area at any of our schools by clicking this link: No prior registration is needed for staff who will only submit requests. 21

22 Outside parties Outside parties can book an area at any of our schools by clicking this link: The will need to sign up to request access to submit facility requests. 22

23 Glossary Application Role Use for URL Triton Staff / Approving, SchoolDude FSDirect Approvers only Triton Staff/ Requesting Requestors who MySchoolBuilding never approve Requesting CommunityUse Outside parties Requesting 23

URL:

URL: Software/Hardware: SchoolDude SchoolDude - CommunityUse Requests Revised Date: 1/10/2017 Supersedes Date: 1/10/2017 Navigation URL: https://www.communityuse.com/default.asp?acctnum=945472671 Introduction