Resource Reservations

The system allows you to go in on the resources and block out specific time frames for things like YM/YW activity night. The question is, if a ward does this, will the system allow the YM or YW public calendars to schedule their class activities during that time, or will it come up with a conflict because it is blocked out?

Resources work to the unit level. If someone in that unit decides to schedule an activity (perhaps the Relief Society), it will be allowed, but it may throw a message about a "possible conflict".

If someone from another unit tries to schedule an activity, they will be denied because of the reservation.

Building schedulers override any building reservation.

Let's make sure the correct terms are being used because a "block" and a "reservation" have different consequences. If a block is being used then no one except a building scheduler can schedule resources during the blocked time period. If a reservation is being used then only editors within the unit for which the reservation has been made can schedule an event during the reservation time period.

So to answer the question as stated, there will be a conflict when an editor for a YM or YW calendar tries to schedule an event for an activity during the the blocked time. However, if a reservation for the ward has been set up by the building scheduler, then only that ward can schedule events for an activity during the reservation time period. All other wards will get a conflict notice and not be able to schedule an event.

I am a bldg scheduler and am having trouble reserving a resource. Is there a way to do this that I am missing? I see the resources listed, but there is no way to click on it or save it that I can see. Help?

lesleyann wrote:I am a bldg scheduler and am having trouble reserving a resource. Is there a way to do this that I am missing? I see the resources listed, but there is no way to click on it or save it that I can see. Help?

To make a reservation, you go to Settings > Reservations, then select the building you are interested in, and then create a reservation (either by clicking the Add Reservation link or by clicking in the calendar). Then you fill in the details, including which resource, which ward is assigned, etc.

Could you supply some more details? It's not clear to me where you are looking when you say "I see the resources listed."

Also make sure that you are not confusing a Reservation with an Event.

The resources I see are rooms in the building listed out:
kitchen
cultural hall
RS room
Chapel
Room 107
etc etc

There are some of the resources listed but there is no way to place a check next to them, click on them & no place to fill in the information as you suggested. While I CAN click on the building and ward, I can't click on the resource.

Also, I do not see the difference between and event and a reservation. I don't see the word 'event' anywhere.

lesleyann wrote:There are some of the resources listed but there is no way to place a check next to them, click on them & no place to fill in the information as you suggested. While I CAN click on the building and ward, I can't click on the resource.

What would be helpful is for you to explain where you are seeing the resources (not which resources you are seeing).

Are you creating an event in the main calendar screen? That can be done by clicking the "Add Event" button (to the right of the Week and Month view buttons at the top), or by clicking on a day in the Month view, or selecting a time range on a date in the Week view.

Or are you creating a reservation by going into Settings, then choosing Reservations? Once you are there, you can add a reservation by actions similar to what I described above for events.

In either of these cases, you will be presented with a "New Event" or "New Reservation" popup that will allow you to give it a name and choose a calendar. There will also be a link on that popup labeled "Edit Event Details" or "Edit Reservation Details". On those subsequent Details screens you will be able to select a location and specific resources in that location.

lesleyann wrote:Also, I do not see the difference between and event and a reservation.

Read Reserve a Location for a Ward or Stake in the Calendar Help system to help you learn the very important distinctions between events and reservations.

lesleyann wrote:I don't see the word 'event' anywhere.

The word "Event" is all over the place on the main calendar screen. There is an Add Event button (visible if you are a calendar editor or administrator for at least one calendar). When you click any existing event, you will see the Event Details popup. And as you create or edit an event, the word "Event" appears lots of places.

I need some clarification as you block out a specific time for a Ward, say for YM/YW Activity Night. What does it mean: Blocked - Location Unavailable, versus the references to the Stake itself, in the pull down box?

Location Reserved for
-- Select a unit --Blocked - Location Unavailable--referenced to Stake

Rooms at this location
Reserve entire location
Aaronic Priesthood Room Chapel Cultural Hall Kitchen Primary Room Relief Society Room Stage Young Men Room Young Women Room

I have different problem related to the scheduling resources.. I can schedule them, including a specific room, but the item remains greyed out on the resource calendar and doesn't show at all on the main calendar... What am I doing wrong? I had tried to find the answer in the help pages but it doesn't seem to address this issue...

mmkids6 wrote:I need some clarification as you block out a specific time for a Ward, say for YM/YW Activity Night. What does it mean: Blocked - Location Unavailable, versus the references to the Stake itself, in the pull down box?

If you select "Blocked" then only a Building Scheduler can schedule an event during that time period for that resource.

If you select "Stake" then only a Building Scheduler or an editor of a stake calendar can schedule an event during that time period for that resource.

The typical use for reservations is to reserve the building for "Ward A" on Tuesdays and "Ward B" on Wednesdays. Each unit can scheduled events during their night, but can't schedule an event on the other unit's night.

zaneclark wrote:I have different problem related to the scheduling resources.. I can schedule them, including a specific room, but the item remains greyed out on the resource calendar and doesn't show at all on the main calendar... What am I doing wrong?

Reservations are not events. Only events show on the main calendar.

So if I understand correctly, if I want to block out Tuesday Nights for Ward A and Wednesday night for Ward B, I need to select the "Stake", and this then would allow Ward A to schedule events during their time as regular events, but would block them from scheduling on Ward B's night.

mmkids6 wrote:So if I understand correctly, if I want to block out Tuesday Nights for Ward A and Wednesday night for Ward B, I need to select the "Stake", and this then would allow Ward A to schedule events during their time as regular events, but would block them from scheduling on Ward B's night.

No, you select "Ward A" for Tuesday and "Ward B" for Wednesday. That will allow only calendar editors from those specific wards to schedule resources then. Don't select "Stake" unless you only want stake calendar editors to be able to schedule resources on a particular date/time.

I'm confused. So you then selected "Blocked". This will then allow the appropriate Ward to calendar their events for that night, but not for a night blocked out by another Ward. It also will not allow anyone in the stake to calendar for that day as well.

It's quite simple: If you set it to "Ward A" then only Ward A can schedule it. If you set it to Ward B, then only Ward B can schedule it. If you set it to Blocked, no one (but the building scheduler) can schedule it.

Okay, but I only have two options for a resource. Ward A and Ward B share the same building, but it only lets me select "Blocked" or "Stake", not either one of the Wards.

mmkids6 wrote:Okay, but I only have two options for a resource. Ward A and Ward B share the same building, but it only lets me select "Blocked" or "Stake", not either one of the Wards.

Are the Wards A and B added to the location via the "Add unit to location"?

Probably because those units have not been added to that location. Go to Settings > Locations & Room.

I appreciate all the help, it allowed me to figure out what the problem was and make the correction. It now works for me. Thanks

how do i override a reservation? why can't the church just contract w/ google apps for this?

rhoward wrote:how do i override a reservation?

Only a building scheduler can override a reservation, and then only if he has edit access to the calendar that the event needs to be placed on. The other way is to have the building scheduler edit the reservation to allow the "exception"

rhoward wrote:how do i override a reservation? why can't the church just contract w/ google apps for this?

If you are a calendar editor or administrator in the ward (or the stake unit) designated in the reservation, then you can simply create an event that overrides the reservation. No extra action is required, since this is exactly what reservations were designed for.

If, on the other hand, the reservation is assigned to a different ward, or is "blocked", then indeed you need the help of a building scheduler, as RussellHltn noted.

See About reservations and Making reservations in the help system for more information.