If you are a bundled user (meaning you are subscribed to both the Event Scheduler and Work Order Management modules), Admins have the ability to add a closure to a work order!
To get started with this feature, simply add a work order as usual
- then go to the "Item Closures" tab
- Check "Create Closure for the Work Order"
- Add "Closure Name" (required field)
- If desired Add "Description"
- If desired, Select if you'd like to "Create Calendar Label" displayed on your internal calendar and/or public calendar.
A. Next, Select the desired start date
B. Select if it is an All Day Closure
C. Select if it is Continuous
D. Enter the End Date
E. Choose to include the Setup and/or the Tear Down of Events
F. If there are any events that the closure affects, they will be displayed here within the "Affected Events" grid. This allows you to make changes accordingly OR continue with the closure and SAVE.
G. Select the item [Space(s) or Resource(s)] that the closure applies to.
Once the closure has been saved, on the Event Scheduler side, the owner and Admins of the scheduled and affected event(s) will see a red conversation icon on their dashboard next to the event (see example below).
- If there are no affected events/occurrences, then the closure will not be noticed until an event is created and item is selected within the closure time.
When you click on the red conversation icon, you will be taken to the "Conversation" tab within the event where you will see an automated message regarding the closure. Click "View" to see the occurrences affected by the closure. All event and work order participants will be notified via email and are included in the conversation.
You can also add any comments and SAVE the conversation.
You will see on the Occurrences tab on the top of the page, a warning highlighted in red called "Unavailable Item Alert!"
In order to see if the "VIEW UNAVAILABLE ITEMS", is due to closure for a space, resource and/or service, then check to see if there are any "Closure" messages next to the space, recourse or services that you chose for your event. All users should see these messages when they are first selecting items for their event so they can make the necessary adjustments.
If so, click on "Closure" to see which of your occurrences on your event will be affected by it so you can then cancel those occurrences or choose a different space...
Any Admin, event owner or event editor has the following options when their event or event occurrences have been affected by a closure on the Work Order Management side. They can:
> select a different space(s)
> cancel or delete the occurrence affected
> select a different date/time
Closures on Floor Plan
When a user selects a date and time that includes a closure that affects space and clicks on that affected space they will see in the right-side menu that the space is affected by a closure. The space will also be highlighted in the color assigned to the "Closure" status.
Then if a user then clicks "Create Event" and goes through the regular event request process, they will see a warning about a closure next to any space that the closure affects. All users can click on the "Closure" message to see what specific dates and times the closure affects for each space and can either choose another space for that date and time or cancel or delete the occurrence that is affected by the closure on the event's Occurrence tab.
Checking Space Availability to Perform Work
Users within Work Order Management can use "Space Availability" to quickly find a space that is available for work. To get started, go to Work Orders> Space Availability.
To learn more read this Knowledge Base article: How to Find an Available Space & Time for Work Orders