Duplicate Item Scheduled

A Baptism Preview meeting was scheduled using the Relief Society Rm, Baptismal Font and Kitchen. A second person, ward clerk, scheduled another Baptism Preview at the same time in the same rooms. I thought that the program was supposed to not allow two meetings to be scheduled at the same time in the same rooms. Posibly, there are some settings that are not set properly?

greglebaron wrote:A Baptism Preview meeting was scheduled using the Relief Society Rm, Baptismal Font and Kitchen. A second person, ward clerk, scheduled another Baptism Preview at the same time in the same rooms. I thought that the program was supposed to not allow two meetings to be scheduled at the same time in the same rooms. Posibly, there are some settings that are not set properly?

The program is indeed suppose to prevent conflicts, and except for one somewhat obscure bug, I've never seen it allow conflicts. In the vast majority of cases where someone thinks there is a scheduling conflict, it is the result of some sort of misunderstanding.

Are you talking about actual Events in both cases, or was the first event "scheduled" by a building scheduler using the Reservations feature? If it was done with a reservation, was the reservation assigned to the ward that the ward clerk is a member of?

Another problem that some stakes have had problems with is having two different Locations for the same building. That's usually pretty obvious, but it has happened. In that case, one person books the rooms in one location for the first event, and another person books the same rooms in the other location for the second event. Obviously the system can't tell there's a conflict in this case.

At the risk of earning the "Capt. Obvious" title, make sure that both actually scheduled the resources and didn't use "Other Location" or simply list what they'd be using in the event description. (A career in tech support has taught me not to overestimate people's understanding of computers.)

You are correct -- the original event was reserved by a Building Scheduler and the second was scheduled by a Ward Clerk. I didn't think that anybody other than a Building Scheduler could schedule over a reservation made by a Building Scheduler. Although, it was reserved for that ward, so that is probably the purpose of the reservation?

Thank you for your time in answering my questions and helping me understand the scheduling program.

That is precisely the purpose of a reservation. It allows only the ward selected in the reservation to actually create an event. Other wards would have received a conflict notification. So, the systems worked exactly as it was designed.

greglebaron wrote:I didn't think that anybody other than a Building Scheduler could schedule over a reservation made by a Building Scheduler.

Only if he used "blocked". But since he reserved it for that ward, any calendar editor for that ward could still schedule an event.