Builiding Schedulers Accessing Other Wards Calendars

Our stake is in the process of ensuring all wards have properly migrated to the new calendar. We've spent some time explaining the changes in the role of the building scheduler and provided some initial training. However, one thing our building schedulers and stake clerk have not been able to figure out is how the scheduler can go in and update an event for another ward within their building. I've searched the forum entries and online help and I can't find specific instructions for using this functionality. I'm looking for a link to online instructions or details on how to access this within the tool so we can give instructions to our schedulers. Thanks!

copowells wrote:Our stake is in the process of ensuring all wards have properly migrated to the new calendar. We've spent some time explaining the changes in the role of the building scheduler and provided some initial training. However, one thing our building schedulers and stake clerk have not been able to figure out is how the scheduler can go in and update an event for another ward within their building. I've searched the forum entries and online help and I can't find specific instructions for using this functionality. I'm looking for a link to online instructions or details on how to access this within the tool so we can give instructions to our schedulers. Thanks!

Any calendar editor, including building schedulers, can show all the events in a particular building by checking the box for that building under Subscribed Locations. See View Calendars of Other Wards in the help system for details.

When the building scheduler is looking at the events for the building (either month view or week view), he can simply click on the event to edit it. There's nothing special about how the building scheduler does this -- it works just like any other calendar editor. When you click on the event, if you have permissions to edit, you will be able to make changes and then save the changed event.

Thanks for the quick response! I went in and selected a building and now realize I do see a few entries for other wards; I anticipated seeing many more entries for the other wards. Is it only events with building resources assigned that show up in the view?

Also, does a building scheduler have the ability to enter new events for other wards or can they only edit existing entries?

Thanks for your help.

copowells wrote:Thanks for the quick response! I went in and selected a building and now realize I do see a few entries for other wards; I anticipated seeing many more entries for the other wards. Is it only events with building resources assigned that show up in the view?

A building scheduler can only see events that use resources that are in the assigned building (and of course any that he can see in his own ward and stake events, just like any regular member of his ward).

So if you're only seeing a few events, that is because the other ward's aren't entering many events, or their events don't use resources in that building, or they are neglecting to schedule resources for their events.

copowells wrote:Also, does a building scheduler have the ability to enter new events for other wards or can they only edit existing entries?

They can add new events for other wards, as long as the event uses a resource in the assigned building. The challenge with doing this is that it's difficult to pick the right calendar. Calendars for multiple wards often have the same name; Ward A's "Elders Quorum" calendar looks exactly like Ward B's "Elders Quorum" calendar. So that can be a bit tricky. In general, it works better to let wards do the original scheduling, and the building scheduler may need to make some adjustments to existing events.

Excellent suggestion. I get calls however where the member does not have a computer, does not have an LDS.org account or feels uncomfortable doing the entry themselves. As a solution, it seems to me that if each Ward were to name their calendars with a prefix for their ward, e.g. "LV Relief Society" versus "LS Relief Society" then I, as the Building Scheduler, could add the event to their ward calendar. I have done this with my ward with no issue. Now just need to get other wards to do the same for their calendars and I think I'm set!

malewis22062 wrote:Excellent suggestion. I get calls however where the member does not have a computer, does not have an LDS.org account or feels uncomfortable doing the entry themselves. As a solution, it seems to me that if each Ward were to name their calendars with a prefix for their ward, e.g. "LV Relief Society" versus "LS Relief Society" then I, as the Building Scheduler, could add the event to their ward calendar. I have done this with my ward with no issue. Now just need to get other wards to do the same for their calendars and I think I'm set!

Hopefully your suggestion will be a temporary solution. The 2.0 calendar release may have a fix. We won't know until it is released. But we do know that it has been identified as a limitation (see the bullet eight in Known Limitations with the Calendar).

This may be a dumb question, but I cannot find "Building Scheduler" as a standard calling in our Ward MLS. We are the agent ward this year so our Calendar Coordinator is the Building Scheduler. As a workaround, I gave him individual access to all our ward's calendars, but suspect that won't do anything for the other ward and branch that share the building with us.

Is "Building Scheduler" a Stake calling or is it called something else in MLS?

Thanks.

davesudweeks wrote:This may be a dumb question, but I cannot find "Building Scheduler" as a standard calling in our Ward MLS.

Unlike most other features in the Church's web applications, Building Scheduler is not related to any standard calling. Instead, a stake approver has to set up the Building Scheduler by name for a particular location.

Building scheduler as used in the new calendar is currently not an MLS position but a designation made by a stake default approver when setting up or editing locations. While a person may be called to the position of building scheduler and entered into MLS as such, there currently is no electronic connection from MLS to the calendar designation.

You would need to contact a stake default approver to get the individual designated as a building scheduler for a location changed. As a side note; there can be more than one building scheduler for a location.

Great! Thanks. Now, if I can just figure out who the "stake default approver" is, we'll be all set. Our Stake Exec. Secretary is in our ward and he probably knows (might even be him, based on my prior conversations with him regarding resources).

davesudweeks wrote:Great! Thanks. Now, if I can just figure out who the "stake default approver" is, we'll be all set. Our Stake Exec. Secretary is in our ward and he probably knows (might even be him, based on my prior conversations with him regarding resources).

There are several stake default approvers: the stake presidency, the stake executive secretary, and the stake clerk and his assistants. Any of the default approvers can also designate additional approvers. So yes, the stake executive secretary should be able to help you with this (assuming the stake president has told him he can take that responsibility).

I found out today the Stake Executive Secretary has been assigned as the primary default approver. He set up our Building scheduler last week. Thanks.

aebrown wrote:Unlike most other features in the Church's web applications, Building Scheduler is not related to any standard calling. Instead, a stake approver has to set up the Building Scheduler by name for a particular location.

Our Stake tech Specialist put our newly called building scheduler in the system. She was called by the agent bishop who is my Bishop. How does she show up on the MLS calling list? Is this something that the stake enters? Is it treated as a stake calling as far as MLS goes? As the Executive Secretary of the agent Bishop do I enter into our ward calling list? I have notice the calling shows up on lds.org, but I am not sure that I have seen it in MLS. With the recent MLS update is there more features connected with this process? Thank you for all the good that is going on with this forum and constant updates!

1968leocomeeatabite wrote:Our Stake tech Specialist put our newly called building scheduler in the system. She was called by the agent bishop who is my Bishop. How does she show up on the MLS calling list? Is this something that the stake enters? Is it treated as a stake calling as far as MLS goes? As the Executive Secretary of the agent Bishop do I enter into our ward calling list? I have notice the calling shows up on lds.org, but I am not sure that I have seen it in MLS. With the recent MLS update is there more features connected with this process? Thank you for all the good that is going on with this forum and constant updates!

In the calendar system, "Building Scheduler" is not a calling -- it is an assignment. In many cases, a person who functions as a building scheduler is also a clerk or website administrator or some other calling, so there is no need to give them a separate calling.

But if a person has a specific calling to do this, they should be assigned a calling in MLS. It could be done at the ward or stake level. See the thread Calling and Recording a Building Scheduler for some ideas.

aebrown wrote:In the calendar system, "Building Scheduler" is not a calling -- it is an assignment. In many cases, a person who functions as a building scheduler is also a clerk or website administrator or some other calling, so there is no need to give them a separate calling.

But if a person has a specific calling to do this, they should be assigned a calling in MLS. It could be done at the ward or stake level. See the thread Calling and Recording a Building Scheduler for some ideas.

GREAT! Thank you much for your help, I will get It in MlS as a calling. Thank you for what you do.

aebrown wrote:Any calendar editor, including building schedulers, can show all the events in a particular building by checking the box for that building under Subscribed Locations. See View Calendars of Other Wards in the help system for details.

Does this functionality still exist? Is it working correctly? As YM president, I understood myself to be a calendar editor and can add and edit events including locations, but I don't have "Subscribed Locations" listed under my "Subscribed Calendars". Locations, yes, but not subscribed ones. Am I doing something wrong?

kploosli wrote:Does this functionality still exist? Is it working correctly? As YM president, I understood myself to be a calendar editor and can add and edit events including locations, but I don't have "Subscribed Locations" listed under my "Subscribed Calendars". Locations, yes, but not subscribed ones. Am I doing something wrong?

It is not labelled "Subscribed Locations" (at least anymore). It just says "Locations" now. But you have to be on the Week view in order to see events at those locations that are not on your subscribed calendars.

Thanks! That's exactly what I needed.

aebrown wrote:Any calendar editor, including building schedulers, can show all the events in a particular building by checking the box for that building under Subscribed Locations. See View Calendars of Other Wards in the help system for details.

With the change in the help system since that post well over a year ago, the new link to this topic is View Events by Location.