Replacing a Reservation/restriction with a scheduled event

Our Calendar editors within our ward do not understand that we have reservations/restrictions and I really do not want to confuse them with it. Maybe at a later date after they become comfortable with scheduling.

Assuming that a reservation/restriction has properly been done, and a calendar editor has scheduled the event using the times and rooms of which the reservation has been made, will the reservation always continue to show on the week view?

Scenario 1. The editor clicks on the reservation/restriction and then proceeds to schedule the event within the correct times and uses the correct resources.

Scenario 2. The editor is not aware that a reservation/restriction has been made, but goes ahead and schedules and event during the times and rooms of the reservation/restriction.

Scenario 3. The editor is not aware of the function of reservations/restrictions and schedules a portion of the rooms contained in the reservation and successfully schedules an event during the correct time.

Scenario 4. Multiple editors are not aware of the function of reservation/restrictions and schedules events during the correct times and uses all the resources/rooms that the reservations/restrictions have allowed.

In any case, scenario, or canceling of an event does the reservation become replaced, used up, or not visible to the editors or the administrators? Will it always be there? I guess the only reason that it would not show is that the building scheduler removes it?

Also I would welcome any comments on my scenarios as to there validity.

Nothing about scheduling an event will ever change whether a restrictions remains in place. So in none of your scenarios will the restriction go away -- it will always continue to be visible in Week View.

The only one of your scenarios I don't understand is #1. If someone clicks on a restriction in Week View, they will see the details of the restriction, but there's no way to immediately launch into the process of creating an event. That has to be done separately.

As for the rest of your scenarios, the beauty of restrictions is that the members of the ward that the restriction was created for don't have to be aware of the restriction at all. They can just go ahead and schedule events that use any or all of the rooms specified in the restriction, and they'll never see anything different from if the restrictions hadn't been in place at all.

The only people who will be affected by the restriction are members of other wards who try to schedule the building during the restriction which was created for your ward. They will then see a conflict and be unable to save their new event. That conflict looks quite similar to a conflict caused by an event, and so it's not really that unusual for them, either. But it's a special kind of conflict that members of your ward won't see.

Thank you aebrown I always appreciate your responses.

The only one of your scenarios I don't understand is #1. If someone clicks on a restriction in Week View, they will see the details of the restriction, but there's no way to immediately launch into the process of creating an event. That has to be done separately.

My #1 scenario. When in the week view I see a restriction and I click on it and a dialog window comes up, down in the lower left hand corner it has a link "schedule event" I click on that and it takes me into a window where I can schedule an event with the work that the building scheduler has already done listing the times and rooms. So the editor goes ahead and edits the necessary items and schedules the event. Apparently I had assumed wrong that I was or the calendar editor was changing the restriction into an event.

1968leocomeeatabite wrote:

The only one of your scenarios I don't understand is #1. If someone clicks on a restriction in Week View, they will see the details of the restriction, but there's no way to immediately launch into the process of creating an event. That has to be done separately.

My #1 scenario. When in the week view I see a restriction and I click on it and a dialog window comes up, down in the lower left hand corner it has a link "schedule event" I click on that and it takes me into a window where I can schedule an event with the work that the building scheduler has already done listing the times and rooms. So the editor goes ahead and edits the necessary items and schedules the event. Apparently I had assumed wrong that I was or the calendar editor was changing the restriction into an event.

Thanks for the clarification. I was going from memory, and in the past (perhaps distant past), that "Schedule Event" feature was not available when a calendar editor clicked on a restriction (clearly I don't do that very often ).

In any case, although that Schedule Event feature may be handy, it is still simply a convenient way for a calendar editor to start off the process of adding an event with some of the fields filled in. There's nothing to stop that editor from changing any or all of the values in those fields and creating a slightly modified or completely different event. In any case, following this process becomes no different from your other scenarios -- the end result is that an event is created and the restriction remains.

It appears that in this case restrictions are being use when they don't have to be.

If I'm reading between the lines properly it appears that the building scheduler is making a restriction for a specific event, maybe believing they must make a restriction in order to schedule the building, then the calendar editors to add the event.

A review on the proper use of restrictions maybe a good idea. See the help section of the calendar.

Great thank you so very much. You guys are greatly appreciated!

Gary_Miller wrote:It appears that in this case restrictions are being use when they don't have to be.

If I'm reading between the lines properly it appears that the building scheduler is making a restriction for a specific event, maybe believing they must make a restriction in order to schedule the building, then the calendar editors to add the event.

A review on the proper use of restrictions maybe a good idea. See the help section of the calendar.

Thank you but no I was referring to established year long repeating events of Pack night, combined activity, and Relief Society activity night. Thank you again

1968leocomeeatabite wrote:Thank you but no I was referring to established year long repeating events of Pack night, combined activity, and Relief Society activity night. Thank you again

There is still no need for a restriction to be put in place. Each of these repeating events can be placed on the calendar by making a repeating event. Then each event can be edited with the details as they become available.

It is also the best way because then it can sync to individual calendars so that night is set aside each month. Restrictions don't sync.

1968leocomeeatabite wrote:Thank you but no I was referring to established year long repeating events of Pack night, combined activity, and Relief Society activity night.

That's fine - just be aware that you can't really schedule a restriction for those activities. You can only make the restriction for a ward, not a group or activity.

So if you make a restriction for "Ward A" for the Cultural Hall, for the Relief Society activity night, there's nothing to prevent the EQ from Ward A from scheduling basketball. It will block Ward B from doing that, but it's still wide-open for anyone in Ward A.

So really, by setting a restriction, you're just setting things aside for the excusive use of that Ward, not that group.

So the smart thing is to get Ward A to schedule their events ASAP. They can edit the details later, but they need to get the events on the calendar to block off the rooms for that event and not just for that ward.

Gary_Miller wrote:There is still no need for a restriction to be put in place. Each of these repeating events can be placed on the calendar by making a repeating event. Then each event can be edited with the details as they become available.

OK I understand that what you are saying is, if the one responsible is on the ball and gets the Calendar done for the year we are in good shape. He can then keep it up and edit each single event and all is well.

But we have people that are not quite getting the vision yet, we want them to get the vision and so we put in the restriction keep encouraging, following up and making them responsible for scheduling the events. I feel that if we hang in there long enough that eventually the leadership will get the vision and then we can make some real progress with the unit leadership and eventually all membership.

In the mean time it is protected for the unit (ward or stake) and it keeps others from getting it scheduled and making a mess of that evening. You might say that well let the other unit schedule it and that will teach them a lesson and that will bring them to action of getting the scheduling done. and that is OK, But I believe that restrictions was put there for a reason and that reason is to accommodate the need of reserving particular rooms on particular nights as the Stake has done for so very many years. Therefore if the right people understand this then the general membership will be kept happy with it working properly. I think we need to be patient and keep encouraging, and educating, the membership will get it if we just don't give up.

1968leocomeeatabite wrote:But I believe that restrictions was put there for a reason and that reason is to accommodate the need of reserving particular rooms on particular nights as the Stake has done for so very many years.

Right. It was for the idea of setting aside a regular bock of time for a specific ward for their activities. The details of which is to be worked out by the ward itself. That's really the only valid use of the restriction. Anything else will eventually come back and bite you.

Say,I think that the feature in reservation that you can block the entire facility of even a room from being schedule would work in the case of the carpet being cleaned or even Monday evenings (FHE) and when the gym floor is to be resurfaced. Just block it from being schedule as the Stake Presidency has directed.

1968leocomeeatabite wrote:Say,I think that the feature in reservation that you can block the entire facility of even a room from being schedule would work in the case of the carpet being cleaned or even Monday evenings (FHE) and when the gym floor is to be resurfaced. Just block it from being schedule as the Stake Presidency has directed.

An event would work just as well and could be put on a stake calendar so it has greater visibility.

Well OK Then, I see what you folks are saying as long as it is scheduled or in a restriction mode it can not be scheduled over the top of something else. Many of you are for; getting it scheduled and doing away with the extra step. You guys make a good point. I am still having a belief in the feature of the restrictions. I see it this way, the restrictions is good because it helps the system work well, especially with the process of getting the leadership trained to using the Calendar correctly.

1968leocomeeatabite wrote:Well OK Then, I see what you folks are saying as long as it is scheduled or in a restriction mode it can not be scheduled over the top of something else. Many of you are for; getting it scheduled and doing away with the extra step. You guys make a good point. I am still having a belief in the feature of the restrictions. I see it this way, the restrictions is good because it helps the system work well, especially with the process of getting the leadership trained to using the Calendar correctly.

When used appropriately, I don't see any problem with using restrictions. We do in our stake. But as I see it, really the only appropriate use is to enforce agreements for how the building will be shared. In our building the agent bishop publishes a schedule at the beginning of each year which states which rooms belong to each ward on each Tuesday and Wednesday for youth nights and which rooms belong to the Relief Society for their monthly weekday meeting. Restrictions are created based on this schedule. Those are the only restrictions we use. This has worked well for us.

On the other hand, restrictions are not necessary. Scheduling can be done just fine without them. And they do cause confusion especially for those who don't really understand the new way of doing calendaring.

I would almost say that it's better to not use restrictions when first transitioning in order to avoid their misuse. Once everyone understands the new system then they can be reintroduced and used appropriately.

So I think I respectfully disagree with your last statement. I don't think restrictions are a good tool for helping leaders to understand how to use the calendar. I think they are a useful tool for stakes that already have a good grasp on the new system.

1968leocomeeatabite wrote:Say,I think that the feature in reservation that you can block the entire facility of even a room from being schedule would work in the case of the carpet being cleaned or even Monday evenings (FHE) and when the gym floor is to be resurfaced. Just block it from being schedule as the Stake Presidency has directed.

There are some caveats with that idea:

- The restriction can be placed on top of an existing event. There will be no warning. So whoever planned on using the facility when the carpet is being cleaned will be in for a surprise.

- Anyone with building scheduler rights can still schedule things. Again, no warning.

Only an event will block off the rooms and prevent conflicts (as well as warning you about existing conflicts).

Since there are private events (family reunions, weddings etc.) that are not church events, a calendar is needed for those kinds of things. It could even be a private calendar to prevent members from subscribing to it by default. Placing the carpet cleaning event on that calendar would be a better plan. No surprises.

A restriction for FHE might be appropriate, as there are exceptions to the Monday night rule and it wouldn't be a disastrous conflict if someone did get in.

eblood66 wrote:

When used appropriately, I don't see any problem with using restrictions. We do in our stake. But as I see it, really the only appropriate use is to enforce agreements for how the building will be shared. In our building the agent bishop publishes a schedule at the beginning of each year which states which rooms belong to each ward on each Tuesday and Wednesday for youth nights and which rooms belong to the Relief Society for their monthly weekday meeting. Restrictions are created based on this schedule. Those are the only restrictions we use. This has worked well for us.

Yes this is pretty much how I see our Stake doing it. But they are not really seeing the vision of what can happen with the restriction. So a point that I would like to make is this: If a few or even only the building scheduler and the Stake guy that is helping the building scheduler understand the process goes ahead and puts the restrictions in place, then the rest of the wards in the stake do not need to understand the restrictions but just go ahead and schedule the building as directed in the published schedule at the beginning of the year. The bishopric of each ward understanding what there night insures that the groups within his ward knows the times and nights they are to use, and schedules the entire year with repeating events. If a ward is slow or does not see the need to schedule the place and time at least it is restricted for that ward and they can go ahead and have their activity. This is the way I see it for us as a stake and wards that are just starting to get the ideas that the calendar on lds.org needs to be used.

On the other hand, restrictions are not necessary. Scheduling can be done just fine without them. And they do cause confusion especially for those who don't really understand the new way of doing calendaring.

So my point is that we really keep the idea of restrictions confined to the stake or agent bishop or just the ones that put the restrictions in and let the rest of the membership go to scheduling.

I would almost say that it's better to not use restrictions when first transitioning in order to avoid their misuse. Once everyone understands the new system then they can be reintroduced and used appropriately.

At this point at least in our stake the building scheduler is using it wrong only because she does not understand how to make restrictions.

So I think I respectfully disagree with your last statement. I don't think restrictions are a good tool for helping leaders to understand how to use the calendar. I think they are a useful tool for stakes that already have a good grasp on the new system.

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Thank you for your thoughts and help. I agree that we get the leaders understanding how to schedule the building and keep the restrictions confined to the few that understands how it is suppose to work.

1968leocomeeatabite wrote:If a few or even only the building scheduler and the Stake guy that is helping the building scheduler understand the process goes ahead and puts the restrictions in place, then the rest of the wards in the stake do not need to understand the restrictions ... If a ward is slow or does not see the need to schedule the place and time at least it is restricted for that ward and they can go ahead and have their activity.

If your concern is only that the right ward will have that facility on that day, that will work. But what can happen is that the RS thinks the cultural hall is reserved for them but the youth put a basketball game on the calendar. You need to work things out in such a way that this stays a ward problem and they don't try to drag the building scheduler into it.

You are correct in that wards don't need to understand restrictions, but they should understand that they need to schedule all events including using the location feature - the sooner the better.

russellhltn wrote:

1968leocomeeatabite wrote:Say,I think that the feature in reservation that you can block the entire facility of even a room from being schedule would work in the case of the carpet being cleaned or even Monday evenings (FHE) and when the gym floor is to be resurfaced. Just block it from being schedule as the Stake Presidency has directed.

There are some caveats with that idea:

- The restriction can be placed on top of an existing event. There will be no warning. So whoever planned on using the facility when the carpet is being cleaned will be in for a surprise.

- Anyone with building scheduler rights can still schedule things. Again, no warning.

Only an event will block off the rooms and prevent conflicts (as well as warning you about existing conflicts).

Thank you for this point! I can see now that in many instances a scheduled event is much better than a restriction. Excellent! In the case of carpet cleaning, who ever schedules the stake calendar, would enter it when all the annual events are entered into the coming year. Much better approach.

Since there are private events (family reunions, weddings etc.) that are not church events, a calendar is needed for those kinds of things. It could even be a private calendar to prevent members from subscribing to it by default. Placing the carpet cleaning event on that calendar would be a better plan. No surprises.

Excellent approach. Question: will this "Private event" show on the week view? So if a group was looking to schedule an event during one of these "private events". Could they go to the week view and see that the carpet cleaning is taking place all day and they will not be able to have in that day?

Question: What are the options that a building scheduler has?
1. Block this makes it so that no calendar editors can schedule an event. Only the building scheduler could change it to an event. RIGHT?
2. RESTRICTION the building scheduler chooses which unit, the dates, & times gets the restriction.RIGHT?
Does the building scheduler have any other choices than these?

In russellhttns statement above "restrictions can be placed on top of events". If the restriction is established 1st then I guess that we are OK, but if the event is established 1st then hopefully the building scheduler would be alert enough to warn the people of the event conflict.

Question: When we discuss a restriction I assume we are talking a "block" or a "restriction" in the sense of a reservation for the assigned units? I assume that they are treat the same?

1968leocomeeatabite wrote:Question: will this "Private event" show on the week view? So if a group was looking to schedule an event during one of these "private events". Could they go to the week view and see that the carpet cleaning is taking place all day and they will not be able to have in that day?

Yes, private events, restrictions, and events on other calendars scheduled for a location will all show up in week view when that location's checkbox is checked. So calendar editors can use that technique to see what is coming. Or they can just go ahead and try to schedule the event, and see what conflicts are shown -- that approach can be simpler because it checks the exact rooms for conflicts, whereas the approach of looking in week view only shows that the building is in use, and you have to click into each event or restriction to see which rooms are booked. But either way can work.

As a side note, our stake puts the major cleaning days for our buildings right on a public calendar. It only happens twice a year, and we like having it more visible than if it is on a private calendar. But that's just our local preference.

1968leocomeeatabite wrote:Question: What are the options that a building scheduler has?
1. Block this makes it so that no calendar editors can schedule an event. Only the building scheduler could change it to an event. RIGHT?
2. RESTRICTION the building scheduler chooses which unit, the dates, & times gets the restriction.RIGHT?

Right. Really, what you call a "Block" is simply a particular kind of Restriction which doesn't have any unit assigned to it.

1968leocomeeatabite wrote: Does the building scheduler have any other choices than these?

No, at least not because of their building scheduler role. As has been mentioned, a person with the building scheduler role can also be made a calendar editor, in which case he or she would have additional options. But those options come because of the calendar editor role, not the building scheduler role.

Another option (which is actually the best choice in cases where an event is connected to a particular ward) is for the building scheduler to contact the ward calendar coordinator and suggest that an event should be placed on that ward's calendar.

1968leocomeeatabite wrote:In russellhttns statement above "restrictions can be placed on top of events". If the restriction is established 1st then I guess that we are OK, but if the event is established 1st then hopefully the building scheduler would be alert enough to warn the people of the event conflict.

The challenge is that the building scheduler has no warning at all when a restriction is put on top of an event. Only if the building scheduler does some extra looking around would he or she even be aware that there is a "conflicting" event, because the calendar system doesn't consider it to be a conflict.

1968leocomeeatabite wrote:Question: When we discuss a restriction I assume we are talking a "block" or a "restriction" in the sense of a reservation for the assigned units? I assume that they are treat the same?

They really are the same. A building scheduler accesses all restrictions the same way; it's just that the blocks don't let any ward schedule on top of them. All other behaviors of a block are just like any other restriction.

aebrown wrote:

1968leocomeeatabite wrote:Question: will this "Private event" show on the week view? So if a group was looking to schedule an event during one of these "private events". Could they go to the week view and see that the carpet cleaning is taking place all day and they will not be able to have in that day?

Yes, private events, restrictions, and events on other calendars scheduled for a location will all show up in week view when that location's checkbox is checked. So calendar editors can use that technique to see what is coming. Or they can just go ahead and try to schedule the event, and see what conflicts are shown -- that approach can be simpler because it checks the exact rooms for conflicts, whereas the approach of looking in week view only shows that the building is in use, and you have to click into each event or restriction to see which rooms are booked. But either way can work.

Thank you for this clarification, it is an important point to be made for us in our ward and Stake!

As a side note, our stake puts the major cleaning days for our buildings right on a public calendar. It only happens twice a year, and we like having it more visible than if it is on a private calendar. But that's just our local preference.

I think that I agree, I will make it a point to do this or at least ask or leadership how they want it done.

1968leocomeeatabite wrote: Does the building scheduler have any other choices than these?

No, at least not because of their building scheduler role. As has been mentioned, a person with the building scheduler role can also be made a calendar editor, in which case he or she would have additional options. But those options come because of the calendar editor role, not the building scheduler role.

Another option (which is actually the best choice in cases where an event is connected to a particular ward) is for the building scheduler to contact the ward calendar coordinator and suggest that an event should be placed on that ward's calendar.

So in your example I am visualizing that a Stake Clerk or Stake website administrator, is also assigned as a building scheduler, having this person responsible for the Stake Calendar and the restrictions. Is this how you are doing it in your Stake? Is this person also the building scheduler for the other buildings in the Stake? The amount of needed restrictions seems to be at the end of the year in preparing for the coming year. So it seems that they could be the same person? does it work for all the buildings for the entire stake?

1968leocomeeatabite wrote:So in your example I am visualizing that a Stake Clerk or Stake website administrator, is also assigned as a building scheduler, having this person responsible for the Stake Calendar and the restrictions. Is this how you are doing it in your Stake? Is this person also the building scheduler for the other buildings in the Stake? The amount of needed restrictions seems to be at the end of the year in preparing for the coming year. So it seems that they could be the same person? does it work for all the buildings for the entire stake?

There's very little for a building scheduler to do, since our restrictions are repeating restrictions that simply enforce the agreements for our buildings. Ward A gets the building on Tuesday evenings. Wards B and C split it on Wednesdays, so Ward B gets the RS room on 1st and 3rd Wednesdays while Ward C gets the Cultural Hall and multipurpose room; on 2nd and 4th Wednesdays they swap.

I've been tempted to just handle the building scheduler role myself for all the buildings, but since the Calendar makes that person sort of visible, and I already get more calls and emails than I'd prefer, our stake lets the agent ward for each building designate someone to handle this role. The building scheduler:

• extends the repeating restrictions (they can only be made for 2 years, so we need to extend them each year)
• Works out scheduling conflicts, including agreed-upon overrides of restrictions
• Takes calls as needed and directs the caller to contact the ward's calendar coordinator (99% of the time, these calls are from someone who saw the building scheduler's contact info on the Calendar location info, and really needs to just schedule a ward event)

• extends the repeating restrictions (they can only be made for 2 years, so we need to extend them each year)

This is great. So once it has been decided which repeating restrictions are needed, once a year those are simply extended. Making very little to be done for the building scheduler. I suppose some rotations would occur. But maybe by a simple edit of the weeks for the coming year would do it.

[*]Takes calls as needed and directs the caller to contact the ward's calendar coordinator (99% of the time, these calls are from someone who saw the building scheduler's contact info on the Calendar location info, and really needs to just schedule a ward event)[/list]

You use the term "ward's calendar coordinator". I assume that this is referring to a calling within the ward leadership referred to as "Ward Administrator". (being a Bishopric member, Exec. Secretary, clerk, any of the assistant clerks, or Ward website Administrator)(did I miss any?) I assume that you use this "ward calendar coordinator" to designate that this person in this ward (which has one of the above "Ward Administrative" callings is responsible for:
1. Coordinates all calendar events within the ward.
2. Making sure that the calendar is being used as intended on lds.org.
3. Takes direction from the Stake Calendar Coordinator.
Then could we say similar things about this "Stake Calendar Coordinator"? Such as being one of the "Stake Administrators". We might add to that list a "Building Specialist"?

I think that I have read in the forum about a "Stake Calendar coordinating council"? I suspect that would have to do with making policy and or training down through the ranks in promoting good calendar use through out the stake?

So some of the issues might be:

• Does the agent bishop oversee the building scheduler or does the Stake Calendar Coordinator do all the "Building scheduler" duties?

• If the bishop oversees the building scheduler who trains the bishop?

• How does the "Stake Calendar Coordinator" effectively make it know that the only way to schedule the building is to do it on lds.org

1968leocomeeatabite wrote:You use the term "ward's calendar coordinator". I assume that this is referring to a calling within the ward leadership referred to as "Ward Administrator". (being a Bishopric member, Exec. Secretary, clerk, any of the assistant clerks, or Ward website Administrator)(did I miss any?) I assume that you use this "ward calendar coordinator" to designate that this person in this ward (which has one of the above "Ward Administrative" callings is responsible for:
1. Coordinates all calendar events within the ward.
2. Making sure that the calendar is being used as intended on lds.org.
3. Takes direction from the Stake Calendar Coordinator.
Then could we say similar things about this "Stake Calendar Coordinator"? Such as being one of the "Stake Administrators". We might add to that list a "Building Specialist"?

In our stake we require each ward to designate one of their calendar administrators (and yes, you got the list right) to function as the "calendar coordinator." That whole list of people will have administrative permissions in the system, but the coordinator is a specific assignment. They don't necessarily have to coordinate all calendar events within the ward; the calendar editors can just use the system to do that. But they are responsible for training the calendar editors on how to use the system. They also take the lead (under the bishop's direction) on determining how calendars are subdivided in the ward (e.g., some wards will have one YM calendar; others will choose to have a combined YM calendar plus a Priests, a Teachers, and a Deacons calendar).

1968leocomeeatabite wrote:I think that I have read in the forum about a "Stake Calendar coordinating council"? I suspect that would have to do with making policy and or training down through the ranks in promoting good calendar use through out the stake?

That's apparently worked well in some stakes. My stake doesn't do that, but it's certainly a local option.

1968leocomeeatabite wrote:So some of the issues might be:

• Does the agent bishop oversee the building scheduler or does the Stake Calendar Coordinator do all the "Building scheduler" duties?

• If the bishop oversees the building scheduler who trains the bishop?

• How does the "Stake Calendar Coordinator" effectively make it know that the only way to schedule the building is to do it on lds.org

In our stake, the agent bishop designates the building scheduler. The scheduler takes direction from the agent bishop regarding what restrictions need to be in place for that building, and gets counsel from the stake calendar coordinator as to overall stake policies and how to use the calendar effectively.

In our stake, the stake calendar coordinator trains each ward calendar coordinator; the ward calendar coordinator is responsible to train everyone in the ward (including the bishop) on calendar use.

The training about using the LDS.org calendar is mostly done at the ward level by the ward calendar coordinator.

I have greatly benefited from all the contributors on this subject. Thank you for your posts!
In my mind the subject to these posts might be summarized as:

• 1. In the general process of the calendar a restriction will always be in place and will be viewable in the week view.

• 2. Caution and restraint should be used when implementing “restrictions”

.
a. Only a select few needs to understand how restrictions work.
b. Restrictions can be confusing and possibly in many cases unnecessary.
c. Many promote that getting an event scheduled is much better than establishing a restriction for the unit.

• 3. The role of the “Building Scheduler” is greatly minimized.

a. How to manage the role of the Building Scheduler is almost as confusing as a restriction.
b. Getting the proper basics and guidelines established at the stake level is a challenge.
c. The traditional use of the building scheduler is difficult to overcome.

• 4. The structure of how each stake organizes the workings of the calendar in the Stake and Ward can be vastly different.

Your reactions and comments are requested.

Thank you to aebrown for sharing the way his Stake has Organized the calendar. I wish to request any and all to share how they have organized, implemented, & experienced this in there Wards and especially there Stake. Specifically if eblood66, Gary_Miller, and russellhltn, would care to comment. I also might request jdlessley, Kisacc, and LisaAn to share if they so desired.

1968leocomeeatabite wrote:I wish to request any and all to share how they have organized, implemented, & experienced this in there Wards and especially there Stake.

In my current ward (Boundary change) the calendar is not being utilized as it could be there are a few organizations using the calendar but not many. What I see is we are on a slippery slope since our building is the stake center nether ward in the building seems to want to use the calendar so there is going to become a time where there will be conflict.

In my previous ward were I was a Assistant Ward Clerk I was responsible setting up the Calendar. We had 21 different calendar layers, we went right down to the YM/YW quorums and classes having their own calendar layer. For privet events we had a private calendar layer and ward members contacted me to have private events added to the calendar.

At the stake level the STS is in charge of the calendar. He makes sure that buildings re blocked for FM issues by placing blocks on the stake calendar for those buildings. We have several different calendar layers so that people who want to sync with their own calendar can choose what layers they want and weed out any trash. The stake organizations are responsible for adding their own activities to their calendar layer. While we do use some restrictions we mostly prefer to use events since events is what ensure the building and rooms are reserved on the calendar.

That said we are working to get all units on board but its been a slow process and very frustrating at times.

Currently I'm very frustrated with how my new ward utilizes the calendar. Last night at a Court of Honor and parents meeting for the YM yearly calendars were handed out for the Deacons and Teachers quorums listing their activities. Very well thought out paper calendars. Not one of the events are on the on line calendar.

1968leocomeeatabite wrote:I wish to request any and all to share how they have organized, implemented, & experienced this in there Wards and especially there Stake.

In our stake, the Stake Executive Secretary is the "building scheduler" for the stake center. He also has the role that might be described as the "stake calendar coordinator". As Stake Executive Secretary, he automatically has admin rights to all stake calendars. The only restrictions we have in place is to block off the weekday nights that are the "ward nights" for the three wards that meet in the stake center. I think at a stake level things work well, but from what I see, the wards do not appear to be using the calendar all that well. Perhaps it's because we haven't entered all the smaller rooms into the system, so youth events are difficult to set for a location.

The Stake Executive Secretary also handles the calendaring the private events on a private calendar to reserve the stake center for family events.

Missionary events (zone meeting, transfers, etc.) are handled by the high councilor who has been given edit access to that calendar layer.

We do have one other building with 3 wards that meet in it. No one has building scheduler rights - so no restrictions. They just schedule events. So far I've heard no complaints.

This attachment shows one way that the calendar could be implemented in the Stake it also suggest one way in-which the responsibilities of the building scheduler can be assigned.

This attachment shows a way that the leadership could be helped to understand how one would choose to implement the calendar. This is of my own making, I do not claim it to be perfect. But if it is helpful you are welcome to use it. I would encourage your comments and discussion please. Thank you