Tech Forum Archive

Ward Executive Secretary

7 postsstarted by ScottHirschi 1,848 viewsoriginal topic

ScottHirschi
New Member
#1
There are three wards assigned to our building. Two are from one stake and one is from another stake. That ward does not have access to our stake & wards calendar and therefore can't identify scheduled events and they can't schedule events. Is there a solution?
russellhltn
Community Administrator
#2
From the calendar help file:
If the same location is shared by two stakes (an agent stake and an external stake), the agent stake manages the location and its resources. The external stake still has the ability to schedule the agent stake's location or resources, but editors in the external stake cannot see the schedules of any other location or resource in the stake.

This integration only works as long as the external stake's meetinghouse is entered into the Facilities Management database. If a stake has a resource that is not a building or location facility, such as a set of canoes, for example, that it shares with all stakes in the region, it's not possible to share and schedule that resource with the calendar. You will instead need to use another method for scheduling the resource.
You can't see the other stake's schedule, but assuming everyone has done a proper job of entering resources used, you will be warned of any conflicts.
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crislapi
Senior Member
#3
We are a YSA stake and share almost every building we use with resident stakes. We have created a list of all the building schedulers and contact them by phone or email to schedule events. It would probably be nice to see when a building is available first, but this has worked well for us.
ScottHirschi
New Member
#4
Has does the "external" stake gain access to the agent stake's calendar to see and schedule events and facilities?
russellhltn
Community Administrator
#5
scotthirschi wrote:Has does the "external" stake gain access to the agent stake's calendar to see and schedule events and facilities?

In theory, the system knows that your units share the facilities. When you schedule an event and select resources, the system will check the other calendars you can't see to look for resource conflicts.
Have you searched the Help Center? Try doing a Google search and adding "site:churchofjesuschrist.org/help" to the search criteria.

So we can better help you, please edit your Profile to include your general location.
crislapi
Senior Member
#6
The only way to view another stake's calendar is to be added to their stake as an out-of-unit member in either a ward or stake MLS. The "external" stake would have to specify someone to be the go-to person for this, and then get the agent stake to agree to add them as an out of unit member. Only those who are added by the agent stake will be able to view the calendar and schedule events and facilities.
aebrown
Community Administrator
#7
crislapi wrote:Only those who are added by the agent stake will be able to view the calendar and schedule events and facilities.
Although it's true that external stakes are not able to view the calendar without being added as you described, that is not necessary for scheduling events. You simply need to be assigned to the building to be able to schedule events, and the system will check for conflicts. That assignment should happen if the FM database correctly connects the units to the building, even if they are in a different stake.
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