Facilities Module for System Administrators

Transcription

1 The Facilities Module is designed for the public to view, reserve, and pay rent on any facility your organization may have. As with all CivicPlus Modules, the User Group level can be set at as Author, Publisher or Owner. This training manual will cover the functions specific to a System Administrator. Categories Categories must first be set up so you may add facilities. Categories can be a name or type of the users choosing: Parks, Civic Centers, Pools etc. It is our suggestion that facility names are easily identifiable. Adding a Category, click Module> Facilities> then click Name the Category Select the mapping tools the public will have access to select. *Note: Some mapping programs are more accurate than others are. CivicPlus does not endorse any particular program. It is best to select the ones that are the most accurate in your area. Select the group and permission level that the group will have to the category: Author, Publisher or Owner. More than one group may be assigned to any category. Click to save the category in draft mode, which means it will not be visible to the public. Click to save and publish the category and make it visible to the public. (Figure 1)

2 The tabs that appear above the categories are shown above. The Properties and the Permission tabs are only visible to the System Administrator. Permissions Tab The Permissions tab is a global permission setting for the entire module. For example, if you select the Parks and Recreation Department at a publisher level under the Permission tab, anyone in the Parks and Recreation group will be able to go into any category in the Facility Module, to create and edit any facility or sub facility. For that reason, it is our recommendation not to set permissions under the Permissions tab, and only set permissions in the category itself as shown in Figure 1. Properties Tab The Properties tab controls the administrative functionality of the Facilities Module. It also allows modification of the Default Reservation Form. Header and Footer Text Allows you to enter instruction and or information the public needs to know about the various facilities at their disposal. Simply type in the text you wish to appear. Both of these fields will accept HTML coding. (Figure 2) Public view of Header and Footer text is displayed in Figure 3. To change the Header or Footer text, type into the text box and select Refresh Preview. Then click updated. and the public facing page will be

3 (Figure 3) Public Name In Figure 3, the name of the module is Facilities. You can personalize the module name to fit your needs. Expiration Warning Hours If a category is set with an end date, the number of hours entered into this field will cause CivicPlus to send an expiration warning . This will help to prevent both bad links and outdated material from showing on the site. The default setting is 48 hours. Send Notification s This controls the type of notifications the Facility Module will send out. Group members will only receive an for the category or categories to which they have permissions. If you select either option that involves sending expiring item s, you will need to set the number of hours in the Expiration Warning Hours field.

4 Show Directions Checking this box will create a hyperlink on the facility that will give the public the directions using Bing, Google Maps, MapQuest and Yahoo Maps. Allow Public Reservations Checking this box allows reservations to be entered on the public side of the Facility module. Reservation Submissions Enter the addresses of whom you wish to receive all reservation submission notifications. You can set specific addresses for a specific facility when you create/modify the facility s Reservation Form. Show IP Address and Show Referrer Page Checking these two boxes will show the IP address and Referring Page from which the reservation was submitted. Facility Submissions If the public submits a facility suggestion, enter the address(es) of the person(s) that will approve or deny the facility. If the field is empty, everyone with permissions will receive an . Show Reservations as Private Checking this box allows the public to have their reservation shown as Private Event on the public facility calendar.

5 Admin Name This field controls the module name as it appears in the module drop down. It is our suggestion that the Admin Name and the Public Name are the same to avoid confusion. Default Reservation Form This allows you to add additional fields to the Reservation Form. The first six rows are set and cannot be modified or removed. However, you can add additional fields to the bottom of the form as needs require. Modification of this form is done in the same way as the Form Center Module. Once all Properties are set, click At this point, The System Administrator can turn control over to the Group Owner or Publisher of the Facilities or Sub Facilities.