Event calendar and Restriction calendar

A couple of questions:

1. When someone schedules an event, does that event automatically show up on the Restrictions calendar? Or does that person have to schedule the event on both calendars?

2. Who can schedule events? Who can restrict locations for those events?

3. Does a member have to request a restriction by going to the building scheduler, or can any member add an event to the Restrictions calendar?

For instance, the Relief Society in one ward wants to use a multi-ward building on a Saturday from 9:30 to noon. They need the cultural hall, serving area, and nursery. The RS president puts the event on the calendar. Does she then restrict those locations on the Restrictions calendar? Does she ask the building scheduler to do it? Does putting the event on the calendar automatically restrict those locations?

polannaise wrote:1. When someone schedules an event, does that event automatically show up on the Restrictions calendar? Or does that person have to schedule the event on both calendars?

Yes, it does - IF they select the location. If they leave the location blank, or use "Other Location", then, no. It won't show.

polannaise wrote:2. Who can schedule events? Who can restrict locations for those events?

Any calender editor can schedule an event and "book" the building/room as needed.

polannaise wrote:3. Does a member have to request a restriction by going to the building scheduler, or can any member add an event to the Restrictions calendar?

Once an event is scheduled using a location, no one can book that same building/room that overlaps the setup to cleanup times.

The purpose of a Restriction (which can only be added by the Building Scheduler) is to restrict the use of the building to a specific Ward. For example "Ward Night". Note that it does NOT restrict the use to a given organization.

polannaise wrote:For instance, the Relief Society in one ward wants to use a multi-ward building on a Saturday from 9:30 to noon. They need the cultural hall, serving area, and nursery. The RS president puts the event on the calendar. Does she then restrict those locations on the Restrictions calendar? Does she ask the building scheduler to do it? Does putting the event on the calendar automatically restrict those locations?

The RS should place the event on the calendar and indicate that those rooms will be in use. Everything else is taken care of automatically.

polannaise wrote:A couple of questions:

1. When someone schedules an event, does that event automatically show up on the Restrictions calendar? Or does that person have to schedule the event on both calendars?

2. Who can schedule events? Who can restrict locations for those events?

3. Does a member have to request a restriction by going to the building scheduler, or can any member add an event to the Restrictions calendar?

For instance, the Relief Society in one ward wants to use a multi-ward building on a Saturday from 9:30 to noon. They need the cultural hall, serving area, and nursery. The RS president puts the event on the calendar. Does she then restrict those locations on the Restrictions calendar? Does she ask the building scheduler to do it? Does putting the event on the calendar automatically restrict those locations?

A restriction is not a reservation and does not reserve rooms. To reserve rooms you should schedule an event and enter the required rooms in the the appropriate place in the event. This will reserve the rooms such that no other event can schedule those same rooms at the same time. This can be done by anyone who is a calendar editor. Despite the name, a building scheduler cannot schedule rooms unless they are also an editor on some calendar.

A restriction merely limits who can schedule rooms at certain times. It is intended for those situations where multiple wards use a building and they all agree that one ward will have (for instance) Tuesday night for youth activities, the other will have Wednesday night and so forth. In these cases the building scheduler creates a restriction so that the first ward is the only one that can schedule those rooms on Tuesday night and then similarly for Wednesday. The individual organizations still need to create events to actually schedule the rooms. The restriction just restricts which ward can do that during those times.

Restrictions are generally setup at the beginning of the year and don't change unless the agreement changes. A building scheduler should only create restrictions very occasionally and never in an attempt to schedule rooms for a specific one-time event.

All scheduled rooms will show up on the restrictions calendar (as well as any restrictions). Anyone can also see all scheduled rooms (and restrictions for that matter) by viewing the calendar in week view and checking the checkbox by the building in the list on the left.

eblood66 wrote:Despite the name, a building scheduler cannot schedule rooms unless they are also an editor on some calendar.

With this system, the role of the Building Scheduler has changed. They enter/modify restriction and referee conflicts/complaints about scheduled use. They are no longer an active part of scheduling events.

Additional duties can be added - for example entering private family events, but they would need at least editor access to a calender to do that.

If the stake really wanted to, the Building Scheduler could enter the events on the stake calendar (once they have been given rights to the stake calendars), but the old model of a single person entering events for multiple wards is dead, dead, dead.

A Building Scheduler that tries to use their Restriction calendar to book events is going to be in for an unpleasant surprise (and unhappy people) sooner or later.